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PROCESS FLOW IN PARCEL HUB
orPARCEL DEPARTMENT
Process in PH / Parcel Department
• Senior PSA Or Supervisor / HSA is the in-charge of the PH / Parcel Department.
• PH functions using the computer application software viz. Parcel Net– Parcel Net communication software is used to
communicate data to central server
Role of Supervisor
• Supervisor to login in ParcelNet software – Perform the Day begin – Allocate the job among PSAs.
• He would assign the work – among PSAs for mail agency / bag receipt
desk, bag opening desk, sorting, bag closing desk and bag despatch desk.
– among MTS officials.
Role of Supervisor
• A parcel bag may contain : – Ordinary registered parcels, value payable
parcels, – Insured bags containing single insured parcel or
insured VP Parcel. – Business Parcels– EVP & BPCOD Parcel– Second class Registered packets
Parcel Bag
Preliminary Work
• Receive empty bags, stationery, (parcel lists and abstract if manual preparation exists) for use during working hours from the Supervisor / HSA
Receipt of parcel bags
• Receive the parcel bags from Mails Branch– Receive the parcel mail articles from Mail bags
from Mails Branch if any and report to Supervisor for further action
• Check the condition of the bags/articles like showing signs of damage or tampering, labels not available for bags– Report the discrepancy noted to the
HSA/Supervisor by making an error entry
• Grant a receipt in the Parcel Abstract if manually maintained or in the hand to hand receipt book
Receipt of parcel bags
• Receive parcel mail articles received “out side”
• Check the condition of the articles like showing signs of damage or tampering– Report the discrepancy noted to the
HSA/Supervisor by making an error entry
• Grant a receipt in the Mail List
• Login & Receive the bags in the software
Receipt of parcel bags
Scan the bag barcode here
Opening of parcel bags
• Open the Parcel bags in the presence of the HSA/Supervisor
• Take the contents out in the presence of the HSA/Supervisor
• Examine the Insured bags if any received in the parcel bag
• Check the condition of the Insured bag to see it is in good order, it has no signs of damage or tampering, two seals are intact and the label is intact.
Opening of parcel bags
• Report the discrepancy noted to the HSA/Supervisor by making an error entry
• Examine the parcel mail articles taken out from the Parcel bag and compare with the entries in the Parcel Lists for total, registration number and office of posting.
• If missent is noticed, take action as per Rule 100 of Vol.VII
• Report the discrepancy noted to the HSA/Supervisor by making an error entry
Opening of parcel bags
• Check the conditions of the articles for any signs of tampering or damage– Report the discrepancy noted to the
HSA/Supervisor by making an error entry
• Sign the list • Enter the total number of parcels received with
each Parcel list in the Parcel Abstract if maintained manually
• Stamp the parcel lists and place them on record
• Open the bags received in the software and receive all the articles by scanning
Opening of parcel bags
Scan the article barcode here
Opening of insured bags
• Examine the Insured bag received in the presence of the HSA/Supervisor to see it is in good condition
• Weigh the Insured bag in the presence of the HSA/Supervisor
• Check the weight with those entered in the Insured label– Report the discrepancy to the HSA/Supervisor by means
of error entry
• Enter the weight in the Parcel List• Get the initials of the HSA/Supervisor against the
entry
• Give the bag unopened to the HSA/Supervisor if the weight differs. – He/She will deal it vide Rule 192-194 of Vol V (He/She will
open the bag in the presence of witnesses, weigh the articles, note the discrepancy if any in the DR and close them in a pro-bag or pro-cover if the articles bear any discrepancy and despatch to the destination
• Open the Insured bags found correct in the presence of the HSA/Supervisor
• Take the contents out in the presence of the HSA/Supervisor
• Examine the Insured Parcel mail articles and compare with the entries in the parcel Lists for total, insured registration number, weight and office of posting
Opening of insured bags
– Report the discrepancy to the HSA/Supervisor by means of error entry
• Check the condition of the Insured article for any signs of damage or tampering– Report the discrepancy to the HSA/Supervisor by
means of error entry
• Weigh the Insured parcels received one by one • Check the weight with the weight entered in
the Insured Parcel
Opening of insured bags
• Note the ascertained weight in the parcel lists if found correct– Bring to the notice of the HSA/Supervisor if any
discrepancy is noted– He will deal it vide Rule 192-194 of Vol V as shown
when the weight of the bag differs• Enter the total number of parcels received with each
parcel list in the Parcel Abstract if maintained manually
• Enter in the insured check sheet at once if maintained manually
• Stamp the lists and place them on record
Opening of insured bags
• If INS articles are received, • Transfer them physically to Supervisor• Transfer them through Software– Supervisor will acknowledge in the software– Check with the entries, weigh the article and
note the ascertained weight in the Parcel List.– If there is difference in weight, Supervisor
ensures further action
Transfer of insured articles
Transfer of INS article
Introduction
• MNOP for Parcels introduced w.e.f. 2.12.2013.
1.1.21
Mail Flow
Your office L-1 (Mail Office / PH /
EPH) L-2 Offices within Circle
Other L-1 Offices
Post Offices
1.1.22
Mail Flow
Your office L-2 (Mail Office / PH )
L-1 & L-2 Offices within
Circle
Post Offices
Sorting of parcel mail articles
• Sort the parcel mail articles in the Parcel Sorting Case as prescribed in the sorting list i.e. latest sorting extract issued by Directorate based on the pincode mapping
• Keep the Parcel Sorting Case locked when the sorting work is not going on
Closing of insured bags
• Prepare a parcel list as prescribed in the Sorting List with the available Insured/Parcel Mail articles sorted to a particular office
• Enter the total number of parcels despatched with each parcel list in the Parcel Abstract if manually done
• Show the Insured parcels along with the parcel list and Check sheet to the HSA/Supervisor
• Get the sign of the HSA/Supervisor in both the copies in ink
• The HSA/Supervisor would tick the entries in the Check Sheet if manually done
Closing of insured bags
• Place the Insured Parcel along with the parcel list in a sound and strong bag
• Close the bag with an insured label in the presence of the HSA/Supervisor
• Seal the bag with the Insured Seal available with the HSA/Supervisor
• Weigh the bag in the presence of the HSA/Supervisor
• Note the weight in the label and the Parcel Abstract if maintained manually
Closing of parcel bags
• Physically receive the INS articles from Supervisor and acknowledge the receipt through the software
• Process articles into bags as per the process prescribed in the software
• Prepare a parcel list as prescribed in the Sorting List with the available Parcel Mail articles sorted to a particular office
Closing of parcel bags
Scan the article barcode here
Parcel List
• After completion of scanning of articles & bag is closed in the software, the parcel list is generated
Closing of parcel bags
• Enter the total number of parcels despatched with each Parcel list in the Parcel Abstract if maintained manually
• Check the articles with the entries in the list to avoid missendings
• Attach the acknowledgements, if any, with the parcel list concerned
• Place the Parcels, Insured bags, if any, and the list inside a sound and strong bag
Closing of parcel bags
• Close the bag with a prescribed bag label addressed to the office of destination
• Seal the bag closed with Parcel Seal
Circle wise allocation of Barcode
SL Name of the Circle Express Parcel
Other Parcels
1 A.P. CEA CBA
2 Assam CES CBS
3 APS CEF CBF
4 Bihar CEB CBB
5 Chhattisgarh CEC CBC
6 Delhi CED CBD
7 Gujarat CEG CBG
8 Haryana CEH CBH
9 Himachal Pradesh CEE CBE
10 Jammu & Kashmir CEQ CBQ
11 Jharkhand CEJ CBJ
For Parcel Bags
2.5.31
Circle wise allocation of Barcode
SL Name of the Circle Express Parcel Other Parcels
12 Karnataka CEK CBK
13 Kerala CEL CBL
14 Maharashtra CEM CBM
15 Madhya Pradesh CEI CBI
16 North East CEN CBN
17 Orissa CEO CBO
18 Punjab CEP CBP
19 Rajasthan CER CBR
20 Tamil Nadu CET CBT
21 Uttarakhand CEV CBV
22 Uttar Pradesh CEU CBU
23 West Bengal CEW CBW
For Parcel Bags
2.5.32
Despatch of parcel bags
• Process the bags as per the process prescribed in the software
Parcel Bags Despatch Report
• As soon as the bags are despatched, bag despatch report is generated
Despatch of parcel bags
• Hand over the parcel bags and Insured bags closed to the Mail Assistant/HSA
• Get the receipt for the same in the parcel Abstract or in the Bag Despatch Report or in the hand to hand receipt book
Final duties in Computerised Environment
• Perform the Shift End in the software• Take the print outs of • Parcel Abstract – Consolidated Abstract
– Detailed Abstract – Receipt and Despatch
• Supervisor will print the following reports after performing Day End• INS Check Sheet
• Bag Transfer Report (if any)
• Bag received and closed report (if required)
• Daily Report
• Check the totals at both the sides of the Abstract tallies• Check the work papers• Hand over the work papers, empty bags, unused
stationeries if any to the Supervisor / HAS• Run the Parcelnet communication at regular intervals
Parcel Abstract - Consolidated
Parcel Abstract – Detailed Abstract (Receipt & Despatch)
Daily Report of Supervisor
Daily Report of Bags Received and Closed
Final duties in Manual Environment
• Complete the Parcel Abstract & Check Sheet
• Check the totals at both the sides of the Abstract tallies
• Check the work papers• Hand over the work papers, empty bags,
unused parcel lists if any to the HSA• Prepare the Work papers for the next
set/trip as shown in the MDW at the close of the working hours or during leisure time
• Exercise 3.4.1.1
1.1.42
