PMG DO LETTER DATED 30.7.2009 IN RESPECT OF SPEED NET PERFORMANCE IN ARROW OFFICES

D.O.No.PMGK/M&C/Sp.Net/PA/D.Stt Dated 30th July, 2009

Dear Shri
Please refer to the spate of letters written to you on Speednet. You were advised to ensure that Speednet feeding should be 100% in respect of Project Arrow offices.

2. Analysis done on 28-07-2009 reveals that, offices shown in Annexure - I have done 100%. Accept and convey my congratulations to Postmaster/SPM/Staff who have achieved this.

3. Unfortunately offices shown in Annexure - II have done less than 100%. They belong to Kurnool and Tirupathi Divisions. Effective daily supervision is called for. When other Divisions could achieve 100%, why not Kurnool and Tirupati.

4. Besides, most disturbing is Hindupur HO and Renigunta SO showing zero performance. The Divisional Heads need to have checkmated this. Such debilitating performance is a sure way of getting ourselves into trouble. It is rather a poor commentary on the attention paid to this issue, despite workable advice tendered by R.O. again and again. There two offices should reach 100% within 24 hours, lest the matter will be viewed seriously.

5. Divisional Heads of the Divisions stated may please monitor and be on wavelength with other performing Divisions. Let me see appreciable performance from defaulting Divisions from date please.

6. It is not out of place to state that some patches have been developed and linked to speednet for facilitating sorting pin code wise and automatic transmission. Divisional Heads were advised to ensure dispatch of Speed Post Delivery Slips from non-computerised offices to parent Mail Offices. Only a few are being received. Even here supervision by the Divisional Heads is called for.

7. Mail divisional Superintendents are ensuring 100% uploading in Mail Offices. I appreciate their work in this regard. Similar performance by Postal Divisional Superintendents to be ensure for computerised Post Offices. They should not fail, whatever may be the reason. I look for such leadership. Let it be shown please, for our good and that of India Post.

With good wishes,
Yours sincerely,
Encl:Annexure I & II.
Sd/-

(B.V.SUDHAKUR)
To
Sr./Superintendent of Post Offices,
____[All Divisions]____ Division.

Copy to:

1)DPS, Kurnool for follow up.
2)ASP(PA)/ASP(Mails)/IP(BD. R.O.Kurnool for information.
SD/-
(B.V.SUDHAKUR)



ANNEXURE –I

The following fifteen Project Arrow Offices have shown 100% performance both in booking and delivery.

1)Gooty LSGSO............................... 9)Penukonda LSGSO
2)Chittoor HO................................ 10)Kurnool Camp B LSG SO
3)Chittoor Collectorate SO............ 11)Nandyal HO
4)Kuppam LSGSO .........................12)Proddatur HO
5)Badvel LSG SO ...........................13)Chandragiri HO
6)Kodur LSG SO ...........................14)Srikalahasti HO
7)L.R.Palli LSG SO........................ 15)Tirumala SO
8)Rajampet HO




__________________________________________________________________________________






ANNEXURE –II

In Booking: Kurnool HO = 78%

In delivery

1)Cuddapah HO = 99%
2)Pattikonda LSG SO = 43%
3)Yemmiganur LSGSO = 47%
4)Kurnool HO = 91%
5)Tirupati HO = 90%
6)Renigunta LSG SO = 60%
7)S.V. University LSG SO = 90%


[ Letter released on 31.7.2009]

DPS DO LETTER DATED 27.7.2009 ON SPEED NET PERFORMANCE OF ARROW OFFICES

D.O.No.PMGK/M&C/SPEEDNET/PA/D.STT/09-10 Dated 24.07.09

Dear Shri

On reviewing Speed Net performance on 22.7.09, it is noticed that the following offices have shown 100% performance in booking and delivery:

1) Anantapur HO

2) Gooty LSG SO

3) Kuppam LSG SO

4) Cuddapah HO

5) Penukonda LSG SO

6) Proddatur HO

7) Chandragiri HO

All other offices should be benefited by their experiences and emulate them.

2. Some offices as shown below achieved more than 100% performance which is not believable. They should analyse the reasons and rectify problems if any:

Booking :

a. Kurnool HO – 237% out of 51 articles booked

b. Chittoor HO – 106 % out of 405 articles booked

Delivery:

a. Yemmiganur LSG S.O – 120% out of 65 articles deliverd

3. The following offices have shown Zero percent performance

Booking:

a. Kodur LSG S.O

b. Nandyal HO

c. Tirumala LSG S.O

Delivery:

a. Nandyal HO

b. Kodur LSG S.O

c. Renigunta LSG SO

d. Tirumala LSG SO

These offices will be kept under watch list and performance has to be improved. Please take all necessary steps.

With best wishes,

Yours Sincerely

SD/-

(V.RAMULU)

To

Shri……………………

Sr./Supdt. of Post Offices,

………………….Division

[Letter Released on 24.7.2009]

DPS DO Letter dated 20.7.2009 regarding wrong feeding in WEB and Postman Module

D.O.No.PMGK/PA/DET/VII/09-10 Dated 20th July, 2009





This is regarding wrong feeding in WEB and Postman module before day end at Gooty on 11-07-2009.

2. You were earlier directed monitor the performance of Arrow Offices under your jurisdiction on a daily basis. Even then, till this office pointed out, discrepancy was not noticed by you. You are once again directed to monitor the performance of Arrow Offices personally.

3. It was directed to post a suitable official if a regular official dealing with this work goes on leave. Your office should be doubly cautious regarding data entry into web, when the regular official is on leave etc. Due to the above lapses the score of the office came down even though the performance is 100 resulting in low performance of the region.

Please ensure that such recurrences should not happen in future.






Yours sincerely,

Sd/-

(V.RAMULU)

To
Shri B.Md.Ismail,
Superintendent of Post Offices,
Anantapur Division,
ANANTAPUR – 515 001.

[Original Released on 20th July-2009]

DPS DO LETTER DATED 15.7.2009 ON DATA FEEDING IN WEB AND POSTMAN MODULE

V. RAMULU., O/o Postmaster General,
Director of Post offices Kurnool Region, Kurnool – 2.


No. PMGK/ PA/DET/VII/09-10 Dated: 15.07.09

Dear

This is regarding wrong feeding in WEB and Postman module before day end in Project Arrow Post Offices.

This Office had issued guidelines regarding feeding of WEB based reports. Instructions were issued in Telugu also. Still some SPMs are committing mistakes. This is affecting the score of the Office inturn score of the Region / Circle. While feeding the Speednet data in Postman Module if any wrong data is fed it would be uploaded through DET and cannot be modified. Hence you are requested to direct Postmasters / Sub Postmasters of Arrow Offices to be very cautious while feeding the Speed Net information in Postman module before Day end.

You were directed to train more than one Official at Project Arrow Office so that there would not be any problem if a regular PA working in that branch goes on leave. But if a particular Official goes on leave mistakes are being committed. Please ensure that such recurrences should not happen in future.

This Office is in contact with all the Postmasters / Sub Postmasters of Arrow Offices regularly. If they have any doubt they may call and get them clarified before feeding the WEB reports. You may direct to take utmost care while feeding WEB reports.


With best wishes,

Yours sincerely,

SD/-
(V. RAMULU)
To
Sri. [ ALL DIVISIONAL HEADS]
Sr / Supdt of Post Offices,
Division.

[Original Released on 16.07.2009]

PMG DO LETTER DATED 1.6.2009 ON BEST POSTMAN AWARDS

D.O. No. PMGK/PA/Misc. Dated 1st June, 2009
Dear Shri

Delivery in majority of the Project Arrow offices has touched 100, both in WEB and DET. Cuddapah HO and Tirupati HO are hovering around 95. SP, Cuddapah and SP, Tirupati were requested to touch 100 like others. In fact, major HOs like Vijayawada HO, Vizag HO are consistently maintaining 100 on WEB/DET all throughout. We need to learn the best practices of Vijayawada HO/Vizag HO. Divisional Superintendents may like to interact with the Divisional Superintendents of Vijayawada and Vizag. Best management practice is to learn good practices, wherever they are followed and discard inefficient processes .All Divisional Superintendents are requested to adopt this approach to make themselves the shining stars in the beautiful sky. To improve delivery it was advised to

a) Undertake second delivery with one or two Postmen/GDSMD. OTA if required let it be paid.
b) Using SMS for undelivered articles.
c) Handing over blank authorized letters to regular customers in advance.
d) Inquiring about wrong address to be discarded.
e) Beat change of letters need not be resorted to.
f) If address is incorrect, letter has to be returned to the sender.
g) Postman should carry at least 20 intimation slips with them, on any given time.
h) PoMoTo board to be updated regularly in all Project Arrow Offices. Data to be prepared in EXCEL Sheet. Daily data to be transferred to RO on the subsequent day using Google Docs.

ii) The data transfer to RO will be analyzed at RO by ASP [PA]. Postmen who get “A” grade all through out the month will be given the title “VICTOR”. In case more than one Postman gets “A” grade, then the previous month’s performance in backward sequence will be taken to determine the “VICTOR” [విజేత]. Postman who is awarded “VICTOR” title the maximum number of times in a year will be given title “KING OF DELIVERY” [బట్వాడా రాజు]. If a Postman repeats this feat in two consequent years, he will be titled as “EMPORER OF DELIVERY” [బట్వాడా రాజాధి రాజు].

iii) Every month the photo of the VICTOR, full size i.e., 2/6 feet shall be displayed in the delivery hall at a vantage position. The photo will be prepared using flexi sheet with a wooden frame. The photo shall be preserved for use whenever the postman performs during the year. Above the photo it will be written in golden letters on the back ground i.e, wall/plank etc., “Victor of Month [మాస విజేత ], సర్వ శ్రీ …………………………” . The name of the postman shall be displayed using flexi board alphabets of golden colour, which can be fixed as per requirement.

iv) Similarly, when it comes for the year, a certificate would be issued to the King of Delivery, totally written in golden letters besides displaying his photo for the entire year in the delivery hall. A function will also be organized to commemorate the event. Customers will be invited for this function in a large scale. It shall be a mega event in the district. The undersigned shall compulsorily attend all such functions wherever they are held any time of the year, even if required by canceling all other engagements.

v) Divisional superintendents should train the postmen by conducting interactive session, once in two months. Particularly they should encourage Postmen to take to computerization and BD. Minutes of the meeting to be sent to the undersigned for information and disseminating good practices to other divisions. I would be keen to see the photos of postmen in the delivery hall. From June 09 I would like to be on the move to relish the sight of achieving postmen. Incidentally, he can be a regular Postman/GDS / or even a contingent substitute. Merit does not distinguish levels. Performance is the criteria.

vi) When I was at Proddatur, I have advised SP Proddatur to do this. Feedback is yet to be received.

vii) I request that Divisional Superintendents to act homogeneously and with all the commitment it requires. The steps stated are positive hooks guiding us towards achieving 100% delivery.

viii) In Project Arrow, all of you have done well and brought laurels to yourself, your staff and your region. This is an undeniable fact. While cherishing it, let us continue this good work by putting into practice, suggestions scribed in this signorma.

ix) If you have any ideas on this, please do not hesitate to write to us.


Wishing you success,

Yours sincerely,

sd/-

[B.V.SUDHAKUR]
To

Shri [ TO ALL DIVISIONAL HEADS]
Sr. /Superintendent of Post offices,
_______________________Division.



Copy to:
1) DPS, Kurnool.
2) AD [N] / AD [S], RO, Kurnool.
3) ASP [PA], RO, Kurnool. He is requested to ensure implementation by getting data and photos every month.

[B.V.SUDHAKUR]
[Original letter released on 01.6.2009]

PMG DO LETTER DATED 20TH JUNE,2009 ON DB ANALYSER

D O No. PMGK / P.A / Web / DET Dated 20th June, 2009

Dear Shri

At the outset, let me appreciate you and your staff for the good work done in Project Arrow offices. However, a new DET Tool is being introduced. This tool will indicate the operational details in respect of Delivery, SB, SBCO, claims, account transfer, cash balance, revenue, expenditure and so on. In other words, all the operations done in the post office.

2. Recently, using DB Analyzer Tool provided in Sanchaya Post, we found in many Project Arrow offices that the signature scanning is not complete and in some cases data entry is found wanting. The reason could be new accounts data is not being processed.

3. In view of this development, may I request you to immediately operate the Data Base Analyzer Tool and arrive at the operations to be completed i.e., signature scanning, data entry, accounts without address / names, minus balances, objections etc.

4. A copy of the extract of the DB Analyzer sheet may be sent to R.O. also for record.

5. Let me also advise you that you have to also take the data from SBCO in respect of SB branch and see whether the number of accounts indicated by SBCO branch tally with those furnished by SB branch. Once this is done, data accuracy would be 100%.

6. In case of any doubts, you are advised to contact ASP(P.A). At R.O, we are ready to help you.

7. Please act immediately before Directorate points out the deficiencies in your Project Arrow offices using new DET web tool.

Your report within 48 hours please.

With good wishes,

Yours sincerely,
SD/-
[ B V SUDHAKUR ]

TO,

Shri [ ALL DIVISIONAL HEADS]

Sr. / Supdt. of Post Offices,
Division.

Copy to : -

1) DPS, Kurnool for information and follow up.
2) ASP(P.A), O/o P M G, Kurnool for information and follow up.

SD/-
[ B V SUDHAKUR ]

[Original letter released on 20.6.2009]

DPS DO LETTER DATED 15 TH JULY 2009 ON DB ANALYSER

D.O.No.PMGK/PA/ABS/09-10 Dated 15th July, 2009


Dear Shri


Despite repeated instructions D.B. Analyzer Reports are not forthcoming from your Division. The same is an important tool in understanding various aspects of Sanchay Post. Without the support of the same, all your claims regarding implementation of Sanchay Post would be tantamount to false claims only.

2. You are hereby directed to forward the reports as required by R.O. by 20-07-2009. I further expect your reply to this D.O. letter.


With best wishes,


Yours sincerely,

SD/-

(V.RAMULU)

To
Shri ( TO ALL DIVISIONAL HEADS)
Sr./Superintendent of Post Offices,


____________________ Division.

[ORIGINAL RELEASED ON 16.7.2009]