PROCESS FLOW IN PARCEL HUB or PARCEL DEPARTMENT

Process in PH / Parcel Department Senior PSA Or Supervisor / HSA is the in-charge of the PH / Parcel Department. PH functions using the computer application software viz. Parcel Net Parcel Net communication software is used to communicate data to central server

Supervisor to login in ParcelNet software Role of Supervisor Supervisor to login in ParcelNet software Perform the Day begin Allocate the job among PSAs. He would assign the work among PSAs for mail agency / bag receipt desk, bag opening desk, sorting, bag closing desk and bag despatch desk. among MTS officials.

Role of Supervisor Trainer to explain various user levels in the software i.e. Administrator, Supervisor & Operator

A parcel bag may contain : Ordinary registered parcels, value payable parcels, Insured bags containing single insured parcel or insured VP Parcel. Business Parcels EVP & BPCOD Parcel Second class Registered packets

Preliminary Work Receive empty bags, stationery, (parcel lists and abstract if manual preparation exists) for use during working hours from the Supervisor / HSA

Receive the parcel bags from Mails Branch Receipt of parcel bags Receive the parcel bags from Mails Branch Receive the parcel mail articles from Mail bags from Mails Branch if any and report to Supervisor for further action Check the condition of the bags/articles like showing signs of damage or tampering, labels not available for bags Report the discrepancy noted to the HSA/Supervisor by making an error entry Grant a receipt in the Parcel Abstract if manually maintained or in the hand to hand receipt book

Receive parcel mail articles received “out side” Receipt of parcel bags Receive parcel mail articles received “out side” Check the condition of the articles like showing signs of damage or tampering Report the discrepancy noted to the HSA/Supervisor by making an error entry Grant a receipt in the Mail List

Login & Receive the bags in the software Receipt of parcel bags Login & Receive the bags in the software Scan the bag barcode here

Opening of parcel bags Open the Parcel bags in the presence of the HSA/Supervisor Take the contents out in the presence of the HSA/Supervisor Examine the Insured bags if any received in the parcel bag Check the condition of the Insured bag to see it is in good order, it has no signs of damage or tampering, two seals are intact and the label is intact.

Opening of parcel bags Report the discrepancy noted to the HSA/Supervisor by making an error entry Examine the parcel mail articles taken out from the Parcel bag and compare with the entries in the Parcel Lists for total, registration number and office of posting. If missent is noticed, take action as per Rule 100 of Vol.VII

Stamp the parcel lists and place them on record Opening of parcel bags Check the conditions of the articles for any signs of tampering or damage Report the discrepancy noted to the HSA/Supervisor by making an error entry Sign the list Enter the total number of parcels received with each Parcel list in the Parcel Abstract if maintained manually Stamp the parcel lists and place them on record

Opening of parcel bags Open the bags received in the software and receive all the articles by scanning Scan the article barcode here

Opening of insured bags Examine the Insured bag received in the presence of the HSA/Supervisor to see it is in good condition Weigh the Insured bag in the presence of the HSA/Supervisor Check the weight with those entered in the Insured label Report the discrepancy to the HSA/Supervisor by means of error entry Enter the weight in the Parcel List Get the initials of the HSA/Supervisor against the entry

Opening of insured bags Give the bag unopened to the HSA/Supervisor if the weight differs. He/She will deal it vide Rule 192-194 of Vol V (He/She will open the bag in the presence of witnesses, weigh the articles, note the discrepancy if any in the DR and close them in a pro-bag or pro-cover if the articles bear any discrepancy and despatch to the destination Open the Insured bags found correct in the presence of the HSA/Supervisor Take the contents out in the presence of the HSA/Supervisor Examine the Insured Parcel mail articles and compare with the entries in the parcel Lists for total, insured registration number, weight and office of posting

Opening of insured bags Report the discrepancy to the HSA/Supervisor by means of error entry Check the condition of the Insured article for any signs of damage or tampering Weigh the Insured parcels received one by one Check the weight with the weight entered in the Insured Parcel

Opening of insured bags Note the ascertained weight in the parcel lists if found correct Bring to the notice of the HSA/Supervisor if any discrepancy is noted He will deal it vide Rule 192-194 of Vol V as shown when the weight of the bag differs Enter the total number of parcels received with each parcel list in the Parcel Abstract if maintained manually Enter in the insured check sheet at once if maintained manually Stamp the lists and place them on record

Transfer of insured articles If INS articles are received, Transfer them physically to Supervisor Transfer them through Software Supervisor will acknowledge in the software Check with the entries, weigh the article and note the ascertained weight in the Parcel List. If there is difference in weight, Supervisor ensures further action

Transfer of INS article

Introduction MNOP for Parcels introduced w.e.f. 2.12.2013.

Mail Flow Your office L-1 (Mail Office / PH / EPH) Other L-1 Offices L-2 Offices within Circle Post Offices

L-1 & L-2 Offices within Circle Mail Flow L-1 & L-2 Offices within Circle Your office L-2 (Mail Office / PH ) Post Offices

Sorting of parcel mail articles Sort the parcel mail articles in the Parcel Sorting Case as prescribed in the sorting list i.e. latest sorting extract issued by Directorate based on the pincode mapping Keep the Parcel Sorting Case locked when the sorting work is not going on

Closing of insured bags Prepare a parcel list as prescribed in the Sorting List with the available Insured/Parcel Mail articles sorted to a particular office Enter the total number of parcels despatched with each parcel list in the Parcel Abstract if manually done Show the Insured parcels along with the parcel list and Check sheet to the HSA/Supervisor Get the sign of the HSA/Supervisor in both the copies in ink The HSA/Supervisor would tick the entries in the Check Sheet if manually done

Closing of insured bags Place the Insured Parcel along with the parcel list in a sound and strong bag Close the bag with an insured label in the presence of the HSA/Supervisor Seal the bag with the Insured Seal available with the HSA/Supervisor Weigh the bag in the presence of the HSA/Supervisor Note the weight in the label and the Parcel Abstract if maintained manually

Closing of parcel bags Physically receive the INS articles from Supervisor and acknowledge the receipt through the software Process articles into bags as per the process prescribed in the software Prepare a parcel list as prescribed in the Sorting List with the available Parcel Mail articles sorted to a particular office

Closing of parcel bags Scan the article barcode here

Parcel List After completion of scanning of articles & bag is closed in the software, the parcel list is generated

Check the articles with the entries in the list to avoid missendings Closing of parcel bags Enter the total number of parcels despatched with each Parcel list in the Parcel Abstract if maintained manually Check the articles with the entries in the list to avoid missendings Attach the acknowledgements, if any, with the parcel list concerned Place the Parcels, Insured bags, if any, and the list inside a sound and strong bag

Closing of parcel bags Close the bag with a prescribed bag label addressed to the office of destination Seal the bag closed with Parcel Seal

Circle wise allocation of Barcode For Parcel Bags SL Name of the Circle Express Parcel Other Parcels 1 A.P. CEA CBA 2 Assam CES CBS 3 APS CEF CBF 4 Bihar CEB CBB 5 Chhattisgarh CEC CBC 6 Delhi CED CBD 7 Gujarat CEG CBG 8 Haryana CEH CBH 9 Himachal Pradesh CEE CBE 10 Jammu & Kashmir CEQ CBQ 11 Jharkhand CEJ CBJ

Circle wise allocation of Barcode For Parcel Bags SL Name of the Circle Express Parcel Other Parcels 12 Karnataka CEK CBK 13 Kerala CEL CBL 14 Maharashtra CEM CBM 15 Madhya Pradesh CEI CBI 16 North East CEN CBN 17 Orissa CEO CBO 18 Punjab CEP CBP 19 Rajasthan CER CBR 20 Tamil Nadu CET CBT 21 Uttarakhand CEV CBV 22 Uttar Pradesh CEU CBU 23 West Bengal CEW CBW

Despatch of parcel bags Process the bags as per the process prescribed in the software

Parcel Bags Despatch Report As soon as the bags are despatched, bag despatch report is generated

Despatch of parcel bags Hand over the parcel bags and Insured bags closed to the Mail Assistant/HSA Get the receipt for the same in the parcel Abstract or in the Bag Despatch Report or in the hand to hand receipt book

Final duties in Computerised Environment Perform the Shift End in the software Take the print outs of Parcel Abstract Consolidated Abstract Detailed Abstract – Receipt and Despatch Supervisor will print the following reports after performing Day End INS Check Sheet Bag Transfer Report (if any) Bag received and closed report (if required) Daily Report Check the totals at both the sides of the Abstract tallies Check the work papers Hand over the work papers, empty bags, unused stationeries if any to the Supervisor / HAS Run the Parcelnet communication at regular intervals

Parcel Abstract - Consolidated

Parcel Abstract – Detailed Abstract (Receipt & Despatch)

Daily Report of Supervisor

Daily Report of Bags Received and Closed

Final duties in Manual Environment Complete the Parcel Abstract & Check Sheet Check the totals at both the sides of the Abstract tallies Check the work papers Hand over the work papers, empty bags, unused parcel lists if any to the HSA Prepare the Work papers for the next set/trip as shown in the MDW at the close of the working hours or during leisure time

Exercise 3.4.1.1