Thursday, April 30, 2009

minutes of meeting on 28-04-09 reg project arrow

pl find a copy of minutes of meeting held at ro kurnool on 28-04-09 regarding implementation of project arrow. the instructions contained in these minutes are applicable to entire region.


Minutes of Project Arrow Review Meeting dated 28-04-2009
Dated : 30th April, 2009
A meeting on review of Project Arrow offices of Anantapur, Cuddapah, Hindupur, and Kurnool Divisions was held in the Conference Hall of R.O, Kurnool on 28-04-2009. The following were present –
S/Shri
B V Sudhakur, Postmaster General, Kurnool
V Ramulu, DPS, Kurnool
K V Subba Rao, Asst. Director(South).
T N Nagarajan, AO, ICO(SB).
Md. B Ismail, SPOs, Anantapur.
D V Ramanaiah,SPOs, Cuddapah.
K Raghavaiah, SPOs, Hindupur.
B Bhaskar, SPOs, Kurnool.
ASPs / Postmasters of P.A. offices / Sys. Administrators of above 4 divisions.
ASPs / IPs of R.O, Kurnool
The meeting was necessitated as the post offices namely, Gooty, Cuddapah, Kodur and Yemmiganur are repeatedly noticed for low web score in Project Arrow. The reasons were analysed and the following guidelines were issued :
(1) Since Speed Post articles can be delivered within the complex of the address, 100% of the Speed Post articles can be delivered on the day of receipt itself. If any Speed Post article is returned undelivered for any valid reason, the same should be reviewed by the Divisional Head personally.
(2) In case of Registered Letters, all out efforts should be made to deliver RLs on the same day. All the Postmasters will conduct a drive to collect authorization letters from the prospective addressees under their jurisdiction so as to deliver the articles to the authorized person even if the addressee is not available. Similarly, addressee database including phone numbers are to be collected. Whenever an addressee / payee is not available, he should be contacted over phone / SMS.
(3) Our effort should be to contact all the addressees / payees wherever articles / Money Orders are not paid. A register byname “SEVA” may be opened by all Project Arrow offices. The details of the efforts made by the delivery staff / Postmaster to contact the addressees should be recorded in this register. Columns of the register may be designed by the Divisional Head. Sub Divisional Heads and Divisional Heads will invariably peruse this register whenever they visit the office.
(4) As already directed, whenever a RL / Speed Post article is not delivered within 72 hours, particulars of the same are to be furnished to R.O. for further action.
(5) As was done in the case of Pattikonda, addressee database containing information like name, occupation, address, phone numbers etc., of the addressees are to be collected and compiled by all Project Arrow offices. Each of the postmen may collect 10 or 15 such addresses every day so that over a period of time, entire addressee database can be constructed.
(6) Whenever post office functions but State Government offices are closed, invariably many articles will be returned undelivered. To avoid this problem, the option “Next Day Delivery” available in postmen module can be utilized.
(7) Based on articles delivered as per the procedure, Best Postmen of the Month can be selected and his photograph should be displayed in the public hall of the post office. Those who are consistently performing better should be rewarded suitably.
(8) An officer was identified for each of the Project Arrow offices as Mentor. He is expected to guide, motivate and help the staff of the office in improving the performance.
(9) Whenever certain articles are undelivered, Postmaster should make all out efforts to send them again for delivery before end of the day.
(10) Claims also play a critical role in enhancing score of the office. A check list was already communicated to all the Divisions for accepting claims. If all the requirements are fulfilled in the claim application form, no reason why the same should not be settled within 24 hours.
(11) Manual booking of Money Orders should be discouraged completely. If still some customer insists on sending message, he may be advised to use Meghdoot post card for the purpose of message. To ensure customer satisfaction, the office of booking will also coordinate with office of payment if necessary to ensure timely payment of the Money Order.
(12) In certain cases, non-functioning of postmen module properly is found to be major reason for low score. Postmen module should be run properly at any cost.
(13) While feeding data in the web, silly clerical mistakes are often resulting in low score. The staff should be careful and avoid such mistakes.
(14) Some staff are not aware of the instructions regarding how to calculate number of articles received, number of articles sent for delivery, number of articles returned etc. For example, number of articles kept for window delivery should not be taken as articles received. So is the case with articles meant for BOs. By not knowing these provisions, staff are committing errors in data feeding. Postmasters should personally be familiar with all the instructions in this regard and guide the staff suitably.
(15) Position of signature scanning and data entry was reviewed and found that the same could not be done in certain cases where SB – 3 cards are not available. Services of the delivery staff are to be used to get information afresh from the depositor. Signature scanning through web cameras will ensure faster scanning. The same should be implemented. All the Divisional Heads are directed to complete signature scanning of Phase – III offices by 15th May, 2009 and data entry by 30th May, 2009.
(16) It is disappointing to note that performance of Cuddapah, Badvel, Kodur and Yemmiganur was very poor with reference to PostNet. They were not able to get sufficient business even during the Intermediate results season. Superintendents will make suitable arrangements for marketing PostNet.
(17) ECR of all the offices were reviewed and found that ECR of Gooty and Cuddapah was very low i.e., less than one. PMG desired that these offices should procure more PLI and RPLI policies so that ECR will increase.
(18) A software called DB Analyzer was provided to all the divisions. The same should be utilized for data cleansing.
(19) Position of Minus Balances and Objections were reviewed. Anantapur and Kurnool divisions are figuring adversely for pendency of minus balances and objections. Divisional Heads are directed to clear the same within 15 days time.
(20) Certain Sub Divisional Heads are found to be lagging behind in issuing inspection reports for the year 2008. For example, ASP-Guntakal, ASP-Kurnool(West), IP-Kurnool(East), IP-Dhone, IP-Penukonda etc. All of them are directed to complete issuance of IRs by 15th May, 2009.
(21) Kurnool and Hindupur divisions are noted adversely for non-settlement of web complaints in time. The Divisional Heads were guided suitably.
(22) Certain offices are repeatedly noticed for non-printing of eMOs. The number of eMOs not printed for more than 24 hours should always be zero. Otherwise, the Divisional Head will personally intervene and settle the same. Similarly, certain eMOs are not shown as paid even though they are actually paid. This is because the postmen module was not run properly. Cuddapah, Hindupur and Kurnool Divisional Heads were directed to clear all eMOs pending for more than 7 days.
(23) Divisional Heads will make suitable efforts to utilize Speednet fully for booking and delivery purpose.
(24) Divisional Heads should ensure that preliminary sorting by post offices should be ensured as per instructions.
SD/-
[ K V Subba Rao ]
Asst. Director (South),
O/o Postmaster General,
Kurnool – 518002.

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