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Managing Sub Division

Managing Sub Division. Office records…. Sub divisional Map Memorandum book (Part I and II) Lines and stages Notice of Hours of Business Letter box statement Consolidated MAB Due Mail and Sorting list Village sorting list. Continued…. Rosters

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Managing Sub Division

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  1. Managing Sub Division

  2. Office records…. • Sub divisional Map • Memorandum book (Part I and II) • Lines and stages • Notice of Hours of Business • Letter box statement • Consolidated MAB • Due Mail and Sorting list • Village sorting list

  3. Continued… • Rosters • Annual Performance Assessment Report (APAR) of Postman staff • Seniority list of GDS agents • Service Records of GDS agents • Register of claim cases received • Heavy withdrawal register

  4. Continued… • Watch register of list of PBs verified by MOs • List of SBPBs not received for entry of interest • Watch register of BO Abstract and MO paid statement • Watch register of MRs • Diary (Note Book) if any

  5. Continued… • Correspondence register • Dealing and Ruling files • Index register to Dealing and Ruling files • Confidential letter and files • Stop-gap and provisional appointment cases • List of GDS whose appointment orders and appointment papers are wanting

  6. Continued… • Particulars of GDS who are attaining 65 years of age • List of RD discontinued accounts for verification • Programme for review of establishment. • Inspection programme. • Order book and other books • Pending papers • Register of PLI/RPLI forwarded to DO

  7. Approach … • 5 S -Sort -Set in order -Shine -Standardize -Sustain

  8. Continued… • Delegation • Filing • Reading • Desk Work • Enquiry

  9. Continued… • Delegation • APP– 45(leave Appln GDS) • BO Abstract/MO Statement • SB Heavy Wdl memos • List of PBs vfd by MO • Petty enquiries

  10. Continued… • Reading/Filing • Leave memos issued by DO • Circulars • Copies of any other Memos

  11. Continued… • Desk work • Correspondences • Reply to be sent to DO/HO etc • Enquiry paper after enquiry for preparing report • Any other

  12. Continued… • Enquiry • Enquiry at other offices • Verification of Honorarium bills/ROMC bills/TA bills/LTC bills • Any other

  13. Mail overseers… • Services may be used by the IP at his discretion • Route list to be prescribed • Double trip for verification/checks to be avoided • Diaries to be reviewed • Requires to be trained properly to be effective

  14. MO continued… • Must be able to work as BPM in case of contingency.. • Must verify 50 money orders paid per month • Must be able to conduct verification of heavy withdrawals, small investigations • Must be able to clear mails in case of dislocation • Services may be used to convey cash

  15. MO continued… • Utilize services for scrutiny of BO abstract and MO paid statements • For verification of PBs not received for entry of interest • For verification of all PBs of BOs at least once in a year • For verification of all OAP/PHP/WP MO payees at least once in a year

  16. MO continued… • Services may be utilised for past verification work • Services may be uilised for 100% verification of pass books • Services may be utilised for verification of RD discontinued accounts

  17. Exercise 1

  18. F/N diary of IP • Is an effective communication between IP and Divisional head • Should indicate brief description of work done and achievements • The fact of separate detailed report should be mentioned in the diary • Must indicate the time spent outside • Diary should reflect the style of functioning of an IP • Monthly summary – IInd F/N

  19. Material Management

  20. Material for Sub Division • Sign Board • Letter Boxes • LB Paint • Ink Pads • Cloth for Pads • Weights and Measures • Locks

  21. Material for Sub Division • LTM Pad • Haversacks (Postman/GDS Delivery bag) • Umbrella • Uniforms • Sealing Wax • Carbon Papers

  22. BO requires • Item I • Forms for day to day work • Receipt books • Bags • Item II • Sealing Wax • Carbon paper • Item III- Materials

  23. Item I Item II Item III Concerned AO will supply Concerned IP to place consolidated indent on PSD once in a year IP to arrange supply BO requires….

  24. Uniforms • Indent placed by IP in advance by seeing kit register to Divisional Supdt.

  25. Material for Sub Division Misc… • Monitor supply of forms and materials to AO • Master Schedule of Forms • Stock Register • Invoices • At BO • Stock Register • Invoices

  26. Indenting, Stocking and Supply • In SK-2 triplicate through Divisional Supdt • Maintain a stock register in Sub divisional Office • Submit monthly statement to Divisional Office of supply of Materials to BOs

  27. Exercise 2

  28. Thank you

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