Mail Network Optimization Project MNOP Mail Network Optimization Project

Before MNOP No effective monitoring mechanism on Mails Ignorance to Mails No clear mapping of Post offices with the Mail offices & no proper routing of mails - One Post office linked with more than one Mail office Mannargudi HO with Thanjavur RMS, Kumbakonam RMS and Tiruvarur Sorting. Kanchipuram HO linked with Chengalpattu RMS and Arakonam RMS Tiruvallur Ho linked with Chennai , Arakonam RMS and Chengalpattu RMS

Before MNOP Closing of Post office bags by different mail offices. For example Chennai GPO gets bag closed by all the Mail offices Similarly, Coimbatore HO / Salem HO / Madurai HO / Trichy HO / Pondicherry HO (important HOs in the Circle) get bags closed by all the mail offices in the respective region. This lead to increase in Number of bags handling Missents

Before MNOP No control over closing of bags by Mail offices to Post offices in other Districts / Circles Closing of un-justified bags having no delivery advantage for all the Mail offices in the Home Circle Closing of bags by Speed Post Concentration Centre – 315 centres to each other Leading to Huge number of bags handling in TMOs / Mail offices / Sections Shortage of bags

Before MNOP Unnecessary payment to Air carriers Track and trace for only about 30% of SPAs No track and trace facility for Registered Mails Complaints were at it’s peak No standard practices in operations across all handling units No standardized equipments Less concentration on improvement of Look and Feel of the Mail Offices

Objectives (Why MNOP?) To ………. Resolve Structural issues in Mail operations. Reduce the flow of mail between different centres / offices Use the best practices used globally, in India Post. Ensure consistency and reliability Bring Transparency & Accountability in Mail Operations by MIS

Scope of the Project Optimise India Post’s mail network from collection to delivery Standardise processes with focus on quality improvement and reduction in complexity Establish an effective performance manage-ment structure using KPIs and regular reviews Improve India Post's appearance to make it more trustworthy and reliable for customers Broad approach to upgrade processing facilities and improve working conditions for employees Make staff and customers proud of being associated with India Post

Implementation Speed Post International Mails First Class (Registered & Unregistered) Mails Second Class Mails Parcels Express Parcels

Implementation Speed Post - 10.11.2010 First Class Mails - 15.02.2012 Second Class Mails - 22.05.2012 Parcels - 02.12.2013 Express Parcels - 02.12.2013

Processing Centres Sorting Hubs / Mail Processing Offices introduced National Sorting Hubs (NSH), Level–1 (L-1) Mail Offices, Parcel Hubs (PH) & Express Parcel Hubs (EPH) – to handle mails across the country and circle along with the post offices mapped Intra Circle Hubs (ICH), Level–2 (L-2) Mail Offices , Parcel Hubs (PH) & Express Parcel Hubs (EPH) handle mails across the circles along with the Post Offices mapped

Processing Centres Mail Processing Centres were optimized as follows. Mail Item Number of NSHs / L-1 offices / PH / EPH Number of ICHs / L-2 office / PHs / EPH Speed Post 89 NSHs 145 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

Closing Pattern under MNOP Mail flows Post Office Post Office Post Office Post Office Level-1 sorting centre Level-1 sorting centre Level-2 sorting centre Level-2 sorting centre Level-2 sorting centre Level-2 sorting centre Post Office Post Office Post Office Post Office Post Office Post Office Post Office Post Office SOURCE: Mail Network Optimisation Project

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

ICH mapped with parent NSH Mail Flow Other NSH Your office NSH ICH within Circle Post Offices Post Offices ICH mapped with parent NSH

NSHs & ICHs within Circle Mail Flow NSHs & ICHs within Circle Your office ICH Post Offices

Mail Flow Post Offices Post Offices Other than Parent SH / MO / PH / EPH Parent NSH & ICH Parent L-1 or L-2 MO / PH / EPH

Performance Monitoring KPI Websites For Speed Post http://mnopdashboard.cept.gov.in/speedpostkpi For First Class & Parcels Mails http://mnopdashboard.cept.gov.in/regdkpi OR From www.indiapost.gov.in – Employee Corner – Speednet – KPI India Post

Speed Post Performance Tools

Home Screen

Activity Trainees to log into the MIS site and check the MIS User Name India Post

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

Performance Monitoring Key Performance Indicators D+X TD & NTD Missorts TD & NTD Full Scan Compliance TD & NTD 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

Performance Monitoring through Video Conference Fortnightly video conference on MNOP chaired by Secretary and joined by Circle Heads from their respective locations Performance of all circles are analysed in detail, circles asked to take remedial action 30

All India Performance (Speed Post) – June 2014 Source : MNOP VC_01.08.2014

Speed Post – End to End Online Tracking Source : MNOP VC_01.08.2014

Speed Post having no delivery information (June – 2014) Source : MNOP VC_01.08.2014

Performance of National Sorting Hub Source : MNOP VC_01.08.2014

End to End Online Tracking of RLs Source : MNOP VC_01.08.2014

Registered Articles having no delivery information (for articles booked in June – 2014) Source : MNOP VC_01.08.2014

Registered Articles – Transit Time Review Source : MNOP VC_01.08.2014

Express Parcels – Transit Time Review Source : MNOP VC_01.08.2014

Business Parcels – Transit Time Review Source : MNOP VC_01.08.2014

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 Avoid missorting Avoid wrong bagging If required, arrange sorting practice at workplace 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

KPIs – Ways to improve Avoid usage of wrong bag labels Avoid usage of duplicate barcodes / bag labels Avoid booking without correct pincode

After MNOP Track and Trace – 90% of SPAs Track and Trace of Registered Letters & Parcels introduced and getting improved Transparency in Mail Movement Effective Mail Monitoring Reduction in handling of bags Enhancement of Look & Feel in Mail Offices

After MNOP (Look & Feel) (Hubli RMS)

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