Collection and Compilation of statistics

Frequency of

statistics

Collected Annually

Revision & Justification

of establishment

Work items in mail branch

Receipt & dispatch of bags

Parcel Receipt & dispatch out side

Transit bag Opened & closed

Letter bag Opened & closed

Mail bag Opened & closed

Return Transit bag Opened & closed

Pkt. Bag closed

Sending of bags through way bill

Handling of Account bags

Work items in Sorting branch

Unregistered articles received and dispatched

Preparation of leveled bundles

WORK ITEMS IN REGISTRATION DEPARTMENT

Receipt and dispatch of Regd. Bags,

opening and closing of Regd bags

Receipt and dispatch of Regd. articles

Opening of Regd. Bundles

Closing of Regd. Bundles.(R.B.S)

Insured articles received and insured articles dispatched

Total M.O. bundle made up

M.O. dispatched

HVMO dispatched

WORK ITEMS IN PARCEL DEPARTMENT

Air bag closed

Parcel bags closed

Insured Parcel Bags closed

Insured Parcel dispatched

Registered Parcel dispatched

Outside Parcels dispatched

Parcel Bags dispatched

JUSTIFICATION OF OPERATIVE STAFF IN MAIL OFFICE

For seven hour or more operative work –

one S.A.In single handed office, if additional

work is more than 2 hours and thirty

minutes- one subsidiary sorter

In two handed office if additional work is

more then 4 hrs- one subsidiary sorterIn other offices

additional hand will be sanctioned only

when additional work is 5 hrs or more

Justification of Supervisory Staff

Operating strength seven or more-one supervisor

Operating strength nine or more -as per work hour statement

FORMS USED FOR COLLECTION OF STATISTICS

Statistical Memorandum-

Est-87 (for collection of statistics in Mail Offices & Sections)

Work hour statement for operative staff- Est-82

Work Hour Statement for Supervisory staff(LSG and above)

Staff Hour Statement for operative staff-Est-83

Statistical Analysis

PERIODICITY OF REVIEW

SORTING OFFICE ONCE IN A YEAR(PROGRAMME APPROVED IN PREVIOUS YEAR) JANUARY , MAY, JUNE, DECEMBER TO BE AVOIDED AS FOR AS POISSIBLE. LAST WEEK OF A MONTH TO BE AVOIDED MONDAYS, TUESDAYS, SATURDAYS TO BE AVOIDED

COLLECTION OF STATISTICS

Two consecutive daysAverage = 1+2/2Accountable- One month Average- Divide by actual no. of working days taken

TO BE SUBMITTED WITHIN FIRST WEEK –

TMOs / SECTIONS/SRO ONCE IN A YEAR

ESTABLISHMENT REVIEW IN R.M.S.UNITS FORMULA APPLIED

Sorting Office Maratha Time Test 

TMO & Section Molinder Singh formula

SRO & HRO (checking) Punjab formula

HRO (Accounts) Madan Kishore report

Divisional Office SIU

S.R.O. (PUNJAB FORMULA)PARTICULARS TIME

(Hrs – mts . – seconds)

OPENING OF DAK 00-02-30

DISPOSAL OF SEARCH BILLS AND SIMILAR CORRESPONDENCE

00-10-00

STAFF ARRANGEMENTS 00-15-00 PER 25 OFFICIALS OR PART

PREPARATION OF BILLS 00-01-00 PER 10 ENTRIES

DISBURSEMENT OF CASH 00-05-00 PER OFFICIAL

RECEIPT OF W/Ps 00-02-00 PER SET

CHECKING OF ABSTRACTS 00-02-30 PER ABSTRACT

ATTENDANCE OF OFFICIALS OF SECTION

00-02-30 PER SET 

CASH ABSTRACT 00-10-00

CORRECTION IN DML/SL 00-05-00

DAILY REPORTS 00-05-00

TMO/SECTION(MOLINDER SINGH FORMULA)

PARTICULARS TIME(Hrs – mts . – seconds)

PACKET BAG 1 POINT

L BAG 2 POINTS

ALL OTHER BAGS 4 POINTS

TRANSIT SECTION /TRANSIT MAIL OFFICE/MAIL AGENCY BRANCH OF THE MAIL OFFICE

Mail Guard : 101 to 1,250 pointsHead Mail Guard: 1,251 points and onwards Note:1. No Transit section should be opened

where the work does not exceed 100 points.2. When the work of mail exchange

reaches 101 points at a station and where there is no sorting mail office, a transit mail office can be opened.

( No. 6-93/71-PE-II dated 26.3.1977)

3. The following considerations should also be kept in view while opening a transit mail office:

- No of bags exchanged. - The Timings of receipt of mails. - Total spell of time - No. of exchanges.

 

4. In case of important exchange of mails in large mail offices/TMOs, the Heads of Circles will identify such exchanges and the same should be done by sorting assistants. In case of other less important exchanges, Mail Guard/ Head Mail Guard will be employed.

(No. -93/71-PE-II dated 26.3.1977)

 

ESTABLISHMENT OF MAIL OFFICES(MARATHE TIME TEST)

SORTING ASSISSTANTS Work hours of Sorting Assistants in RMS

offices should be calculated as per the standards laid down in Marathe Time Test. The standards are given in the coming slides.

SI. No. Description of operations Time factor in mins

1 Bags Received 0.252 Bags Despatched

0.253 Parcels received outside

0.204 Parcels despatched outside 0.205 Blank Parcel lists received 0.256 Blank parcels lists despatched

0.207 Transit bag opened including

well or cage TB 0.208 Transit bag closed including

well or cage TB 0.759 Mail bags opened 1.5010 Mail bags closed 2.50

11 L bags opened 1.00

12 L bags closed 1.50

13 Account bags sent outside 0.25

14 Account bag received outside0.25

15 Packet bags closed 1.00

16 Bags despatched with way bills 0.75

REGISTRATION DEPPARTMENT1 Bags received 0.162 Bags despatched 0.163 Bags opened 0.454 Bags Closed 1.255 Articles received 0.206 Articles despatched 0.407 RBs opened 0.158 RBs made up 1.509 Insured articles received 0.8010 Insured articles despatched 0.50 

Money orders received in sorting

1 MO received in sorting 0.132 HVMO received in sorting 0.73

PARCEL DEPARTMENT1 Bags received

0.202 Bags despatched

0.203 Bags opened

2.004 Bags Closed

1.005 Parcels received outside

0.106 Parcels despatched outside

0.107 BPLs Received

0.208 BPLs Despatched

0.20

Registered Parcel1 Parcels received 0.352 Parcels despatched 0.75 Insured Parcel

1 Insured Bags opened 2.002 Insured Bags Closed 3.003 Insured Parcels received

1.404 Insured Parcels despatched

0.80

1 Unregd. articles received in sorting office 0.102 Labelled bundles preparation 0.503 Unregd. articles posted for dispatch 0.124 Unregd. articles posted requiring

transcription:a. Office of destination 0.18b. Full address 0.60

5 Articles posted with certificate of posting 0.206 Regd. articles posted for dispatch 2.007 Stamp sale 18 seconds ` per rupee.(when the

sale is less than RS 10 per each transaction)

8 Public Call Office (Local and Trunk 5.00 per callCall booked)

Sorting Department

SUPERVISORY POST IN MAIL OFFICES

LOWER SELECTION GRADE When there are six Sorting Assistants , the sixth

post is to be upgraded to LSG within the time test.

When one more post is to be justified due to increase in work load in addition to the available strength of 6 Sorting Asssistants, 2 posts of T/S Sorting Assistants to be sanctioned instead of one post of sorting assistant justified on the basis of time factor prescribed in MMT. This would relieve the LSG HSA of operative duties. An LSG HSA will be provided purely for supervisory work outside the time test.

(No. 6-2/72-PE.II dated 13.3.1974)

If the total no. of sorting assistants is 9 or above, the supervisory work hours are to be calculated as under:

The operative work hours (in minutes) of the following departments will have to be calculated and the same will be multiplied by the ratio of supervisory work hours as shown against each:

The total of the product of multiplication (operative work hours x ratio of supervisory work) will indicate the total supervisory work hours for the office.

S. no. Item of work Supervisory ratio

1 Receipt and dispatch 0.07

2 Sorting 0.07

3 Money Order 0.07

4 Unregd. Articles posted for despatch 0.07

5 Registration 0.14

6 Registered Articles posted for despatch 0.14

7 Parcel 0.14

HIGHER SELECTION GRADE II

The post of Head Sorting Assisstant of a mail office will be upgraded to that of a HSG II, if the supervises 2 to 5 LSG Supervisors in his own set.

(No.6-19/74-PE.II dated 24.4.1975)

ESTABLISHMENT OF SUB RECORD OFFICE (PUNJAB FORMULA)

Record/ Sub record Office The Punjab formula circulated in directorate

letter no 6/49/58-PE. Dt 24.11.1958 also known as Unit Formula was modified by the Directorate ( now expressed in terms of minutes and seconds instead of units)

Item of work Time factorMins. Secs.

1. Opening of dak etc. (Ordinary) 2 302. Communication to sets of orders,

MSOs, Sorting Memos, tour orders, DGs circulars, etc (per order) 10 -

3. Making correction in sorting list selections and 5 -Offices attached (per correction)

4. Maintaining explaination of SA’s (per case) 5 -5. Disposal of daily reports (per DR) 5 -6. To maintain stock, stationary, register, forms, etc 7

307. Examination of attendance register and book of 2

30postmarks (per set)

8. To prepare statements: OTA, OSA , EDA , etc. 1 - ( 10 entries to make one unit)

9. Disbursement of pay and allowances (each official) 5 -

10. Maintenance of cash abstract 10 -11. Making arrangement in place of SAs of sections and Offices (per 25 officials attached to the office) 1

- 12. Sale of stamps – Average daily sale excluding All sales of Rs. 5 or more at a time per purchase 2 min per

rupee 13. Miscellaneous other duties per set 15 -14. Examination of work papers prepared per set 5 -15. Check of registered abstract 2 30

16. Check of parcel abstract 2 30

17. Taking over of empty bags brought in sacks and Issuing bags for next trip on an average of 25 bags 6 -

18. Search Bills and similar correspondence 10 min per search bill/letter

19. Issue of advance work papers to sets 2 min. per set

20. Taking over work papers from sets 2 min. per bundle of work

papers taken over

21 *Checking regd. lists received and despatched and their comparison with the regd abstract

0.15 secs

22 *Checking parcel lists received and despatched and their comparison with the Parcel abstract

Same basis as per for item 21 above but 0.30 seconds per insured parcel

23 * Checking of mail list received and despatched And checking of the mail abstract

0.30 seconds per mail list received d or despatched plus 0.30 seconds per entry of unusual bags opened or closed or short or excess receipt or dispatch of bags

* This has since been entrusted to Sctions

THANK YOU