1 / 0

Managing PO operating environment

Managing PO operating environment. Guidelines. DMSL and MDW. DMSL. Due mail and sorting list shows The due mail lists of receipt and despatch of bags Indicating the hours of receipt and despatch Letter mail sorting list Registered and parcel mail sorting list Prepared in form M-9

cissy
Télécharger la présentation

Managing PO operating environment

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Managing PO operating environment

    Guidelines

  2. DMSL and MDW

  3. DMSL Due mail and sorting list shows The due mail lists of receipt and despatch of bags Indicating the hours of receipt and despatch Letter mail sorting list Registered and parcel mail sorting list Prepared in form M-9 The mails branch is guided by the Due mail list in preparing the mail bags and receipt thereof DMSL should be kept up to date – changes required to be communicated immediately to supplying authority for corrections
  4. Discussion Study the sample DMSL given Discuss the role of PO in preparation of mail list correctly with reference to due mail list Discuss the sorting pattern in view of the changes brought in by L1 and L2 concept
  5. MDW Memo of distribution of work Prepared for offices with more than one assistant Shows The designation of officials employed in each branch Hours of attendance Duties assigned Postmaster prepares and the Divisional head approves Should be kept in prominent place and brought to the notice of concerned Distribution should be strictly adhered to In computerised offices, the tasks to be performed on computers should also be incorporated Should be kept up to date; whenever changes are required, revised memorandum to be submitted for approval
  6. Group exercise Working in groups draft the MDW for a LSG computerised office Group 1 – prepare the MDW for the Point of sale counter including IMTS, epayment(one counter only) Group 2 – Prepare the MDW for the Sanchay Post counter(1 counter) Group 3 – MDW for Delivery branch using Postman module and eMO Group 4 – MDW for sub accounts and treasury branch Group 5 – MDW for the supervisor(Postmaster) indicating supervisor’s role in all module

  7. Stock register

  8. General Head of the office is personally responsible for correct maintenance of stock General stock maintained in form SK 1 Stock book of forms, books and petty articles maintained in form SK 1(b) (except passbooks – separate register prescribed) Stock books should be updated with all the events Receipt of stock whether supplied by PSD or otherwise or through local purchase Retirement Indents for articles of stock to be made in SK2 and countersigned by Divisional office
  9. Materials required Forms and publications General stationeries and uniforms Stamps and seals Postal stationery and Postage stamps
  10. Supply Supply of forms to POs is standardised based on the status on a six monthly schedule Automatic supply is made on the basis of this by PSDs Supplementary indents can be made when required For general stores indents can be sent by POs Uniforms – PSD works out and supplies with reference to information received from POs Stamps and seals – PSD aligarh supplies based on indents Postal stamps and stationery – CSD supplies to HOs based on weekly indents; HOs supply to SOs
  11. Storage Materials procured to be stored safely First in first out method to be followed for supply Protection against theft to be ensured through proper locking and custody as prescribed Protection against fire to be ensured through fire prevention systems Unserviceable items to be destroyed by fire in the presence of SP/SSP at the time of inspection
  12. Stock of computers and peripherals History sheet to be maintained in the form prescribed Stock of all computers, equipment and peripherals should be maintained and history sheet available for each; History sheet to be updated with all events Up to date list of all the equipments to be available
  13. Discussion Study the history sheet of computers and peripherals given Discuss the issues involved in correct maintenance of stock; Faculty will facilitate the discussion and moderate

  14. Establishment review

  15. Periodical review of estt Periodical review is carried out at prescribed intervals as below to assess worload All GPOs/HOs/MDGs – Every year All types of SOs – Every 3 years Branch offices – Every 3 years Statistics is maintained on the working of various branches Submitted to DO in prescribed proforma (EST-2)
  16. EST 6(a) Drawn up in connection with proposals for Opening, retention, permanency and closure of experimental Post Offices Revision of establishment of BOs, EDSOs and Class III SOs Upgrading branch offices Increase cost of mail lines that affect branch offices only For assessing the income of a non delivery Post office
  17. Discussion on EST-2 Obtain the proforma of EST-2 from instructor and study the same Each group has to present the process and care to be taken in collecting statistics of various branches Group 1 – Ordinary mail Group 2 – Registered and speed post Group 3 – Money orders Group 4 – Savings branch Group 5 - Treasury

  18. Action in case of loss/theft

  19. Case where required Burglary/theft/Loss in Post office Cases of break open overnight or otherwise Immediate complaint(FIR) to be lodged with jurisdictional police Also to be reported to the divisional head at once Staff not to enter the office or touch any article at the scene of crime till police investigation commences Full co-operation with Police
  20. Action to be taken Quantify loss of cash and stamps and charge to UCP in day’s account Trace if loss of certificates/IPOs are lost and report to investigating IP/ASP for further action Secure the records (stock book, invoice through which received and other relevant materials) Get all the locks replaced and repair doors, if required Loss of date stamps, oblong stamps or round MO stamps to be reported
  21. Exercise Draft a police complaint to report instance of theft of the PO on the night of 10/06/2012 at Model PO with following inputs The PO is a LSG quartered SO in account with Training HO SPM is staying in the quarters but on 10/06/12 he had gone to his native with permission Theft noticed at 0700 hours on 11/06 by SPM when he came to open office The cash chest is opened and valuables stolen Inventory preparation after initial investigation by Police shows loss of cash of Rs. 30000/-; No other items are lost Imagine other facts

  22. Discipline functions

  23. Involves Identifying the lapses prima facie Need for prosecution Need for suspension Disciplinary action
  24. Need for prosecution This will be examined by the divisional head
  25. Initial investigation Based on initial report of fraud or loss or theft Assess the loss based on the vigilance or complaint received Identify the person/s responsible Collect the relevant material exhibits immediately and preserve in safe custody Submit immediate report to the head of the division
  26. Suspension Normally resorted to in major cases of frauds or losses which is likely to result in major penalty Not a punishment; can be appealed Deemed suspension – If detained in police custody for period exceeding 48 hours Convicted by court and sentenced for imprisonment exceeding 48 hours etc., By appointing authority, disciplinary authority etc., Subsistence allowance at prescribed rate admissible during the period
  27. Put off duty Resorted to in case of serious offences by Grameendaksevaks Appointing authority or authority subordinate can put off If put off by subordinate authority, requires ratification by appointing authority Subsistence allowance admissible at prescribed rate
  28. Disciplinary action Disciplinary proceedings on Government servants to award penalties listed in Rule 11 of CCS(CCA) Rules, 1965 Penalties classified into minor and major penalties Appropriate disciplinary authority to initiate proceedings Proceedings under Rule 16 of CCS(CCA) Rules, 1965 for minor penalties Proceedings under Rule 14 ibid for major penalties
  29. Safeguard under constitution Article 311 of constitution of India requires that No dismissal or removal by an authority lower than the appointing authority No dismissal or removal or reduction without giving reasonable opportunity …..subject to certain exceptions
  30. Minor penalty proceedings Initiated under Rule 16 of CCS(CCA) Rules, 1965 Issued in two parts – Memorandum accompanied by Statement of imputations Proceedings is based on the imputations set out linking acts of omissions and commissions to departmental rules The Government servant is given an opportunity to represent Inquiry required in certain cases Final orders are issued considering the representation Orders can be appealed against
  31. Major penalty proceedings Initiated under Rule 14 of CCS(CCA) Rules, 1965 Issued in four parts along with memorandum Statement of Articles of charge, Statement of imputations of misconduct or misbehaviour, List of documents and List of witnesses in support Each charge will have separate imputations but list of documents and list of witnesses is common Inquiry to be held and the report considered along with the representation of charged Govt servant
  32. Proceedings against GDS Initiated under Rule 10 of GDS(….) Rules Proceedings similar to Rule 14 of CCS(CCA) Rules, 1965 Inquiry not needed if charges accepted unconditionally Nature of penalties Censure Debarring from exam- max 3 years Debarring from promotion to Gr-D Recovery from pay any loss Removal from employment which shall not be a disqualification for future employment Dismissal from employment which shall ordinarily be a disqualification for future employment

  33. Managing a computerised PO

    Operating environment
  34. IT framework in PO SUCCESSFUL IT BASED OPERATIONS Support systems Application environment System environment Routine maintenance Troubleshooting Upgrades Hardware mtce Peripheral mtce Network mtce Server management Database management Security Good quality power supply UPS maintenance Generator care
  35. Overview of the tasks Managing the hardware Managing the software Managing the security environment Managing the support systems
  36. Managing the hardware Involves Continuous availability of hardware and peripherals Availability to user of the system is ensured for the time required to complete the tasks Security to the equipments Disaster management Protection against fire Protection against natural disasters Suitable layout to aid smooth transaction flow
  37. Availability of hardware and peripherals Routine maintenance of all equipments Proper cleaning Minimising unnecessary movement All equipments are put to use continuously Spare printers to provide redundancy Numbering the systems and other equipments and keeping the History sheet updated Equipments to be kept covered while not in use Preventive maintenance – AMC to be ensured and terms of contract to be understood Have contact details displayed at prominent places for immediate contact
  38. User – system ratio Assess the requirement for each user Plan the layout of the systems in office to ensure equitable distribution Ensure availability of system for each user according to need Ensure that no unwanted software (games etc.,) are installed to avoid misuse
  39. Ensuring physical security Ensure physical security to systems both during working hours and off hours Server to be installed in a room or rack and kept locked. Entry and exit to be logged Rooms to be dust free Rooms to be properly ventilated and free from dampness Layout to ensure easy access while in use and also for troubleshooting
  40. Ensuring protection Ensure systems draw power through UPS Ensure proper earthing Ensure proper insulations where required Fire protection - use materials that can fight electrical fire and show leads for use during emergency Place layout diagram with leads for fire fighting equipments in prominent place and train staff to handle emergency
  41. Support systems - UPS UPS to be installed in a ventilated location inside the office – preferably not inside a room UPS vendor and AMC details to be noted prominently on the equipment for immediate contact Batteries to be numbered, date of supply and expiry to be mentioned thereon for planning replacements Adequate capacity to be ensured and capacity not to be exceeded at any cost
  42. UPS continued Power for electrical fixtures not to be drawn from UPS Test the UPS periodically for committed power supply during power failures Ensure that UPS and batteries are kept dust free and are not housed in damp environment Ensure that UPS is kept charged always Ensure that UPS can protect against surge, spike and over voltage situations
  43. Support system - generators Ensure that the generator meets the environment conditions Ensure that the generator is mounted on anti vibrating mountings to prevent damage to structures Ensure that sufficient diesel is available in stock always Ensure that generators are turned on immediately after power outage to prevent data loss due to unexpected shut down Ensure that diesel usage is properly monitored; Maintain a register to watch Procure the wiring diagram and keep in personal custody Perform load test once in three months
  44. Managing software environment Ensure that operating system and SQL server of approved version are installed in the systems Ensure that automatic updates are turned on to keep the OS and SQL Server periodically updated Prevent spurious software from being installed in the operating environment Ensure that the CDs of operating system and SQL Server are in safe custody of head of office
  45. Software environment cont’d Gain awareness of minimum troubleshooting Acquire training in all applications to ensure continuity of operations in case of turnovers Through continuous monitoring, prevent unauthorised access Ensure that all applications are updated with the latest versions and patches
  46. Security issues Every user including temporary users to have personal user accounts and passwords are changed The user accounts of users who left the office are not deleted but disabled Users do not leave the systems without securing their login; Avoid bartering of user accounts Antivirus protection exists for all systems and are kept updated; Periodic scanning is scheduled
  47. Security in applications Common users should not exist Each user to have a personal user account Only required user accounts are created and other accounts (specially of those transferred out and retired) are disabled Only required applications are installed in the systems No user will login with windows administrative rights Each user to perform tasks of the level concerned personally; delegation to be avoided
More Related