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SOP On BCP For Mail Offices 22062023

This document outlines a business continuity plan for mail offices in the event of a disruption to the core IPVS system. It details the process mail offices should follow to manually record basic mail operations like bag receipt and dispatch in Excel files using a standard format. These files are then uploaded through the IPVS solution to capture the manual transaction data for further processing.

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digvijay kr
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27 views4 pages

SOP On BCP For Mail Offices 22062023

This document outlines a business continuity plan for mail offices in the event of a disruption to the core IPVS system. It details the process mail offices should follow to manually record basic mail operations like bag receipt and dispatch in Excel files using a standard format. These files are then uploaded through the IPVS solution to capture the manual transaction data for further processing.

Uploaded by

digvijay kr
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Standard Operating Procedure – Business continuity Plan for Mail Office

Business Continuity Plan (BCP) for Mail Offices

1. Introduction:

1.1. IPVS is an Online solution and hence requires 100% availability at Central Server
level, in order to perform Mail Office operations. In case of any scheduled/abrupt
downtime of the Solution, the activities at Mail Offices are being done manually
and these operations are not coming into the system, thus affecting further IT
services including tracking/reports etc. In order to ensure 0% loss of data
owning to such scenarios, a Business Continuity Plan has been created.

1.2. In this process, the Mail Offices have to prepare Excel File for the basic operations
like Bag Receipt, Bag Open, Bag Close and Bag Despatch in the prescribed format
and upload the same through the option provided in IPVS solution

2. Pre-Requisite: Assign Roll “IPVS Operator (YS:MOIPVS_OPERATOR) “to the


required User through RDA.

3. Creation of Excel files with data :

3.1. As and when Centralized BCP has been notified, Mail Offices have to create four
excel files in the prescribed format.

3.2. One excel file is to be created for Bag level events that should contain all Bag
Receipt. The second excel file is to be created for Article level events which should
contain the Bag Open. Third file is to be created for Article level event which
should contain Bag close and last file contain Bag level events of Bag dispatch
transactions.

3.3. It is suggested to upload Excel file in following orders.

o Bag Receive.
o Bag Open.
o Bag Close.
o Bag Dispatch.

3.4. Creation of Bag Data File: This file should contain all Bag Receipt and Bag
Despatch events and the format of the same is as under.

Bag received
Column Name Bag Bag Weight
Bag Barcode from/ Bag Type
status (In Kg)
Dispatched To
Explanation of
Bag Barcode CSI Facility ID SP/PP/RP RD/DI In Kg
columns

IPVS Team, [email protected]


Centre for excellence in Postal Technology Page 1
Standard Operating Procedure – Business continuity Plan for Mail Office

Example
EBK8000000001 HO21300000000 SP RD 1
(Bag Receipt)
Example
EBK8000000002 HO21300000000 SP DI 1
(Bag Despatch)

3.5. Once Bag level data is entered in the above format, the file needs to be saved in
the format : <FacilityID>_<SetNo>_<EventDataTime>.Xlsx. The datetime field is
to be represented with yyyymmddhhmm.
For Example: SP21308000650_GEN1_202109141100.xlsx.

3.6. Format for Article Data File: This file should contain all Bag Open and Bag Close
events and the format of the same is as under:

Column Bag received Bag Bag Article


Bag Barcode Article Number Insured
Name from/ closed To status Type Type

Explanation PP/RP Blank ( )


Bag Barcode CSI Facility ID OP/CL Article Number
of columns / SP /X
Example
(Bag EBK8000000001 HO21300000000 OP SP EK00000001IN SP_INLAND
Receipt)
Example
(Bag EBK8000000002 HO21300000000 CL RP EK00000001IN SP_INLAND X
Despatch)

3.7. Once Article level data is entered in the above format, the file needs to be saved
in the format : <FacilityID>_<SetNo>_<EventDataTime>.Xlsx. The datetime field
is to be represented with yyyymmddhhmm.
For Example: SP21308000650_GEN1_202109141100.xlsx.

4. Valid Bag Types, Bag Status and Article Types

4.1. Bag Types:

a. Parcel Bag : PP
b. Register Bag : RP
c. Speed Post Bag : SP

4.2. Bag Status:

a. Bag Receipt : RD
b. Bag Open : OP
c. Bag Close : CL
d. Bag Dispatch : DI

IPVS Team, [email protected]


Centre for excellence in Postal Technology Page 2
Standard Operating Procedure – Business continuity Plan for Mail Office

4.3. Article Types:

a. Registered Parcel : PARCEL


b. Registered Letter : LETTER
c. Inland Speed Post : SP_INLAND

5. Uploading the Files to IPVS:

5.1. Once IPVS is made up, the Operator can upload the files using the Tcode
‘ZIPVS_BCP’ after login to ECP.

5.2. Select the file type to be uploaded:


 Bag Receive/ dispatch.
 Bag Open/Close.

IPVS Team, [email protected]


Centre for excellence in Postal Technology Page 3
Standard Operating Procedure – Business continuity Plan for Mail Office

5.3. In the same way, the file containing the article level data also can be uploaded.

5.4. Once the files are uploaded, the data will get stored in SAP for further
processing/reports/tracking etc.

5.5. For any queries on this BCP, CEPT IPVS team can be contacted at
[email protected];

xxxxx End xxxxx

Modified On 22.06.2023

IPVS Team, [email protected]


Centre for excellence in Postal Technology Page 4

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