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Review of BOs. Objectives of the Review of BOs. To find Whether the BO is self supporting and financially viable Whether the income cost ratio is above Permissible Limit of Loss (PLL) or not To issue Retention Sanction to the establishment of the BO. Objectives on the Review of BOs.
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Objectives of the Review of BOs • To find • Whether the BO is self supporting and financially viable • Whether the income cost ratio is above Permissible Limit of Loss (PLL) or not • To issue Retention Sanction to the establishment of the BO
Objectives on the Review of BOs • Whether there is excess or shortage of manpower • Whether the excess manpower can be utilized in other offices by transfer • To review and revise the allowances paid to the GDSs working in the BO • To understand flow of traffic in each BO.
Review of BOs- Collection of statistics • Once in 3 years, along with the review of the SOs under the account jurisdiction of which the BOs are lying. • The Statistics for the BOs are to be collected by their Account Offices.
Review of BOs- Collection of statistics • The statistics of the BOs are collected for the months for which the statistics of the SOs are collected.
Form for collection of Statistics on BPM’S workload • STATISTICAL STATEMENT OF ACCOUNTABLE ARTICLES – • NAME OF BO____________________
Form for collection of Statistics on BPM’S workload • STATISTICAL STATEMENT OF ACCOUNTABLE ARTICLES – • NAME OF BO____________________ (continued)
Collection of Statistics- Unregd articles • For six days – posted for despatch and received for delivery. • The days for collection of statistics same as that of SO.
Review of BOs –Collection of Statistics • The Form for collection of statistics for the work hour of GDS MD of the BO same of Postman.
Review of BOs –Collection of Statistics • GDS MC- distance traversed and waiting time • This can be collected from the Lines and stages maintained by Divisional office. • The form of Value Return is also sent for collection of statistics.
Review of BOs-Form of Value Return Name of the BO _____________ Month :
Review of BOs-Verification of Statistics • Verified by the Inspecting Officer while he carries out the verification of the statistics of SO. • Furnishes test figures for two days for the unregistered articles received for delivery and posted for despatch. • The verified statistics of the BOs are sent to Divisional Office by the SPM of the Account office.
Norms for calculation of the Work Hour of BPM • Calculated on points system applying the following norms.
Norms for calculation of the Work Hour of BPM • Norms of GDS BPM’s Work Load ---continues
Norms for calculation of the Work Hour of BPM • Items 2 to 10 on the average of 4 quarterly months statistics. • The statistics should be collected from the month following the month in which Enumeration Returns are collected.
Calculation of the Work Hour of BPM • Unregistered articles handled • BPM to furnish 3 days figures in the middle of the month, • Inspecting officer has to collect statistics for 2 days in the middle of the week. • The least of the averages has to be adopted for assessment of work load.
Calculation of the Work Hour of BPM • Unregistered articles handled includes the No. of unregistered articles received for delivery and posted for dispatch from the BO. • Registered articles handled includes Registered letters, parcels, Speed Post Articles and Value payable articles received for delivery and Registered letters/parcels posted for dispatch.
Calculation of the Work Hour of BPM • Money Orders handled includes all Money orders received for payment and MOs issued from the BO. • Savings Bank Transactions include opening, deposit and withdrawals/closure of savings bank/Recurring deposit and Time deposit accounts.
Calculation of the Work Hour of BPM • RPLI transactions include collection of RPLI premium for procurement of new Business and collection of renewal premium • Mahatma Gandhi NRGEA is not covered by the present norms and the transactions on account of disbursement of NRGEA payments to the beneficiaries and the cash handled should be excluded from the statistics for assessment of work load.
Calculation of the Work Hour of BPM • “Cash Handled” – • MO issued/paid • SB deposits/ withdrawals • RPLI premium collection, • bills collection and bills payment • The cash received as Remittance from Account Office and Remittance sent to Account office has to be excluded.
Calculation of the Work Hour of BPM • Fixed 14 Points for--- • receipt of BO bag, • verification of contents including verification of remittance, • writing of BO journal, BO account, preparation of BO daily account, • tallying of closing balance, • and dispatch of BO bag including remittance
Calculation of Work Hour of BPM • The statistics for four quarterly months furnished by the SPM should be totalled and the total should be divided by 4 to arrive at the average per month in respect of all accountable items.
Norms for workload of GDS MD • The Norms for the work hour of the GDS MD is as that of the norms applied for Postman. • Average of the figures for the unregistered and accountable articles furnished by the SPM in the proforma taken.
Norms for workload of GDSMC • The norms for the work hour of the GDS MC is for the distance traversed. • 7.5 Minutes by cycle per kilometer and 12 minutes by foot per kilometer. • For the distance work load, the waiting time for collection of the mail bag should be added. • The maximum waiting time should not be more than 2 hours per day
Review of Work Hours of GDS • For BPM in points • Up to 75 points ----work hour up to 3 hours. • 75 to 87.5 points---more than 3 hours but up to 3 hours and 30 minutes • 87.5 to 100 point----work hour is up to 4 hours • 100- 112.5 points ---from 4 hours but it is up to 4 hours and 30 minutes. • 112.5 to 125 - more than 4 hours and 30 minutes but up to 5 hours. • The work hour of the GDS MD and GDS MC would be available in hours and Minutes.
Staff Hours of the GDS • The staff hours of the GDSs is the maximum work hour of 5 hours i.e. up to 5 hours, • For the review of BO, the Staff hour of the GDSs is the hour for which the allowances are being paid.
Review of BOs • If the BO is having four GDS posts, one post should be abolished by suitably distributing the duties to the remaining GDS • If the BO is having three GDSs i.e. GDS BPM, GDS MD and GDS MC, the need for all these posts should be reviewed. • Combining the duty of any of these two posts may be examined. • Combination of duty should not result in exceeding 5 hours for any GDS post. • Capability of executing the additional work by his/her educational qualification or by health condition or by age.
Review of BOs • If the GDS MC is a common MC for two or more offices • distance between the BOs in the mail line is not much(say 4 KM), • it may be examined whether the conveyance of mails can be entrusted to the GDS BPMs by following a relay system.
Review of BOs • If distance is to be traversed for four times • and it increases the time for mail conveyance beyond 2 hours, • the mail conveyance can be entrusted with the GDS BPM one way and with GDS MD the other way.
Review of BOs • If the GDS MC is having two hours waiting time at the BO the delivery work can be entrusted with the GDS MC • The post of GDS MD can be surplus . • In this arrangement, the mail conveyance work should be within 3 hours. • If the total work exceeds 5 hour limit by a small margin, the BPM can do delivery in the base village.
Review of BOs • If the work hour of the GDS MD shows remarkable increase of more than 2 hours GDS MC may be suggested.
Calculation of Cost of BO • On the basis of the Value Return, the income and cost of the BO worked out. • Towards the cost of the establishment charges, the monthly allowances payable to the GDSs working in the office except that of the line establishment should be taken in to account.
Calculation of Cost of BO • The other allowances that should be taken in to account are as follows. • 1. Office Maintenance allowance (OMA) • 2. Fixed Stationery charges (FSC) • 3. Cycle maintenance Allowances (CMA) • 4. Combined duty Allowances for BPM (CDA)
Retention of the BO • The income and cost of the BO should be taken in to account to decide about the retention of the BO and its establishment. • If the income of the BO exceeds the cost, the BO and its establishment are retained straight away. • The Department has fixed the Permissible Loss Limit for the BOs for their retention. • Efforts should be taken to make the BOs self supporting and financially viable.
Retention of the BO-PLL • The Permissible Loss Limit , • for the normal area is that the income of the BO should be 33 1/3rd % or more of the cost. • For the BO located in a Hilly/Tribal/Backward area is that the income should not be less than 15% of the cost. • If the income and cost ratio of the BO is more than the Permissible Limit of Loss (PLL), the BO and its establishment are retained straight away. • If the income and cost ratio of the BO is less than the permissible limit, the case has to be examined for reducing the amount of cost.
Issue of retention Sanction • The retention sanction should be issued only for three years. • If the retention sanction is issued after three years, It should be issued to take effect from the date on which the sanction expired. • A copy of the Retention Sanction should be issued to the HO and the BO. • HO will regulate the payment of TRCA to each post in accordance with the amount of TRCA quoted in the retention sanction.
Review of BOs –Issue of retention Sanction • The retention sanction competent authorities for the Establishment of the BO is issued by the following authorities: • The Divisional Head can issue the Retention Sanction for those BOs which are functioning more than the Permissible Loss Limit (PLL). • The Divisional Head has to seek for the Retention Sanction of the Postmaster General of the Region, for those offices which are functioning on less than the Permissible Loss Limit.
Review of BOs –Issue of retention Sanction • He should furnish the copies of all the statistics collected by him to the PMG in respect of those offices which function on less than PLL along with the work hour statement for each post and copies of Lines and Stages and Village Sorting List. • He should also furnish his suggestion for reducing the cost of the BO or for redeployment of any post, if any.
Review of BOs-Contents of Retention Sanction • The Retention Sanction issued to the BO would contain the following information: • 1. Name of Branch Office • 2. Name of Account Office • 3. Name of Head Office • 4. Name of Post/Posts • 5. The TRCA payable for each Post • 6. Period for which the Retention Sanction is issued • 7. Particulars of the Previous Retention Sanction
Revision of Allowances • BOs is to carry out the revision of Allowances due to the GDSs. • If the work load has fallen down, the allowances payable to him has to be reduced. • If the work load has gone up, upward revision has to be allowed.
Review of BOs-Revision of Allowances • The allowances payable to the GDSs are called Time Related Continuity Allowance (TRCA). • The TRCA is in five slabs for GDS BPM while it is in three slabs each for the other categories of GDSs. • Each slab is related to work load.
Review of BOs-Fixation of TRCA • There are Posts of GDS MD/MC and GDS MC/MD. • The TRCA is separate for GDS MD and GDS MC. • In such cases, the designation should be decided on the basis of the ‘longer time devoted on a particular duty’.
Review of BOs-Fixation of TRCA • If the GDS BPM is entrusted with the work of Mail Delivery or Mail Conveyance or with both, his designation would not be changed to the MD or MC. • He would be called only as GDS BPM with delivery power or GDS BPM with mail conveyance work. • If he has been entrusted with both work, his designation would be BPM with delivery and Mail conveyance. His allowances are to be fixed in the TRCA of GDS BPM.
