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

2. 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

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

4. 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

5. 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

6. 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.

7. 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

8. 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)

9. 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

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

11. % 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

12. 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

13. Speed Post Performance Tools

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

18. Home Screen

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

20. Login Screen

21. Home Screen

22. Registered Mail Reports

23. Activity
Trainees to log into the MIS site and check the various MIS available
URL is
Username: ptcmysore
Password: ptcmys123*
India Post

24. Activity
Trainees to log into the Rnet MIS site and check the various MIS available
URL is
Username: ptcmysore
Password: ptcmysore12345*
India Post

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

26. 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

27. 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.

28. Trainees activities
Trainees to browse the KPI website
India Post