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Mail Monitoring Units

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Department of Posts, India

O/o The Postmaster General, Aurangabad Region, Aurangabad.

Training of Divisional MMU teams on setting up of

Venue: WTC Aurangabad HO

Date: 13.07.2023

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Objectives :

    • To bring back focus on delivery of Mail and Parcels

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    • To identify and resolve issues affecting booking, processing and delivery of mail and parcel on a day-to-day basis.

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    • To flag the issues pertaining to Mail and Parcel operations

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    • To guide the field staff for proper working as per the prescribed SOPs

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    • Improve delivery efficiency across Post offices/NDCs

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Online course on MMU :

    • Avaiilable on both dak karmyogi and igot kamyogi portals
    • Course duration : 1 Hour 46 Minutes
    • Total 9 videos

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Online course on MMU :

    • MMU Introduction
    • Significance of Monitoring
    • Structure of MMUs
    • Overview of MMUs
    • Booking and Transmission Monitoring

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Online course on MMU :

6. Monitoring of Delivery aspects

7. Roles and responsibilities of MMUs

8. Benchmark of KPIs

9. MMUs Way Forward

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General Guidelines :

    • MMUs should not be assigned with any work, not related to monitoring of booking, processing, transmission and delivery of Mail and Parcel.
    • MMUs at all levels, will also function on Saturdays.
    • Separate Accommodation, within the office, if feasible.

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General Guidelines :

    • Adequate infrastructure i.e. Desktop, printer, Scanner, furniture, etc.
    • Broadband connection of minimum 2 MBPS, SAP connectivity.
    • CUG SIM to in-charge/other supportive staff of Mail Monitoring Units.
    • Separate landline telephone connection for the MMUs

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India Post

Work to be Monitored by MMU (1/10)

Sl. No.

Work to be Monitored

Corresponding Report

1.

MMUs will be responsible for monitoring the overall operations and delivery of Mail/ Parcel

All type of reports

2.

Offices which require immediate attention on Network issues , not doing High / Daily Sync for 48 hrs, Number of Offices where both NSP 1 & NSP 2 are down, Number of articles not processed within 48 hours of receipt in DPMS as per the report shared everyday by CEPT and to be shared with Regional / Divisional MMUs by Circle MMU for action to ensure that issues are resolved. Impact of these issues highlighted in next slides.

Report Shared by CEPT Daily

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Link to be used by the MMUs

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https://mis.cept.gov.in/Techops-dashboard.aspx

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India Post

Work to be Monitored by MMU (2/10)

3.

To identify the BNPLs / BPCs/ Booking Offices not closing bags in IPVS Back Office and the list to be shared with Regional / Divisional MMUs for immediate necessary action.

https://bi.indiapost.gov.in/BOE/BI

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Parcel Booking – Origin Service Level Report

4.

Delay in case of pick-up of articles / parcels as reflected on the MIS Dashboard. The list of such cases also to be shared with Regional / Divisional MMUs by Circle for action.

To ensure pick-up without further delay.

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India Post

Work to be Monitored by MMU (3/10)

5.

Delay observed in induction of picked-up articles. List of such cases also to be shared with Regional / Divisional MMUs by Circle MMU for action.

To Ensure induction without further delay.

6.

TMOs / Transhipment Centres not scanning bags. List of such offices also to be shared with Regional/Divisional MMUs by Circle MMU for action.

To ensure scanning of all bags at TMOs/TC.

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NSH/ICH/CRCs/Parcel Hubs/Unreg. L-1 & L-2 offices, etc. not scanning bags/articles. List of such offices also to be shared with Regional / Divisional MMUs for action.

To ensure scanning of all bags at NSH/CRCs/PH, etc.

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Work to be Monitored by MMU (4/10)

8.

Errors pending in the system for resolution – Office wise pending list also to be generated and shared with Regional / Divisional MMU by Circle MMU for action.

ZMOERROR_BOOK

9.

Monitoring of performance of Postal Divisions for 100% use of PMA for delivery of all accountable articles / parcels. Defaulting Regions / Divisions/POs to be monitored regularly.

10.

Monitoring of performance of Postal Divisions/POs for Doorstep delivery through PMA for delivery of all accountable articles / parcels. Random checking of GPO/ Hos/POs delivery. Defaulting offices to be flagged.

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Work to be Monitored by MMU (5/10)

Sl. No.

Work to be Monitored

Corresponding Report

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Monitoring of Postal Divisions/POs delivering less than 90% on the day of receipt of articles (D+0) so as to improve the delivery performance above 90% in D+0 for all categories of articles / parcels.

Daily Report Received from Pos (Through google spread sheet / Manual  

https://mis.cept.gov.in/MMU/MMU_division.aspx

 

https://bi.indiapost.gov.in/BOE/BI

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Sharing the list of pending articles / parcels of Bulk customers with Regional / Divisional MMUs by Circle MMU, to ensure delivery of all the pending articles / parcels and delivery status update in DPMS.

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MMUs at Circle level will share the list of pending articles/parcels booked by top 20 bulk customers in the circle with the delivery circles concerned to ensure prompt delivery and delivery status update in DPMS.

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Work to be Monitored by MMU (6/10)

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Updation of RTN dashboard on daily basis.

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To monitor all BI Reports

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Regional MMU/RMs Divisional MMUs will ensure use of Bullet seals in dispatch of mail/Parcel through RTN vehicle. In-charge, TMO/Transhipment Centre will also be contacted over phone from time to time.

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Telephone Calls

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Divisional MMU will contact each delivery Post Office every day to ascertain the availability of delivery staff in each beat and arrangements made by Sub-Divisional Heads/Postmasters in case of any absentee of delivery staff.

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Telephone Calls

18.

Daily Report to be obtained from each Delivery POs and to be analysed – Daily Mail and Parcel Delivery Report

Whatsapp Group / e-mail / Google Sheet , Telephone Calls in case of default

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Work to be Monitored by MMU (7/10)

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Postal Divisional MMU to contact delivery Post Offices every day about the time of actual receipt of mail at the delivery Post office and in case of frequent delays in receipt of mail at Post offices, to take up the matter with the parent Hub.

Telephone Calls

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MMUs at RMS Divisions will ascertain from Processing Hubs/TMOs/ Transhipment Centres about timely receipt and dispatch of bags.

Telephone Calls

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Postal Divisional MMU to contact (based on the reports received from Post offices) at least 25 addressees over telephone whose articles have been reported to be undelivered and record the result of such inquiry, to be shared with the Divisional Heads.

Circle MMU/Regional MMU also to randomly keep watch on Divisional MMU.

Telephone Calls

22.

To monitor Post offices for invoicing of 100% accountable Mail, received in the Post office, to delivery staff through DPMS. Defaulting Post offices to be monitored closely till the Post office start invoicing 100% mail through DPMS.

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Work to be Monitored by MMU (8/10)

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Monitoring of EOD of all the delivery beats/Post offices – defaulting POs to be monitored till the Post offices start regular EOD for all delivery beats.

https://mis.cept.gov.in/Techops-dashboard.aspx  

  DPMS Transaction & Reports

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Monitoring of invoicing of the articles for Branch Post Offices through DPMS - Delinquent Post offices to be monitored for following the correct procedure.

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Monitoring of Branch Post offices to ascertain whether bags are received and delivery is effected through DARPAN.

26.

Monitoring of execution of Business Continuity Plan (BCP) in the offices. (Article details to be collected from NSH/PH, etc.)

MMU to monitor manually by random tracking of articles

27.

Contacting Processing Hubs/TMOs on daily basis for any deposit of bags/articles in the Hubs/TMOs. In case of any deposit of bags/articles, Division office to be informed for taking further remedial action.

Circle/Region to monitor this activity by analysing NTD/TD transit time of Hubs – if noticed on very higher side

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Work to be Monitored by MMU (9/10)

28.

Monitoring of dispatch of parcel bags through RTNs or air schedules, as the case may be. To ensure that Speed Post parcels/documents are dispatched by air wherever air connectivity is available.

Telephone Calls

29.

Tallying of Mail / Parcel Abstract in each Booking Office/Processing Hubs / Delivery Post offices / NDCs on a daily basis.

IPVS – Abstract to be randomly checked

IPVS / Manual

30.

Daily Validation of the data on T-2 basis with the help of MMU Dashboard

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Manual Activity – to be performed by MMU Daily

31.

Day to Day non-delivery of articles flagged by the Bulk Customers

 

 Follow up with unit concerned

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Work to be Monitored by MMU (10/10)

32.

Day to Day non-pickup of articles flagged by the Bulk Customers

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Follow up with unit concerned

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33.

Articles not Delivered/ Returned/

Redirected within 7 days

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34.

Articles not attempted  on the day of receipt

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 35.

Number of articles not processed for delivery at post offices for more than 48 hours after receipt

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    • Postmaster/APM (Mails) – Random Checking of undelivered articles

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      • Random check on daily basis, genuineness of non-delivery remarks of at least 5 accountable articles

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      • Details of such addressees contacted to be forwarded to the Divisional MMU through Daily Mail and Parcel Delivery Report (Part B)

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    • Divisional MMU will randomly call at least 25 such addressees (undelivered articles) in the Division

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      • Details of undelivered articles to be forwarded by Delivery POs

Random Checking of Undelivered Articles

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‹#›

Daily Mail and Parcel delivery report to be filled up by Delivery POs for Delivery Beats

Part A

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Daily Mail & Parcel Delivery Report (For Delivery Post Office including NDCs)

Name of PM/SPM- Sh. P.K Shukla

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Name of delivery PA : Laalta Prasad

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Date: 06.06.2023

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Name of HO/SO- Aligarh HO

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S.No.

Beat No

Opening balance (deposit previous day)

Articles received (excluding missent)

Total articles for delivery (3+4)

Articles delivered

% Delivery

Articles handled through PMA

% of articles handled through PMA

Whether correct name of addressee / Lat long mentioned while delivery of article through PMA

Articles in deposit

Remark

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2

3

4

5

6

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9

10

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12

 1

 B1

 1

 41

 42

 36

 85.71

 42

 100%

 Yes

 6

 

 2

 B2

 1

 28

 29

 28

96.55 

29 

100% 

Yes 

1 

 

 3

B3

 3

 43

46 

41 

 97.83

46 

100% 

No 

5 

 

To be Continued

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Grand Total

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Brief summary related to Article

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Brief summary related to Bag

i

Opening balance (Previous deposit articles)

 97

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Number of bag sent by the parent Hub

 33

ii

Articles received for delivery today (excluding missent)

 3050

ii

Number of bags received by the delivery post office

 33

iii

Missent articles

 433

iii

Number of bags opened by the post offices

 33

iv

Total articles received (ii + iii)

 3483

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Time at which bag received at Post office

 0900 hrs

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Delivered articles

 

 

 

 2660

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Scheduled time of arrival of bags at Post Office

 0900 hrs

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RTS articles

 

 

 

 403

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Articles in deposit

 

 

 

 79

Tech Related Information

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% of Delivery

 

 

 

 97.33

(i)

Whether EOD done in DPMS? (Yes/No) Yes

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% delivery through PMA

 

 

 

 100%

(ii)

Number of articles error Entry done through system at the Delivery Post Office NO

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Old Deposit Articles (If any)

 No

(iii)

Number of Bag error Entry done through system at the Delivery Post Office NO

Part B

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Details of Addressee contacted over Phone by Postmaster/APM (Mails)

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Sl.No.

Article Number

Name of Addressee

Mobile Number

Remark noted on the Article by Postman

Result of enquiry

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 1

EK365947202IN 

Sachin Kumar 

8800403982 

Door Lock 

Found Correct

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‹#›

Daily Mail and Parcel delivery report to be filled up by Delivery Pos for BOs

Daily Mail & Parcel Delivery Report (For Branch Post Offices)

Name of PM/SPM- Sh A K Mishra

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Name of delivery PA : Manish Kumar

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Date: 06.06.2023

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Name of HO/SO- Aligarh HO

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S.No.

BO Name

Opening balance (deposit previous day)

Articles received (excluding mis sent)

Total articles for delivery (3+4)

Articles delivered

% Delivery

Articles handled through PMA

% of articles handled through PMA

Whether correct name of addressee / Lat long mentioned while delivery of article through PMA

RTS /Door Lock/Other non-delivery remark etc.

Remark

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 1

 B1

 1

 41

 42

 36

 85.71

 42

 100%

 Yes

 6

 2

 B2

 1

 28

 29

 28

96.55 

29 

100% 

Yes 

1 

 3

B3

 3

 43

46 

41 

 97.83

46 

100% 

No 

5 

To Be Continued

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Grand Total

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Brief summary related to Article

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Tech Related Information

i

Opening balance (Previous deposit articles)

25 

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No of Branch Post Offices for which BO Slips have not been generated

 Nil

ii

Articles received for delivery today (excluding missent)

 200

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iii

Missent articles

 20

iv

Total articles received (ii + iii)

 220

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Delivered articles

 100

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RTS articles

 20

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Articles in deposit

 80

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% of Delivery

 60%

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% delivery through PMA

 60%

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Old Deposit Articles (If any)

 Nil

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I confirm that the information filled in the report is true and correct. PM/SPM

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Thank You