Monitoring of Mails through Performance Tool (Speed Post, Regd Monitoring of Mails through Performance Tool (Speed Post, Regd. Mails & Parcels)

Mail Processing Centres Following are Mail Processing Centres in Country other than BNPL / Business Post Centres Mail Item Number of NSHs / L-1 offices / PH / EPH Number of ICHs / L-2 office / PHs / EPH Speed Post 89 NSHs 147 ICHs First Class & Registered Mails 89 L-1 Offices 244 L-2 Offices Second Class Mails 86 L-1 Offices 241 L-2 Offices Parcel 86 L-1 PH 241 L-2 PH Express Parcel 41 L-1 EPH

Performance Monitoring Performance of various activities for accountable mails are monitored through Web Tools For Speed Post http://mnopdashboard.cept.gov.in/speedpostkpi For First Class & Parcels Mails http://mnopdashboard.cept.gov.in/regdkpi OR Login From www.indiapost.gov.in Employee Corner – Speednet /Rnet – KPI User Name and Passwords have been allotted to PTCs and trainer can use the same for showing demo.

Performance Monitoring Key Performance Indicators (KPIs) D+X (Transit Analysis) TD & NTD articles Missorts TD & NTD articles Full Scan Compliance TD & NTD articles Inbound Operation Performance % of TD articles without delivery scan Even after expiry of 5 days from booking Missing Pincodes Bags without proper bag labels Duplicate barcodes TD articles means articles booked and delivered in the catchment area of the Mail Processing Centre Other than TD articles are NTD articles

Transit Analysis D+X (Transit Analysis) - TD & NTD D refers to Day of booking X refers to Date of Delivery D+X (Transit) refers to the days taken for delivery of article (TD article / NTD article) Better D+X ensures better quality Calculated as follows If out of 10 articles, 5 articles, 2 articles and 3 articles are delivered in D+1, D+2 & D+3 respectively, average D+X is ((5x1+2x2+3x3)/10) 1.80 Days

Missorts Missorts - TD & NTD Percentage of mis-sorted / mis-sent articles If mis-sorted / mis-sent Delay in delivery occurs Affects Quality of service Less Mis-sorts/Mis-sents makes performance better Measured as follows If an article is not delivered at the first delivery office to which it has been bagged (except RTS article updated with correct remarks by delivery office), it is treated as missorted.

Full Scan Complaince Full Scan Compliance - TD & NTD Percentage of articles having minimum prescribed scans TD Articles … 8 Scans NTD Articles … 12 Scans Less percentage shows Non adopting of Standard practices in handling offices Improper routing of Articles More percentage ensures better track and trace and transparency in mail movement Measured as follows Percentage of articles, having the prescribed minimum scans

Full Scan Complaince Prescribed Minimum Scans For NTD Articles Booking scan at Booking Centre Bag Dispatch scan at Booking Centre Bag receiving scan at Source MPC Bag opening scan at Source MPC Bag closing scan at Source MPC Bag dispatch scan at Source MPC Bag receiving scan at Destination MPC Bag opening scan at Destination MPC Bag closing scan at Destination MPC Bag dispatch scan at Destination MPC Bag receiving scan at delivery PO Final delivery scan at delivery office For TD Articles Booking scan at Booking Centre Bag Dispatch scan at Booking Centre Bag receiving scan at MPC Bag opening scan at MPC Bag closing scan at MPC Bag dispatch scan at MPC Bag receiving scan at delivery PO Final delivery scan at delivery office MPC : Mail Processing Centre (i.e. NSH/ICH/CRC/PH)

Inbound Operation Performance Percentage of articles delivered on the next day (not only physical delivery, updation of delivery information is also to be ensured), out of the articles received during the cut off period in mail processing centre Poor Inbound Operation Performance may occur due to Poor connectivity between Mail Office and Delivery Office Poor Delivery performance Non disposal of articles received before cut off time on the same day i.e. transfer of mails Better Performance makes quality of service to best

Inbound Operation Performance Measured as follows Say 100 articles are received during the cut off period i.e. 0300 Hrs (21.07.2014) to 0300 Hrs (22.07.2014) on the next day Say, out of 100 articles, 75 have been delivered on the next possible delivery round i.e. on 22.07.2014 and delivery information is updated, then performance is 75%.

% of TD articles without delivery scan Even after expiry of 5 days from booking Percentage of TD articles, which have not been delivered and information not updated , even after 5 days from the date of booking This KPI ensures delivery of TD articles within 5 days More percentage may be because of, Poor mail arrangement between Mail Office and Delivery offices Missending/Missorting of Articles Poor delivery performance of delivery office Unsuccessful communication of data to central server Less percentage ensures good quality of service

Other Miscellaneous - KPI Missing Pincode Percentage of articles booked in the booking centers without pincode To ensure usage of correct pincode for easy sorting and quick transmission Duplicate Bag Barcode Labels Percentage of improper bag barcode labels used by the handling offices Duplicate Barcodes Percentage of usage of duplicate barcodes at the booking centre Usage of duplicate barcodes creates confused track information Zero percentage ensures good quality of service

Speed Post Performance Tools

Activity : Trainees to log into the MIS site and familiarise themselves with various MIS available Username- Password- India Post

Home Screen

Registered Mails & Parcels (Express Parcel, Business Parcel & Regd Registered Mails & Parcels (Express Parcel, Business Parcel & Regd. Parcel) Performance Tool

Login Screen

Home Screen

Registered Mail Reports

Activity Trainees to log into the MIS site and check the various MIS available URL is http://mnopdashboard.cept.gov.in/speedpostkpi Username: ptcmysore Password: ptcmys123* India Post

Activity Trainees to log into the Rnet MIS site and check the various MIS available URL is http://mnopdashboard.cept.gov.in/regdkpi/Account/login.aspx Username: ptcmysore Password: ptcmysore12345* India Post

Performance Review by Directorate Review by Directorate – Trainer to explain about VC

KPIs – Ways to improve Track & Trace few SPAs / RLs every day Analyze the article movement If delay, locate point of delay See the Bag Tracking Reports Analyze the bag movement Review mail arrangement Take up the matter with destination hubs

KPIs – Ways to improve Book the articles with correct pincode Avoid missorting Avoid wrong bagging Avoid wrong despatch Perform standard process in Speednet / R-Net / Parcel Net Ensure successful Speednet / RNet communication Avoid set to set / day to day transfer of mails Get raw data from CEPT, Mysore and analyze data for improvement.

Trainees activities Trainees to browse the KPI website India Post