Mail Monitoring Unit

Chhatrapati Sambhajinagar Region

Workshop for the Resource

Persons cum Trainers for
Delivery Work

Dated 22.11.2024
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Role & responsibilities
of
PM/APM/SPM

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 Issues noticed during the surprise visits:

a) RTS & Deposit articles are not being checked by the supervisory officials i.e.
Delivery PA, SPM, APM Mails, etc.
b) Calling to 5 customers of undelivered articles is not being done.
c) Passport and RTO articles are also found to have been kept in deposit with
remarks as door locked, addressee absent, incomplete address, for enquiry, etc.
d) A second delivery of the deposit articles was done is some offices and
surprisingly around 70% articles are found delivered in second attempt. The
efforts of the delivery staff found to be not upto the mark.
e) Beat change, enquiry remarks are being given by the postmen at their level
without any intervention of the delivery PA/SPM/APM Mails.
f) Delivery PA, SPM, APM Mails are not found involved in the delivery work.
g) Supervisory authorities are not visiting the delivery branches, the calls made by
the SPMs/PA as reported in MMU reports are not being cross checked by officers.
h) Resultantly, some offices revealed with large dumping of accountable and
ordinary articles including Adhar cards, Driving Lincences, EPICs, etc.
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 Role of Postmaster/SPM/APM
● The Postmaster/SPM/APM should be present in the morning when
the mail bags arrive.
● Ensure attendance of all delivery staff on scheduled time and
usage of biometric attendance system by all.
● Ensure that all MTS & Postman staff is wearing their uniform and
it is in decent condition.
● The mail bags should be checked from outer condition and tallied
with the mail list. Any error noticed should be reported to error
book in system and also reported to concerned authorities by
email.
● Ensure opening of the mail bags immediately on
4 receipt and
 Role of Postmaster/SPM/APM
● Sorting of all articles including ordinary mails to be done by all
staff comprising the APM, Delivery PA, Sorting/head postmen,
MTS & delivery staff.
● Unpaid/insufficiently paid articles to be identified, stamped with
“postage due” stamp and entered in separate register before
invoicing to postman for delivery. The unpaid articles to be
entered in SAP and returns to be also taken in SAP besides
making entry in unpaid register.
● Missent articles to be segregated and be kept ready for next
dispatch after having been remarked properly with correct
destination office along with pincode
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 Role of Postmaster/SPM/APM
● Use Zartdata or CRM login to find out the mobile numbers of customers
so that they can be used for effective delivery by the delivery staff.
● While obtaining returns, check the remarks of the postman on articles
and delivery slips and ensure that the postman's signature, the
signature of the delivery PA and the DATE stamp are put on the
delivery list.
● The postmaster should call the mobile number on all the returned
(RTS) articles and check whether the remark made by the postman is
correct. In case of any discrepancy/doubt, the articles should be sent
for redelivery and concerned postman to be dealt with suitable action
to avoid such errors in future.
● Various reports available under DPMS Transaction and
6 reports and MIS
 DPMS Transaction and Report
The Postmaster
should use
various reports
for effective
monitoring of
delivery work

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 EOD and Cash Dashboard
The Postmaster
should check
whether EOD for
all the beats of
his office have
been done or
not from the
menu “EOD AND
CASH
DASHBOARD”
under “DPMS
TRANSACTION 8
EOD and Cash Dashboard

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 EOD : Supervisor Confirmation
The Postmaster
should use this
option to do the
EOD of a postman
beat which has
not been done on
previous day

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Undelivered article report as per
The Postmaster
“zartdata”
should use the T
code ZARTDATA
every morning to
ensure that the
undelivered
articles of his
office are not
more than eight
days old..

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Undelivered article report as per
“zartdata”

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Checking of unattempted articles

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Postman Performance Report

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Postman Performance Report

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Article Abstract Report

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Articles Due for Returns

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Articles On Hold

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 Role of Postmaster/SPM/APM
● PMA app should be used 100% by all postmen; report should be
checked by going to the mail operations section of the website
https://mis.cept.gov.in.
● The Postmaster should check the PMA BEAT DELIVERY REPORT to
see that:
i) The postman should use PMA at the doorstep of the addressee
ii) Names of the recipients should be correctly entered
iii) The location co-ordinates should be properly reflected
iv) There should not be unnecessary long gap between the
delivery of articles
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PMA Utilisation Report

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PMA Beat Delivery Report

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PMA Beat Delivery Report

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PMA Beat Delivery Report

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 MMU Reporting
● Ensure to prepare the report personally and with
correct details
● Obtain correct reports from BOs and verify them from
the system
● Take corrective action on the adversely reflecting
aspects viz delivery percentage, PMA usage, etc.
● Identify delays or irregularities in mail dispatch and
take corrective action.
● Communicate with other offices to address mail flow
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MMU Reporting

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MMU Reporting

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 Other important Tasks for
SPM/PM/APMs
● Ensure fair distribution of beats among delivery staff, if any
beat is having huge workload, extra manpower should be
deployed with the help of concerned SDH/DH.
● Conduct surprise check to see postman bags, drawers,
lockers, etc to identify any dumping of articles, eg.
instances noticed at Andora SO, Chalisgaon HO, CSN HO,
Etc.
● Test check the quality of delivery work by obtaining
feedback from customers, it is suggested to arrange a
“Delivery Post Forum” comprising of senior27 citizens,
 Other important Tasks for
SPM/PM/APMs
● Maintain the important registers/records properly viz:
1. Due Mail and Sorting List (DMSL)
2. Register for addressee’s instructions
3. Letter box statement
4. Unpaid Register
5. Error book
6. Order Book
7. Beat map
8. Route List
9. Post box/post bag registers
10.Franking machine registers
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Role of APM Mails/SPM/Delivery PA
● Proforma for register to be maintained
for calling:
Sl Article Name &
no number address of
Mobile Date of Postman Remark
no of delivery
Remarks
(Finding/Result
the the attempt of calling/
addressee addres second Delivery)
see

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Role & responsibilities
of
Delivery PA

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 Duties of Delivery PA
● Ensure running all three files of the system so that all the bags
data coming from RMS are fetched:
● A. Start server.
● B. Daily sync
● C. High sync.
● All articles should be issued to the beat. It will help in improving
the D+0 performance of your office.
● RTS remarks to be cross checked over mobile number, if
available.

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 Duties of Delivery PA
● All the RTS articles that are returned must have the postman's
standard remarks and the postman's signature and date on the
delivery slip.
● If RTS or DOOR LOCK/ABSENT articles is high, then the articles of
that beat should be given to the head postman for re-delivery or
to check whether the remark given is correct or not.
● Keep a record of the returned (RTS) articles in the register/excel
sheet.
● Keep the photographs of the RTS articles saved on the desktop in
datewise folders
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Duties of
Postmen
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 Attendance, Uniform, and Professional
Appearance
● All delivery staff should attend the office on due time
without fail and use the biometric attendance devices
available in the offices to mark their attendance.
● Postmen must wear uniforms and badges/icards during
duty and ensure they are neat and clean.
● Failure to wear the uniform or wearing a dirty uniform is
considered an offence and can lead to punishment (Rule
85).
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 Delivery Duties
● Deliver all articles assigned to them during the beat; Pickup the articles as
per online/bulk customer requests from his beat.
● If the addressee is unavailable, attempt to obtain a new address from
neighbors and redirect if within the beat. If undeliverable, return the article
to the postmaster with remarks (Rule 90).
● If the address is incomplete/not traceable the addressee may be contacted
through the mobile number provided on article/obtained through system for
contacting the addresses.
● Ensure addressees sign receipts and acknowledgments for registered and
insured articles (Rule 94).
● Utmost care should be taken in delivering the addressee specific articles e.g.
Passport, Driving licence, etc.
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 Handling Articles
● Avoid transferring undelivered articles to another
postman without proper permission of supervisors(Rule
90).
● Prevent delays or wrongful returns of articles; such
actions are subject to penalties (Rule 109).
● Habitual loitering, neglecting duties, or employing
unauthorized persons for delivery is punishable under
the Post Office Act (Rule 110).
● Deliver unpaid articles to the addressee & Ensure proper
collection or return of unpaid articles. 36
 Technology Usage
● Use PMA (Postman Mobile App) integrated with CSI for tracking and
delivery of articles.
● Names of the person to whom the article is delivered should be
properly filled in the PMA app and it should be used at the doorstep
of the addresses while attempting the delivery.
● Provide mobile banking services, Aadhaar updates, and doorstep
banking where applicable (Rule 87).
● Stay updated with knowledge regarding postal products and
services and be able to assist customers in guiding best suited
services for them and help them accessing our digital platforms viz.
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postinfo app, postbanking app, indiapost website, etc.
 Additional Responsibilities (Rule
112)
● Assist in beat sorting and table sorting of mail articles.
● Deliver promotional materials under various postal schemes
● Collect surplus cash from sub-post offices and remit it to the
main post office as directed.
● Act as an agent for promoting PLI/RPLI and other business
development products.
● Escort treasurers for cash remittances and assist in sorting
currency notes.
● Participate in IPPB transactions, Aadhaar updates, and other
third-party banking activities. 38
 Postman Grievance Redressal
● If any postman is facing genuine issues viz.
unmanageable workload, technical issues, etc it
should be brought to the notice of concerned
SPM/SDH/DH through proper channel
● If the grievance is not resolved, the postman staff
may use the official whatsapp number of PMG CSN
Region to report their grievances.
● Any suggestions or ideas for betterment of
department and our services may also
39 be shared.
*1. Refused
STANDARD DELIVERY REMARKS
-Addressee refused to accept the article.
Addressee is present but does not take delivery of the article
on one pretext or other - Returned to sender/RLO Immediately

*2. Not Known -Address is located but no such addressee lives

there or not known to the locality - Kept in deposit for 7 days
and if nobody claims, returned to sender/RLO

*3. Left India - Addressee is known not to be in India and has

left no instruction at the Post Office as to the redirection of
his correspondence - Returned to sender/RLO immediately

*4. Left - In all other cases where the addressee has gone
away without leaving an instruction disposal of
correspondence and reliable information is available about his
new address - Kept in deposit for 7 days and if nobody claims,
Returned to sender/RLO
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 STANDARD DELIVERY REMARKS
*5. Insufficient Address* - Address given on the articles is not
complete - like Name of street, house number, locality etc are
not given - Returned to sender/RLO immediately

*6. Intimation -* In case of absence of the addressee and door

locked - kept in deposit for 7 days, however these articles
should be checked by the SPMs on a daily basis by calling the
customers or by physical verification by Stg postman/PRIP.

*7. Deceased -* Addressee has expired- Returned to

sender/RLO immediately. Postmaster can order delivery to near
relative if applied if there is no doubt or cross claim, at his
discretion

*8. Redirection* - Based on the addressee's instruction -

Redirected on the same day

*9. Unclaimed -* Intimation was served-but the article was not

taken delivery by the addressee within the prescribed time - 41
RMS “L” Division , Bhusawal – 425201

Thank You…

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