PROCESS FLOW IN NATIONAL SORTING HUB & INTRA CIRCLE HUB.

PROCESS FLOW IN

NATIONAL SORTING HUB

&

INTRA CIRCLE HUB

Process at Sorting HubLayout

▪Assembly Line concept of operation

▪Mail agency/TMO is streamlined After MNOP

sorting process

▪Volume based Sorting logic

▪ Sorting diagram is designed to suit this logic

▪New sorting with 50 Pigoen hole to be used

Adequate equipments and infrastructure

▪New roller containers, trays, trolleys and bag cutters should be used

▪Computers, scanners, printers and internet connectivity are provided for data transfer.

Lay out of Sorting Hub

1.1.3

1.1.4

Mail Flow

Your office NSH ICH within

Circle

Other NSH

Post Offices

ICH mapped with parent

NSH

Post Offices

Receipt of Bags from POs directly mapped with your National Sorting Hub

The following bags will be received from the PO mapped with your NSH

TD bag containing the Speed Post articles to be delivered at the POs mapped with the NSH except station articles.

Non TD bag containing all the remaining Speed Post articles

1.1.5

1.1.6

Mail Flow

Your office ICH

NSHs & ICHs within Circle

Post Offices

Receipt of bags fromPOs mapped with Intra-Circle Sorting Hub

The following bags will be received from attached POs , if your office is an ICH.

bag containing Speed Post articles to be delivered by the POs in the own Circle except Station articles and TD of NSH. You have to sort and bag directly to the delivery PO s mapped to your office

TD bag containing the Speed Post articles to be delivered at the POs mapped with the NSH. The bag should be forwarded to your NSH for further processing

Non TD bag containing all the Speed Post articles to be delivered by the POs in Other Circles. The bag is to be forwarded to NSH for further processing and dispatch

1.1.7

In NSH / ICH

• There will be a Supervisor or a Manager who will be in-charge of the NSH / ICH.

• All Speed post articles should be processed through Speednet.

• NSH / ICH use the application software viz. Speed Net– Speed Net communication software is used to

communicate data to central server

Speednet Application Login

Role of Supervisor

• Supervisor to login in Speed Net software – Perform the Day begin – Allocate the job among SAs.

• He would assign the work – Among SAs for mail agency / bag receipt desk,

bag opening desk, sorting, bag closing desk and bag despatch desk.

– among MTS officials also.

Role of Supervisor

Role of Supervisor

• Ensure norms for operational activities are strictly adhered to.

• Ensure equitable distribution of work among officials

• Ensure prescribed process flow (receipt scanning / despatch scanning) in operations is maintained

• Ensure availability of latest speed post sorting extracts with him and SAs

• Ensure errors noticed during the process, reported to the concerned

Error Reporting Template

1.1.13

• A speed bag may contain : – Speed Post Articles – Speed Post Insured articles

 • The Speed Manifest shows the particulars

of the above items and total of each category and also grand total.

Process in NSH / ICH

India Post 1.1.15

Let us recap the Scans for TD Articles Booked at PO/ SPCC

PO/SPCC Booking Scan

PO/SPCC Despatch

Scan

SPCC MA/TMO Reciept Scan

SPCC Bag Opening Scan

SPCC Bag Closing Scan

SPCC MA/TMO Despatch Scan

Delivery PO receipt

Scan

Delivery PO Final Delivery Scan(Delivery data upload)

India Post 1.1.16

Let us Recap the Scans for Non TD Articles Booked at PO/ SPCC

PO/SPCC Booking Scan

PO/SPCC Despatch

Scan

Origin SPCC MA/TMO

Receipt Scan

Origin SPCC Bag Opening

Scan

Origin SPCC Bag Closing

Scan

Origin SPCC MA/TMO

Despatch Scan

Destination SPCC MA/TMO Receipt Scan

Destination SPCC Bag

Opening Scan

Destination SPCC Bag

Closing Scan

Destination SPCC MA/TMO Despatch Scan

Delivery PO receipt

Scan

Delivery PO Final Delivery Scan(Delivery data upload)

1.1.17

Process in NSH / ICH

NSH / ICH Consists

• Mail Agency / Speed Bag Receipts by scanning bag labels( 1st Scan)

• Bags Opening by scanning articles (2nd)

• Sorting of speed post articles

• Bags Closing by scanning articles (3rd)

• Speed Bags Despatch ( 4th Scan)

Adapted Process Lay out in NSH / ICH

1.1.18

Mail Agency / Bags Receipt Desk

SA at Mail Agency / Bags Receipt Desk.• Receive the Speed Bags & Speed TBs

directly or from the Mails Branch– Acknowledge the receipt

• Examine the condition, seals, bag labels, cord & address of the bag– If any discrepancy, report to Supervisor after making error

entry

• Open the Speed TBs

• Login & Receive the bags in the software

Receipt of Bags

Scan the bag barcode here

Opening of Transit Bags

Scan the bag barcode (TB Contents) here

Scan the bag barcode (TB ) here

• Keep the TD and NTD bags separately in designated roller containers for opening by SA working at Bag Opening Desk

• If any PO is not preparing TD and NTD bags separately, bring to the notice of Supervisor– Supervisor should contact Postmaster concerned over

telephone– Ensure separate receipt as TD and NTD bags

Mail Agency / Bags Receipt Desk

SA allotted to Bag Opening Desk will• Open the bags one by one without mixing

TD and NTD bags as prescribed• Process the bags and articles in the

software• Physically examine the condition of the

article while scanning• Keep the bag labels at the designated

place

Bag Opening Desk

Bag Opening Desk

Scan the bag barcode here

Scan the article barcode

here

SA allotted to Bag Opening Desk will• Tally the No. of Speed Articles with the total

in the Speed Manifest and check the articles with reference to the entries in the Speed Manifest

– If any discrepancy like excess or short receipt w.r.t. Speed Manifesh, bring it to the notice of the Supervisor after making error entry

Bag Opening Desk

• If INS articles are received, • Show them to Supervisor• Check the condition, weight, seal etc of the

article– If there is difference in weight, bring it to the

notice of Supervisor, he ensures further action

Bag Opening Desk

• All SAs should be aware of the latest sorting extract

SAs in Sorting will• Sort the articles as per the prescribed TD &

NTD selections in Level 1 and Level 2 sorting• Sort the articles with speed & accuracy• Examine the sorted articles to eliminate

missents

Sorting Desk

• Take empty bags and other stationery• Process articles into bags, in the software• Scanning of each article here is

mandatory.• Physically examine the condition of the

article while scanning• When insured articles are despatched, get

them checked by the Supervisor and signed in the speed manifest.

Bag Closing Desk

Bag Closing Desk

Scan the articles barcode here

Scan the bag barcode here

Bag Closing Desk

As soon as the bag is closed, Speed Post Manifest is generated.

• Arrange the Speed Post Articles as scanned.

• Place them in a sound bag

• Sign the Speed Post Manifest• Signature by the supervisor is compulsory if

INS articles are invoiced.• Close bags securely fastened and properly

sealed using the proper bag label

Bag Closing Desk

• Address to the correct office and fill other details in the bag labels

• Seal the bag with the specified seal and insured seal if it contains insured articles

• Seal the bag in the presence of Supervisor, if bag contains any insured article

Bag Closing Desk

Circle wise allocation of Barcode

SL Name of the Circle Bar code allotted

1 A.P. EBN

2 Assam EBS

3 APS EBE0000000001-2499999999

4 Bihar EBF

5 Chhattisgarh EBC

6 Delhi EBD

7 Gujarat EBG

8 Haryana EBH

9 Himachal Pradesh EBE2500000000-4999999999

10 Jammu & Kashmir EBE5000000000-7499999999

11 Jharkhand EBJ

For Speed Bags

2.5.33

Circle wise allocation of Barcode

SL Name of the Circle Bar code allotted

12 Karnataka EBK

13 Kerala EBL

14 Maharashtra EBM

15 Madhya Pradesh EBI

16 North East EBE7500000000-9999999999

17 Orissa EBO

18 Punjab EBP

19 Rajasthan EBR

20 Tamil Nadu EBT

21 Uttarakhand EBV

22 Uttar Pradesh EBU

23 West Bengal EBW

For Speed Bags

2.5.34

• Process the bags as below, in the software

Bag Despatch Desk – Closing SP TB

Scan the bag barcode here

Bag Despatch Desk – Closing SP TB

As soon as the TB is closed, Speed Post TB List is generated.

Bag Despatch Desk – Despatch of SP Bags & SP TBs

Scan the bag barcode here if

not feteched

Bag Despatch Desk

As soon as the bags are despatched, Speed Post Mail List is generated.

• Transfer the closed Speed Post Bags and SPTBs to the Mails Branch well in time before the hour prescribed for dispatch in the Due Mail List– Receipt be taken in Bag Despatch report or hand to

hand receipt book

Bag Despatch Desk

Final Duties

• Perform Shift End

• Print the following Reports and sign them

• Speed Abstract

• Article & Bag Abstract • User wise / Set wise / Office as a whole• Bag Abstract

• Supervisor will print the following reports after performing Day End

• Discrepancy Report (if required)

Final duties

• Check the totals at both the sides of the various Abstract tallies

• Check the work papers• Hand over the work papers, empty bags,

unused stationeries if any, to the Supervisor / HSA

Speed Abstract – User wise

Speed Bag Abstract

Click Here to view the Speed Bag Abstract

Speed Post Discrepancy Report

Shift / Daily Report of Supervisor – Manual Preparation

Miscellaneous & Responsibilities

• In case of any discrepancy at any stage, bring it to the notice of Supervisor after making error entry and proceed further as per his/her directions

• After opening of bags, during the course of scanning of an article for receipt, sorting and scanning of the article for bag closing; SAs and MTS officials associated with these activities are collectively responsible for the safety and security of the article apart from their individual responsibility in Bag Receipt Desk and Bag Closing Desk activities.

Miscellaneous & Responsibilities

• Entire set / shift would be collectively responsible for any unexplained variation in the abstract

• Each official is responsible for safety, security and cleanliness of the hardware & equipments used by them.

• In case of any technical issues, seek the help of System Administrator

• Run the Speednet communication at regular intervals