Monitoring of Mails through Performance Tool

(Speed Post, Regd. Mails & Parcels)

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Mail Processing Centres

• Following are Mail Processing Centres in Country other than BNPL / Business Post Centres

Mail Item Number of NSHs / L-1 offices / PH

/ EPH

Number of ICHs / L-2 office / PHs /

EPH

Speed Post 89 NSHs 147 ICHs

First Class & Registered Mails

89 L-1 Offices 244 L-2 Offices

Second Class Mails 86 L-1 Offices 241 L-2 Offices

Parcel 86 L-1 PH 241 L-2 PH

Express Parcel 41 L-1 EPH

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Performance Monitoring

• Performance of various activities for accountable mails are monitored through Web Tools– For Speed Post• http://mnopdashboard.cept.gov.in/speedpostkpi

– For First Class & Parcels Mails• http://mnopdashboard.cept.gov.in/regdkpi

OR– Login From www.indiapost.gov.in

Employee Corner – Speednet /Rnet – KPI

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Performance Monitoring

Key Performance Indicators (KPIs)

• D+X (Transit Analysis) TD & NTD articles• Missorts TD & NTD articles• Full Scan Compliance TD & NTD articles• Inbound Operation Performance• % of TD articles without delivery scan

– Even after expiry of 5 days from booking

• Missing Pincodes• Bags without proper bag labels• Duplicate barcodes

• TD articles means articles booked and delivered in the catchment area of the Mail Processing Centre

• Other than TD articles are NTD articles

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Transit Analysis

D+X (Transit Analysis) - TD & NTD– D refers to Day of booking– X refers to Date of Delivery– D+X (Transit) refers to the days taken for

delivery of article (TD article / NTD article)• Better D+X ensures better quality• Calculated as follows– If out of 10 articles, 5 articles, 2 articles and 3

articles are delivered in D+1, D+2 & D+3 respectively, average D+X is ((5x1+2x2+3x3)/10) 1.80 Days

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Missorts

Missorts - TD & NTD– Percentage of mis-sorted / mis-sent articles– If mis-sorted / mis-sent

• Delay in delivery occurs• Affects Quality of service

• Less Mis-sorts/Mis-sents makes performance better

• Measured as follows– If an article is not delivered at the first delivery office to

which it has been bagged (except RTS article updated with correct remarks by delivery office), it is treated as missorted.

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Full Scan Complaince

Full Scan Compliance - TD & NTD– Percentage of articles having minimum prescribed scans

• TD Articles … 8 Scans• NTD Articles … 12 Scans

– Less percentage shows• Non adopting of Standard practices in handling offices• Improper routing of Articles

• More percentage ensures better track and trace and transparency in mail movement

• Measured as follows– Percentage of articles, having the prescribed minimum scans

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Full Scan ComplaincePrescribed Minimum Scans

For TD Articles

Booking scan at Booking CentreBag Dispatch scan at Booking Centre

Bag receiving scan at MPCBag opening scan at MPCBag closing scan at MPCBag dispatch scan at MPC

Bag receiving scan at delivery POFinal delivery scan at delivery office

MPC : Mail Processing Centre (i.e. NSH/ICH/CRC/PH)

For NTD Articles

Booking scan at Booking CentreBag Dispatch scan at Booking Centre

Bag receiving scan at Source MPC Bag opening scan at Source MPCBag closing scan at Source MPCBag dispatch scan at Source MPC

Bag receiving scan at Destination MPCBag opening scan at Destination MPCBag closing scan at Destination MPCBag dispatch scan at Destination MPC

Bag receiving scan at delivery POFinal delivery scan at delivery office

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Inbound Operation Performance

Inbound Operation Performance

– Percentage of articles delivered on the next day (not only physical delivery, updation of delivery information is also to be ensured), out of the articles received during the cut off period in mail processing centre

– Poor Inbound Operation Performance may occur due to• Poor connectivity between Mail Office and Delivery Office• Poor Delivery performance• Non disposal of articles received before cut off time on the

same day i.e. transfer of mails

• Better Performance makes quality of service to best

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Inbound Operation Performance

• Measured as follows– Say 100 articles are received during the cut

off period i.e. 0300 Hrs (21.07.2014) to 0300 Hrs (22.07.2014) on the next day

– Say, out of 100 articles, 75 have been delivered on the next possible delivery round i.e. on 22.07.2014 and delivery information is updated, then performance is 75%.

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% of TD articles without delivery scanEven after expiry of 5 days from booking

– Percentage of TD articles, which have not been delivered and information not updated , even after 5 days from the date of booking

– This KPI ensures delivery of TD articles within 5 days

– More percentage may be because of,• Poor mail arrangement between Mail Office and Delivery

offices• Missending/Missorting of Articles• Poor delivery performance of delivery office• Unsuccessful communication of data to central server

• Less percentage ensures good quality of service

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Other Miscellaneous - KPI

Missing Pincode– Percentage of articles booked in the booking centers without

pincode– To ensure usage of correct pincode for easy sorting and quick

transmissionDuplicate Bag Barcode Labels

– Percentage of improper bag barcode labels used by the handling offices

Duplicate Barcodes– Percentage of usage of duplicate barcodes at the booking

centre– Usage of duplicate barcodes creates confused track

information

• Zero percentage ensures good quality of service

Speed Post Performance Tools

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• Activity : • Trainees to log into the MIS site and

familiarise themselves with various MIS available– Username- – Password-

Registered Mails & Parcels (Express Parcel, Business

Parcel & Regd. Parcel)

Performance Tool

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Activity

• Trainees to log into the MIS site and check the various MIS available

• URL is http://mnopdashboard.cept.gov.in/speedpostkpi

• Username: ptcmysore• Password: ptcmys123*

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Activity

• Trainees to log into the Rnet MIS site and check the various MIS available

• URL is http://mnopdashboard.cept.gov.in/regdkpi/Account/login.aspx

• Username: ptcmysore• Password: ptcmysore12345*

Performance Review by Directorate

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KPIs – Ways to improve

• Track & Trace few SPAs / RLs every day–Analyze the article movement – If delay, locate point of delay

• See the Bag Tracking Reports–Analyze the bag movement – If delay, locate point of delay–Review mail arrangement– Take up the matter with destination hubs

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KPIs – Ways to improve

• Book the articles with correct pincode• Avoid missorting• Avoid wrong bagging• Avoid wrong despatch• Perform standard process in Speednet / R-Net /

Parcel Net• Ensure successful Speednet / RNet

communication• Avoid set to set / day to day transfer of mails• Get raw data from CEPT, Mysore and analyze data

for improvement.

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Trainees activities

• Trainees to browse the KPI website