Dated at Bhubaneswar the 03.12.2015To
The Senior Superintendent of Post Offices
Bhubaneswar Division, Bhubaneswar – 751 009
Sub:- Problems of PLI CPC, Bhubaneswar GPO
This has a reference to this Union’s Item No. 2 – 10 / 2015 regarding proper functioning of PLI CPC at Bhubaneswar GPO which was discussed with the SSPOs in the monthly Union Meeting on 08.10.2015.
Since the day of opening (07.09.2015), the PLI CPC is presently functioning with the following staff strength on diversion from the existing establishment of the Division.
Supervisor – 1
P A – 4
MTS – 1
Outsider – 1
Systems – 5
But it is not possible for smooth running of the CPC with the above establishment due to the reasons briefed in a separate sheet attached here with.
As known to this union, apart from the above discussion with SSPOs, though the matter has also been brought to the notice of the Sr. Postmaster, Bhubaneswar GPO by the present Supervisor, no tangible step has yet been taken to address the issues. Rather, it is seen that the PLI CPC has been closed for the public inviting unnecessary customers’ dissatisfaction.
Therefore, it is once again requested to kindly look into the matter personally and arrange to address the issues listed below so that PLI CPC, Bhubaneswar GPO can function well satisfying the customers’ need.
Yours faithfully,Attached : As above
Copy to the Circle Secretary, AIPEU, Group-C, Odisha Circle to take up the case at appropriate level since this might be the case with other PLI CPCs in Odisha which are functioning without proper infrastructure/hardware/manpower.
Problems of PLI CPC, Bhubaneswar GPO
1. Verification :
The P A is required to verify the new proposal form and related documents including documents relating to policy servicing. Due to improper KLC updating and improper data uploading, the CPC is regularly finding a series of deficiencies in each case, particularly relating to policy servicing. In most of the cases, the case files and policy bonds are not available in the CPC for which the CPC depends on Circle Office for required collection and thus the process remains time consuming. Considering the present workload of the CPC at least 2 P As are required for this verification process prior to ECMS. The documents to be verified prior to ECMS have been categorically mentioned in Divisional Office letter No. PLI – McCamish (Guide – I) / 26 – 1 / 2015, dated 08.10.2015 through which the workload of this verification process can be well guessed.
2. ECMS :
The P A can perform ECMS which includes virtual scanning, page identification, correction and file uploading to filenet. ECMS relates to all the new proposals and policy servicing which will be completed after ‘job done’ status is shown. If at all there is any network issue then it will be aborted compelling to repeat the process. Even after ‘job done’, CPC has to wait for the next day to confirm the status and proceed for data entry by another P A. If the process is not confirmed in the next day, CPC has to wait for another day. If it is not confirmed on the 3rd day, CPC has to repeat the whole process of ECMS from beginning. Thus, the work of the P A performing ECMS is too tedious. If there remains no connectivity issue, one P A can complete 20 files throughout the day at present. Considering the confirmation/non-confirmation in completing the ECMS process and addition of previous day’s work in the next day due to connectivity failure, at least 3 P As are required to man the branch keeping an eye to the indexing to be done by as many as 70 S Os/MDGs under Bhubaneswar GPO. The volume of workload may increase unexpectedly soon after the indexing done by SOs/MDGs through frequent PLI/RPLI melas.
3. Data Entry :
The P A can perform New Proposal data entry including policy service. If there remains no connectivity issue, one P A can complete 15 files throughout the day. Considering the present workload at least 2 P As are required to man the branch.
4. Quality Checking :
This process is the most important process to be performed by the Supervisor. All kinds of verification of all the new proposals and policy servicing including manual calculations relating to initial premium, service tax regulation, default fee, revival, loan, surrender and maturity value, refund of excess premium etc are to be done by the Supervisor which are time taking. In addition, the correspondence works relating to collection of DOC from DDOs, requision of policy bonds/case files from Circle Office, calling for the missing documents from the insurants, correspondence with SPOC, Circle Office for any deficiency/clarification and preparation of manual sanction memo where required are to be done by the Supervisor. More importantly, submission of various time bound reports and statements ( fortnightly / monthly ) and regular submission of pending performance report are also inevitable.
In this connection , it is pertinent to note that the present software is not properly configured to generate all kinds of reports presently asked by Circle Office / Divisional Office for which the same are being prepared manually by the Supervisor. Thus considering the present workload, at least 2 Supervisors are required for smooth functioning of this CPC.
5. System Administration :
In addition to above works, there is need of creation of user IDs, generation of various letter and policy bonds, KLC updating including pay-recovery policies, proceeding of various proposal / policy servicing to next stage and any other system related issues which can be performed by one System Administrator in his own ID only. Thus, deployment of one S A in PLI CPC, Bhubaneswar GPO exclusively is barely necessary.
6. Receipt & Despatch Work :
The work relates to receipt of forms, maintaining a register, physical scanning of documents, filing, dispatch of letters/sanction memos, record maintenance, movement of files etc. Considering the present workload of the CPC, at least 2 MTS are required for smooth functioning.
7. Space :
As aware, the space available inside the only room where the CPC is functioning at present is not sufficient to accommodate 12 people with the above systems/machines. This apart, there is no record room for CPC also. The room now vacated adjacent to PLI CPC is in the most dilapidated condition, which needs immediate repairing with necessary electrical/civil maintenance works.
1. Thus for smooth functioning of the PLI CPC, Bhubaneswar GPO, the following establishment and equipments are required.
Particulars of establishment / Equipment
System administrator ( Exclusive for CPC)
2. Further considering the workload and responsibilities of various P As / Supervisor, an approved MDW is barely required with equal distribution of work.
3. Installation of Close Circuit Camera in the PLI CPC ensuring better performance / productivity.
4. Additional space / room for record keeping and customers’ lounge
It is expected that the proposal submitted as above may kindly be considered promptly to avoid any dislocation in PLI / RPLI work.