Computerisation of POs – Internal but important

Department of Posts

Technology Division

(51-5/2009- Tech)

(For internal Circulation only)

Date - 18.3.2011

To,

All Chief Postmasters General

Subject – Computerisation of Double and Single-handed post offices in current financial year – Usage of SQL Express and Windows – 7 for running Meghdoot software

During current Five Year Plan, Technology Division has supplied hardware to 1720 double-handed post offices. In the current year a supply order has also been placed on DGS&D for computerization of single handed offices. The supply of this hardware in current financial year has been done keeping in view the overall plan to computerize and network all the departmental post offices. In this context, an assessment was made not to supply SQL Server and Windows server for these double handed and single handed offices. This was done for building synergy with upcoming Technology Project 2012 which proposes computerization and networking of all post offices and which does not have requirement of a server in post offices.

The hardware supplied to these double handed post offices now is pre-loaded with Windows 7 Operating Software. For database management, it has been decided that SQL Express; free software will be utilized. In such post offices, one of the nodes will be utilized as Server. In case of single-handed post offices, the sole available node will be utilized.

In the light of the foregoing, the computers so supplied to such double and single handed post offices would be utilized for providing computerized services to public through Meghdoot software and for making officials well-versed with use of computers. On commissioning of integrated central-server based software, this exposure to computers would be useful. Accordingly, CEPT was asked to test the functioning of Meghdoot software on windows 7 and SQL express.

This new version of Meghdoot software will be ready with CEPT Mysore to be deployed in double and single handed post offices where hardware has been supplied with windows 7 and where SQL Express freeware will be used for database management. In these post offices, Meghdoot would be utilized for counter, delivery, treasury and other tested modules of application.

The Competent authority has desired that all these post offices may also be linked through date extraction tool, separate instruction will be issued by the Project Arrow monitoring group in this regard, which may be awaited

Sd/-

A. S. Chauhan

Director (Tech)

18.3.2011

Memories of P4 CWC held at Rourkela on 27.03.2011 and interaction arranged by P3 at Rourkela

Coffee table book traces Indian postal system's story

In the early 17th century, long before the times of email and mobile phones, pigeons, barefoot runners and bullock carts were used to carry messages between one part of India to another.

The postman cycle of the early 1800s, with its large front tyre, post boxes in all sizes and shapes collected from all over the country as well as the antique stamp printing presses can now be seen in photographs in a new book.

The coffee table book "Pigeons to Post" by Steve Borgia, released at the ongoing world philatelic exhibition 'Indipex 2011' in the national capital traces the story of the origin and the evolution India's postal history over a period of nearly two thousand years.

Borgia travelled across India and the world to gather every bit of collectibles that would piece together the history of the country's postal history. Photographs of old postoffices, dilapidated post boxes dating back several hundred years, stamp printing presses that are now antiquated, he has it all.

"Initially I wanted to display all the items I collected in a museum but the postal department stressed on the need for a book. The research and sourcing for the book has been going on for the past 15 years," Borgia told PTI during the inauguration of Indipex.

Since there was very less material available on the mail-runners, Borgia had to take help from British archives, retired post masters and the books written by post generals before 1947.

"The mail-runner in earlier times not only carried people's messages but they also carried their emotions and hopes. The used to write and read out letters for people. They had a simple lifestyles compared to their British bosses and were the real backbone of the postal system," says Borgia.

Clippings from the repositories of the London Mail, illustrations from the Global Post and etchings from the French and English artists as well as data and pictures sourced from the British and Delhi postal archives and museum of the colonial days helped piece the book together.

One of the highlights of the book according to the author is the section on line drawings on the mail runners fighting natural calamities like wild animals and flooded rivers for delivering the mails in time.

Borgia feels the postal department is facing competition from new technology in the times of Internet and it is trying hard to stay in the hunt.

"Postal department is doing a lot of things other than just delivering letters. Infact, they have to do more than what they can to stay relevant today. It is a big challenge for them," he says.

The 51-year-old author,who also runs a chain of hotels in South India, has created small museums inside his hotels to display his various collections.

- Courtesy: UNI Postal News, 44/2011

Citizen’s Charter of Department of Posts (DOP)

The letter received from the department about the citizen’s charter and inviting views & Comments is furnished hereunder for information of all.

Views and opinions are Welcome

No. 3-10/2005-PG (Vo-II)

Government of India

Ministry of Communications & IT

Department of Posts

(PG & QA Division)

Dated – 15^th March, 2011

To,

Shri. K. V. Sreedharan

General Secretary

All India Postal Employees Union,

Dada Ghosh Bhawan,

2151/1 Near Patel Nagar, New Delhi – 110008

Subject: - Comments/Suggestions on the Draft Citizen’s Charter of Department of Posts

Dear Sir,

The review of the existing Sevottam Compliant Citizen’s Charter of the Department of Posts has been made. The draft Sevottam Compliant Citizen’s Charter had been modified again in compliance to the observations of the Secretary (Posts). A copy of Results Framework Management System (RFMS version) and a skeleton version of Draft Citizen’s Charter is enclosed. It is necessary that views of the stakeholders including customers and staff organizations as well as the members of the Working Group on Citizen’s Charter (WGCC) on the modified Charter are now taken afresh so as to identify and incorporate the necessary changes.

2. The draft Citizen’s/Client’s Charter has been developed as a concise and updated document which could be amenable to display in the Post Offices. The changes has been made to make it more informative and displayable yet remaining user friendly. All the Chapters including that on the GRM have been updated.

It is desired by the Secretary (P) that views/comments may be obtained within three weeks, i.e., up to 06.04.2011. I shall greatly appreciate if you could share your views/comments on the attached draft Citizen’s Charter versions within the stipulated time. In case nothing is heard from you by the stipulated time, it will be presumed that you have agreed in principle on the contents of the draft Citizen’s Charter.

Thanking you

(S K Tripathi)

Director (PG)

Encl: as above

Citizen’s Charter of Department of Posts (DOP)

Ministry of Communications & IT (GOVERNMENT OF INDIA)

A DECLARATION OF OUR COMMITMENT TO EXCELLENCE

IN SERVICE TO CUSTOMERS OF DOP

OUR VISION

India Post’s products and services will be the customer’s first choice.

OUR MISSION

· India Post touches the lives of every citizen of the country. It is the largest postal network in the world.

· Its physical and electronic network is dedicated to providing mail, parcel, money transfer, banking, insurance and retail services with speed and reliability.

· The primary stakeholders of India Post are its customers, employees and the Government of India.

· India Post will provide services to the customers on value-for-money basis.

· India Post will ensure that the employees are proud to be its main strength and serve its customers with a human touch.

· India Post will continue to enable last mile connectivity as a Government of India platform.

OUR CUSTOMERS/CLIENTS

· All citizens of India and users of Postal service all over the world;

· Institutions like Banks, insurance companies, telecom service providers, Educational Institutions, Medical and Health institutions, religious institution and others who have significant mail related requirements;

· Private businesses that require document and parcel related mail services to facilitate their traditional business as well as e-commerce;

· Government organizations at the Centre and States including ministries, departments, commissions, independent bodies, public sector units and other public authorities;

· Non-governmental organizations;

· Other clients

OUR SERVICES

The Department of Post provides various services through its extensive network depending on customer/client’s requirements in the area of Communication Services (letters, Postcards Parcel etc.), Financial Services (Savings Bank, Money Order, International Money Transfer Service, Postal Life Insurance) and Value added Premium Services (like Speed Post, Business Post, Retail Post, and Finance Mart).

OUR COMMITMENT TO THE CUSTOMERS

· We will treat our customers with courtesy and a helpful attitude

· We will provide services as per quality specifications drawn out taking customer expectations and infrastructure availability into account.

· We will make basic postal and financial services available and accessible to all citizens of the country.

· We will take good care of customers and respond to their enquiries and complaints promptly.

REQUIREMENTS OF SERVICE STANDARDS:

Services /Transaction	Success Indicators	Service Stan-dards	Unit
Delivery of unregistered Articles like Inland Letter Card (ILC).Post Card (PC) / Envelopes / Invitation Cards/ Periodicals/ Magazines	Delivery of ordinary mails between Metro/within city/town/district (Average time of delivery from the date of posting)	2	Days
	Delivery of ordinary mails to Inter State capital/within state (Average time for delivery from the date of posting)	3	Days
	Delivery of ordinary mails to inter state other than those between capitals (Average time for delivery from the date of posting)	4	Days
Booking and Delivery of Registered/Insured Articles	Booking Registered Letter (average Time taken in a computerized Post office).	2	Minutes
	Booking of Registered Parcel (average Time taken in a computerized Post Office).	5	Minutes
	Booking of insured Letter/parcel (Average Time taken in a computerized Post Office).	8	Minutes
	Delivery of registered and insured mails between Metro/within city/town/district (Average time for delivery from the date of posting).	4	Days
	Delivery of registered and insured mails to Inter State capital/within state (Average time for delivery from the date of posting).	5	Days
	Delivery of registered and insured mails to inter state other than those between capitals (Average time for delivery from the date of posting)	6	Days
Booking and Delivery of VP Articles / Insured VP Articles	Booking of value payable letter (average Time taken in a computerized Post office).	5	Minutes
	Booking of Value payable parcel (average Time taken in a computerized Post Office).	5	Minutes
	Booking of VP Insured Letter	8	Minutes
	Booking of VP Insured Parcel	8	Minutes
	Delivery of VP and Insured VP mails between Metro/within city/town/district (Average time for delivery from the date of posting).	4	Days
	Delivery of VP and Insured VP articles to Inter State capital/within state (Average time for delivery from the date of posting).	5	Days
	Delivery of VP and Insured VP mails to inter state other than those between capitals (Average time for delivery from the date of posting)	6	Days
Booking and Delivery of Speed Post Articles	Booking of Speed Post article (average Time taken in a computerized Post Office).	2	Minutes
	Delivery of Speed Post articles between Metro/within city/town/district (Average time for delivery from the date of posting). Delivery of Speed Post shall be specific to the location and time of booking.	2	Days
	Delivery of Speed Post articles to inter state capital/within state (Average time for delivery from the date of posting). Delivery of Speed Post shall be specific to the location and time of booking.	3	Days
	Delivery of Speed Post articles to inter state other than those between capitals (Average time for delivery from the date of posting). Delivery of Speed Post shall be specific to the location and time of booking.	4	Days
Booking and payment of Ordinary Money Orders	Booking of Money Order (Average Time taken in a computerized Post Office).	2	Minutes
	Payment of ordinary Money Order between Metro/within city/town/district (Average time for payment from the date of posting).	4	Days
	Payment of ordinary Money order to Inter State capital/within state (Average time for payment from the date of posting).	5	Days
	Payment of ordinary Money Order to Inter state other than those between capitals (Average time for payment from the date of posting)	6	Days
Booking and payment of -Electronic Money Orders (eMOs)	Average time taken for booking of Electronic Money Order (eMOs)	2	Minutes
	Average time taken for payment of Electronic Money Orders (eMOs) in the eMO Office of receipt.)	2	Days
	Average time taken for payment of Electronic Money Orders (eMOs) at non eMO office of payment.	3	Days
Booking & payment of Instant Money Orders (iMOs)	Booking of instant money order (average Time taken in a computerized Post Office).	15	Minutes
	Payment of Instant Money Orders (average Time taken in a computerized Post office).	20	Minutes
Opening of Post office Savings Bank Account (SB,RD MIS, SCSS and TD etc.)	The average time taken is for a computerized Post Office	10	Minutes
	The average time taken is for non-computerized Head Post Offices & Sub Post Offices.	1	Day
Deposit in small savings account (SB and RD)	The average time taken is for a computerized Post Office	5	Minutes
Withdrawal from small savings account (SB, RD, MIS, SCSS and TD etc.)	The average time taken is for a computerized Post Office	5	Minutes
Updation of Savings Bank passbook (SB, RD, MIS, SCSS and TD etc.)	Average Time taken for the computerized Post Office where account stands.	5	Minutes
Closure/Premature Closure of Post Office Saving Bank Account	At the Head Post Office (Average time for a computerized office).	6	Minutes
	Average time taken at the Sub Post Office authorized to close Recurring Deposit (RD), Monthly Income Scheme (MIS), Senior Citizen’s Savings Schemes (SCSS) and Term deposit. Mukhya Dak Ghar (MDG) can also authorize closure of Post Office Savings Bank in addition to these four categories.	10	Minutes
Transfer of Post Office Savings Bank Account	Average time taken if transfer application is give at the Head Post Office (HPO) for transfer of account to another HO or Sub Post Office of the same HO.	1	Day
	Average time taken if transfer application is given at the Sub Post Office for transfer of account to another Sub Post Office of the same HO.	7	Days
	Average time taken if transfer application is given at the transferee Post office	20	Days
Settlement of Deceased Claim Case w.r.t Post Office Savings Bank	Average time taken for settlement of deceased claim cases	7	Days
Issue of Post Office Savings Bank Duplicate Passbook	The average time taken is for the Post Office where account stands	10	Minutes
Return of Post Office Savings Bank passbook (Received for interest posting)	Average time taken for return of Post Office Savings Bank Pass Book after interest posting.	7	Days
Issue of Savings Certificates	Average time taken to issue the certificate on submission of the application directly by the applicant.	15	Minutes
	Average time taken to issue the certificate on submission of the application through the small savings agent	1	Day
Discharge of Savings Certificates	Average time taken when applied at Post Office of Registration.	7	Minutes
	Average time taken for discharge of savings certificate at other office than the office issue.	15	Days
Transfer of Savings Certificates	Average time taken when applied at Post Office of Registration.	7	Days
	Average time taken if application for transfer submitted at the transferee Post Office	20	Days
Issue of Duplicate savings Certificates	Average time taken to issue Duplicate savings Certificate if applied at the office of issue	7	Days
	Average time taken to issue Duplicate Savings Certificate at other office	30	Days
Issue of Acceptance Letter and Policy Bond of PLI/RPLI	Average time taken to issue acceptance letter of PLI/RPLI policy	15	Days
	Average time taken to issue PLI/RPLI policy Bond	15	Days
Acceptance of PLI/RPLI premium	Average Time taken for acceptance of PLI/RPLI premium in a computerized Post Office	2	Minutes
Inter-circle transfer of PLI/RPLI policies	Average time taken for inter-circle transfer of PLI/RPLI policies	10	days
Settlement of PLI/RPLI claims on maturity	Average Time taken for Settlement of PLI/RPLI Claims on Maturity	30	Days
Settlement of PLI / RPLI Claims on Death with nominations	Average Time taken for Settlement of PLI/RPLI Claims on Average time taken for Death	30	Days
Settlement of PLI/RPLI Claims on Death without nomination involving inquiry	Average Time taken for Settlement of PLI/RPLI claims on average time taken for Death without nomination involving inquiry	90	Days
Paid up value of PLI/RPLI policy	Average Time taken for paid up value of PLI/RPLI policy	30	Days
Loan against PLI/RPLI Policies	Average Time taken for Loan against PLI/RPLI Policies	10	Days
Change of Address for PLI/RPLI policy	Average Time taken for change of address for PLI/RPLI Polices	10	Days
Change of Nomination of PLI/RPLI policy	Average Time taken for change of nomination of PLI/RPLI policy	10	Days
Assignment of PLI/RPLI Policy	Average Time taken for assignment of PLI/RPLI Policy	10	Days
Issue of Duplicate PLI/RPLI Policy Bond	Average Time taken for issue of duplicate PLI/RPLI Policy Bond	10	Days
Revival of PLI/RPLI Policy	Average Time taken for revival of PLI/RPLI Policy	15	Days
Conversion of PLI/RPLI Policy	Average Time taken for conversion of PLI/RPLI Policy	15	Days
Deposit in Unclassified Receipt	The average time taken is for a computerized Post Office	3	Minutes
Deposit of Bills	The average time taken is for a computerized Post Office	3	Minutes
Sale and discharge of Indian Postal Order	The average time taken is for a computerized Post office	3	Minutes
Grievance Redress mechanism (GRM) in the DOP	If complaint is lodged by Complainant him self at web based Computerized Customer Care System of DOP or PG Portal (CPGRAMS), acknowledgement of grievance is instantaneous.	1	Day
	Average time taking to acknowledge any compliant received by post and to seek additional information, if necessary. Any compliant could be addressed to the local Superintendent of Post Offices except in the case of a First Class Head Post Office, the Postmaster in charge of which is competent to attend to any complaint relating to his office.	7	Days
	Average time take to send interim reply in case more time is required in settlement of the grievance.	30	Days
	Average time taken for grievance settlement	60	Days

We aim to meet the above time norms in 90% of the transactions subject to fulfillment of all requirements due on the part of the customer.