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OA 4

From: Mails Section, TN Circle <[email protected]>

Sent: 03 October 2022 14:40
To: BD and Marketing Section, TN Circle
Subject: FW: Rationalization of type of bags for Speed Post Parcel, Business Parcel, and
Registered Parcels.
Attachments: Instructions for Common Bag closing_00007.pdf; Annexure.pdf; Annexure-I.pdf

सहायक पो मा र जनरल (मे इ )

Asst. Postmaster General (Mails)
मु पो मा र जनरल कायालय
O/o Chief Postmaster General
तिमलनाडु प रमंडल/Tamilnadu Circle
चे ई/Chennai – 600002

From: Parcel Directorate, New Delhi [mailto:[email protected]]

Sent: October 03, 2022 2:38 PM
To: CPMG Chattisgarh Circle; CPMG Assam Circle; CPMG Tamilnadu Circle; CPMG Rajasthan Circle; CPMG Karnataka
Circle; CPMG Kerala Circle; CPMG Orissa Circle; CPMG Telangana Circle; CPMG Bihar Circle; CPMG Madhya Pradesh Circle;
CPMG Uttarakhand Circle; CPMG West Bengal Circle; CPMG Punjab Circle; CPMG Andhra Pradesh Circle; CPMG Gujarat;
CPMG Haryana Circle; CPMG Jammu And Kashmir Circle; CPMG Delhi Circle; CPMG Jharkhand; CPMG Maharashtra Circle;
CPMG Uttar Pradesh Circle; CPMG Himachal Pradesh Circle; CPMG North East Circle; Postmaster General Behrampur
Region; Postmaster General Sambalpur Region; Postmaster General Goa Region; Postmaster General Rajkot Region;
Postmaster General, Ahmedabad; Postmaster General Madurai Region; Postmaster General Bd, Tech And Mktg, Chennai;
[email protected]; Postmaster General Operations, New Delhi; Postmaster General Bd, Tech
And Mktg, New Delhi; Postmaster, General Varanasi Region; Postmaster General Ajmer Sr Region; Postmaster General,
Lucknow Hq Region; POSTMASTER GENERAL, JAMMU REGION; Postmaster General Kolkata City Region;
[email protected]; [email protected]; Postmaster General Jodhpur Wr Region;
Postmaster General Coimbatore Region; [email protected]; Postmaster General SK Region, Bangalore;
[email protected]; Postmaster General Allahabad Region; Postmaster Gen eral Kanpur Region; POSTMASTER
GENERAL, SIKKIM REGION; PMG NK Region, Dharward; Postmaster General Aurangabad Region; Postmaster General,
Bhagalpur Region; Postmaster General Mm Region Chennai; Postmaster General Tiruchirappalli Region; Postmaster
General Nb And Sikkim Region, Siliguri; Postmaster General Kurnool Region; [email protected];
[email protected]; Postmaster General Calicut Region; Postmaster General Mumbai Region; Postmaster
General, Gurgaon Region; Postmaster General, Bangalore Region; Postmaster General Bareilly Region; Postmaster
General Mm Region Kolkata; Postmaster General Vijayawada Region; Postmaster General Pune Region; Postmaster
General Vadodara Region; Postmaster General, Navi Mumbai Region; Postmaster General Hyderabad; Postmaster General
Nagpur Region; Postmaster General Punjab West Region; Postmaster General Agra Region; Postmaster General
Muzaffarpur Region; Postmaster General Sb Region, Kolkata; PMG Mails and BD , Ranchi; Postmaster General Cochin
Region; Postmaster General Gorakhpur Region; Postmaster General Jabalpur Region, Madhya P radesh; Postmaster
General Indore Region
Cc: [email protected]; Mails Section JandK Circle; Mails Section, MP Circle; Mails Section, TN Circle; Mails
Section, Punjab Circle; [email protected]; Mails Section, Karnataka Circle; Mails Section, Bihar Circle;
[email protected]; [email protected]; RMS JK Division, Jammu; CEPT Ipvs Team; Mohandoss K; Pavan Kumar;
Mails Section, AP Circle; [email protected]; [email protected]; [email protected];
[email protected]; Admodl.Dop; [email protected]; [email protected]; [email protected];
[email protected]; [email protected]; [email protected]; [email protected];
[email protected]; Admailodi; [email protected]; Mails Section, UP Circle;
[email protected]; [email protected]; [email protected]; [email protected]; DDG Mail
1
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Business; Member Operations
Subject: Rationalization of type of bags for Speed Post Parcel, Business Parcel, and Registered Parcels.

Respected Ma'am/Sir,

Please find the attached letter no. 27-27/2021-PD dated 03.10.2022 regarding
rationalization of types of bags for Speed Post Parcel, Business Parcel, and Registered Parcel.

2. In this regard, provision for closing of all types of Speed Post Parcel, Business Parcel, Registered
Parcel, and Registered Packets in one Bag i.e. "Parcel" has been made and will be available in the
system w.e.f. 07.10.2022. All are requested to ensure compliance of attached instructions.

For any query please contact Parcel Directorate on [email protected] or

[email protected]

Thanks & regards,

Parcel Directorate
Malcha Marg PO Complex
New Delhi-110021
Ph- 011-26111180

2
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Annexure-I

Process flow for Common bagging of Parcels

Requirement:

(i) Circle is required to identify the L1 Parcel Hubs, where Speed Post Parcels are
transmitted by Air. Speed Post Parcels meant for remaining L1 Parcel Hubs will be
sent in the Surface Parcel bag along with other types of Parcels.

(ii) Separate Station consisting of identified locations for Air transmission of Speed
Post Parcel is/are required to be designed.

(iii) Separate trolley(s) meant for Air station(s) is required to be placed at Bag Opening
Table for primary Sort.

(iv) Separate Primary station may be created in large facility to segregate the Speed
Post Parcels as per their Secondary Sort stations (Air stations) concerned.

Step wise process

(1) Bag Receipt:

(i) Bring roller containers containing Parcel bags (Air and surface) from pre-sort
staging area to Bag Opening table as per the sorting sequence/ wave.

(ii) The roller container containing insured bags should be taken to bag opening table
only when the bag opening for all the bags in the other roller containers in the pre-sort
staging area is completed. Further, these roller containers should be taken to bag
opening table strictly under the supervision of the supervisor

(iii) Pick one bag at a time from the roller container and place it on the bag opening
table.

(iv) In case, any insured bag is identified mixed with other bags at the bag opening
table, inform the supervisor and transfer the insured bag into the designated insured
bag roller container in the pre-sort staging area strictly under the supervision of the
supervisor. Else, if the roller container contains only the insured bags to be opened
after bags in all the other roller containers in the pre-sort staging area are already
opened, then continue the process of bag opening as per the activity flow.

(2) Bag Opening, Parcel receipt & Primary Sort:

Opening scan will be captured of the bag and bag will be opened physically and each
Parcel will be scanned at the bag opening and will be sorted with the help of System
Assisted Sorting, an additional trolley will be kept for segregating the Speed Post
Parcels which are to be transmitted by Air, these locations are required to be identified
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and a separate sorting station will be set up at Secondary sort station for closing of
these Speed Post Parcels in Air Parcel Bag. It is required to ensure that the Parcels
are sorted by using the assistance from System i.e., Article Type and Secondary Sort
Station etc.

(a) All types of parcels (including Speed Post Parcels which are to be transmitted by
Surface) will be sorted in the common bag trolley exactingly placed in the facility.

(b) Speed Post Parcels which are to be transmitted by air will be segregated in the
package trolley meant for Air destinations.

(3) Sorting at Secondary Sort Station:

At Secondary Sort Parcels will be sorted by using the System Assisted Sorting as per
the type of the Parcel and the bin number of destination concerned under the option
“Add article(s) to bag;”

There will be two types of stations-

(a) Surface Parcel Stations- Sorting as per existing arrangement for all destinations
will be done in this station for Registered Parcel, Business Parcel, and RPs. Speed
Post Parcels for destinations which are to be transmitted through surface will also be
included in this station and will be bagged along with the other types of Parcels.

(b) Air Parcel Station- Sorting of Speed Post Parcels for destinations which are to be
transmitted through Air will only be included in this station and will be bagged
separately in the Air Parcel Bag.

(4) Closing of Bags:

Closing of bags will take place at both the stations i.e., Surface Parcel stations and Air
Parcel Stations;

(a) Surface bag Station: There will be 2 types of Parcel Bags will be closed:

(i) Surface Parcel Bag (Excluding Speed Post Parcel)- The bag will be closed for
those locations which are also identified under Air Parcel Station. This bag shall
comprise Business Parcel, Registered Parcel, and Registered Packets. At the bag
closing option, operator will select the Parcel under Bag type field and the destination
in the “destination” field and further select the all types of parcels except Speed Post
Parcel in the “Article Type” and will click on Filter button. Subsequently, operator will
choose the mode of transmission i.e., Surface and this will facilitate selection of all
parcels other than Speed Post Parcels. Moreover, 2 (two) options are available for
closing of bags i.e., either generating bag label (whereby an electronic bag label will
be generated and can be printed) or close & print manifest (whereby a preprinted bag
label’s barcode is required to be scanned for closing) by entering bag weight. Blue
Color bag label has been designated for closing of Parcel Bag transmitted by surface.

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(ii) Surface Parcel Bag (Including Speed Post Parcel)- This bag will be closed for
destinations identified for solely transmission through surface. This bag will be known
as Common Parcel Bag, it shall comprise all types of Parcels i.e. Speed Post Parcel,
Business Parcel, Registered Parcel, and Registered Packet. All types of Parcels
(including Speed Post Parcels) will be reflected for closing in the bag. Moreover, 2
(two) options are available for closing of bags i.e., either generating bag label (whereby
an electronic bag label will be generated and can be printed) or close & print manifest
(whereby a preprinted bag label’s barcode is required to be scanned for closing) by
entering bag weight. Blue Color bag label has been designated for closing of Parcel
Bag transmitted by surface.

(b) Air Bag Stations

(i) Air Parcel Bag (including Speed Post Parcel only): This bag will be closed for
those locations which are identified for transmission by Air. This bag shall only
comprise Speed Post Parcels. At bag closing option, operator will select the Parcel
under Bag type field and the destination in the “destination” field and further select the
Speed Post Parcel under the “Article Type” Field and will click on Filter button. This
will ensure that only Speed Post Parcels are included in the bag. Moreover, 2 (two)
options are available for closing of bags i.e., either generating bag label (whereby an
electronic bag label will be generated and can be printed) or close & print manifest
(whereby a preprinted bag label’s barcode is required to be scanned for closing) by
entering bag weight. Yellow Color bag label has been designated for closing Parcel
Bag transmitted by Air.

(5) Dispatch of Bags:

After closing of Parcel Bags, these bags will be taken to Post Sort Staging area and
will further be dispatched as per their dispatch schedule available.

*********

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Standard Operating
Procedure
For
Facility Profiling,
DWS Transactions &
Common bag closing
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Standard Operating Procedure – Facility Profiling and DWS

Standard Operating Procedure for Facility Profiling

Facility Profiling is used to maintain the master data and pin ranges for DWS/PNOP
machines sorting. These pin ranges data will be uploaded into DWS/PNOP machines and
according to these pin ranges, Workstations & bins will be allocated to articles while scanning

This can be done by following below said procedure:

1. Facility Profiling Master Data Maintenance – To mark facility ID as “DWS” / “PNOP”.

2. Facility Profiling Pincode Mapping - Mapping of facility ID for which bag to be closed.

Facility Profiling Master Data Maintenance

To get the System assisted sorting, first a Facility ID should be marked as “DWS” /
“PNOP”.

Menu: ZMOFP_MAS, ROLE: FAC_PROFILING. Preferably at Divisional Level.

a. DWS – Offices in which Dynamic Weighment System was implemented

b. PNOP – Offices in which Dynamic Weighment System not implemented but
require the System assistant sorting feature.

Type “ZMOFP_MAS”

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Standard Operating Procedure – Facility Profiling and DWS

DWS / PNOP: As per the preference selects “DWS” / “PNOP”.

Execute.

Message will be shown in the screen with type of Office.

Delete: This deletes only the Office name from DWS / PNOP mapping.

IPVS Team, [email protected]

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Standard Operating Procedure – Facility Profiling and DWS

Confirmation popup will be shown in the screen. Click on “Yes” to proceed.

Message will be shown after deletion.

Delete Facility Profiling

Delete Facility Profiling: First select “Delete” and select “Delete Facility Profiling. This deletes both
office Name mapping from “DWS” / “PNOP” and facility profiling already done.

Execute.
2. Facility Profiling Pincode Mapping –
After completing “Facility Profiling Master Data Maintenance”, this option is to be used.
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Standard Operating Procedure – Facility Profiling and DWS

This option is used to make the CSI system to understand the mapping of Pincode with
Destination office (ie. Offices to which this Facility ID is proposing to close the bag)

By using this option, Facility Profiling can be done for a particular facility ID and Set.

Menu: ZFAC_PROFILING, Role: FAC_PROFILING

Type ZFAC_PROFILING

Source Facility ID: Based on the user login credentials and role assignment, a user can
configure the facility ID eg. DO user with FAC_PROFILING role can do facility profiling for any office
under their control.

Bag Type: Configuration can be done for each Bag Type (Parcel / Speed Post / Registered /
Parcel), separately.

a. Excel Upload: Facility Profiling mapping can be uploaded from “Excel” in the prescribed
format.
b. Direct Upload: Facility Profiling mapping by single entry posting.
c. Display / Delete Data: To View / Delete already mapped data.
d. Display Single pincode: Gridview will display Destination office with Pincode, which can
be used to upload in DWS machine.

IPVS Team, [email protected]

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Standard Operating Procedure – Facility Profiling and DWS

Facility profiling need to be done for each SET separately. By this, each set can handle different
type of articles (Speed / RL / Parcel). If all sets are handling same type of articles for each Set, same
data must be uploaded.

a. Excel Upload

Prepare data in the format mentioned in the below said templates.

IPVS Team, [email protected]

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Select the file and Execute.

Message will display as “Data updated successfully.

b. Direct Upload

Select “Direct Upload”

Execute

Work station: From AA to ZZ.

Bin Number : From 0 to 99.

Destination Facility ID : Enter the Facility ID (Search option available).

Execute.

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Message will displayed “Data Updated successfully.

c. Display/Delete Data.

Select “Display/Delete Data.

Execute.

C. (i). Delete

Select the row which to be deleted.

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Standard Operating Procedure – Facility Profiling and DWS

Select Individual Row

Select all Rows.

Click on “Delete”.

d. Display Single Pincode:

Execute.

This will display Facility Profiling mapping for each pin code. This will help the field units to
upload the facility profiling in DWS system.

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Standard Operating Procedure – Facility Profiling and DWS

Dynamic Weighment System & System assistant sorting feature.

Procedure to use DWS feature in offices where it is implemented

Menu: ZMODWS, Role: IPVS Operator (YS: MOIPVS_OPERATOR).

Type “ZMODWS”

India Post visibility system for DWS has the following transactions.
1. Bag Receive – Receive the incoming bags for this the office.
2. Bag Open – Apart from the existing Bag Open option, workstation ID(Sorting Table)
and Destination office of the articles received will now be displayed against each
article/item.
3. Add Articles to Bag – New feature. When articles are received/scanned, it will show
the BIN (Pigeonhole) number and the Destination.
4. Bag Close – After selecting the Bag Type and Destination based on “Bag Open” and
“Add Articles to Bag”, all articles for that Bag type and Destination will be displayed.

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Standard Operating Procedure – Facility Profiling and DWS

a) Bag Receive

Select Bag Receive.

Select Destination Office and Enter Weight.

Click on Receive.

a) Bag Open

In this option, for each article number, the system will show the Workstation ID
and Destination office, based on the Facility Profile mapping.

Select Bag Open.

Scan the Received Bag number.

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Standard Operating Procedure – Facility Profiling and DWS

Scan Article number.

Destination office and workstation ID will be displayed.

There is an option available to update the article received without Pincode and to
modify the available Pincode against the article scanned.

Based on the article number, the Destination office and workstation ID will be
displayed.

To guide the user better, the status of the last scanned article will be shown in “Red”
colour. Also, this information will be available on the Right-side Grid View.

If the user fails to update the Pincode, the same will not be available in the DWS bag
handling. These should be handled through the existing Bag Closing.

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Standard Operating Procedure – Facility Profiling and DWS

Similarly, in "Legacy bag open", the Destination office and Workstation ID will be blank
if booking data is missing.

Update the Pin code for scanned article.

Destination office and Workstation ID will be displayed.

If the user fails to update the Pincode, the same will not be available in the DWS bag
handling. These should be handled through the existing Bag Closing.

b) Add Article(s) to Bag

This option helps to identify the article for which Bin and Destination it relates.

Note: Articles received without Pincode will not be available in this processing. It
should be handled in the existing Normal Closing Bag option.

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Standard Operating Procedure – Facility Profiling and DWS

Select Add Articles(s) to bag.

Scan Article numbers.

Destination office and Bin numbers are displayed for the Scanned article.

Sort the Articles to respective BIN.

c) Bag Close

When articles are sufficient to close a Bag. Users must select this option.

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Standard Operating Procedure – Facility Profiling and DWS

Click Bag Close.

Select Bag type.

Select Destination office.

Articles added to that destination office will be displayed.

Users must compare this information with physical articles. If any article is found left
out, use the “Add” option to add this article. Also, users have an option to “Delete” an article.

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Standard Operating Procedure – Facility Profiling and DWS

Article Type Filter:

Common bag has two colours of bag label- Orange and Blue. Orange will for Air
Connectivity (First Class mails -Speed Post Parcel and Registered Parcel Paid with Air
Surcharge) and Blue for surface connectivity (Second class mails- Business Parcel/Registered
Parcel/RPs ).Hence first class mails )Speed Post parcel , Register Parcel with Air Surcharges)
are filtered by second class mail in Article Filter option.

Click on Article Type.

Click on Filter.

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Standard Operating Procedure – Facility Profiling and DWS

Click on Multiple selection, if user want to select multiple article types.

Select Article types.

Click on Ok.

Click on Filter.

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Standard Operating Procedure – Facility Profiling and DWS

Scan the Bag number.

Scan the Bag number.

Enter Bag weight

Click Close and print manifest/close.

A Manifest will be generated based on the Bag Close.

System Generated Bag Barcode:

Enter Bag weight.

Select transport Mode (Either Surface or Air).

Click on Generate Barcode and close.

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Standard Operating Procedure – Facility Profiling and DWS

Manifest and Bag label will be generated based on the Bag Close.

Note:

1. The remaining India Post Visibility System transactions, Miscellaneous Transactions

and Reports holds good as defined in IPVS Transactions in the link:
https://utilities.cept.gov.in//CSI/CSI-SOP/IPVS_SOP.pdf .
2. Users have an option to shift from DWS transactions to normal IPVS based on their
need.
3. But transactions initiated in normal IPVS can’t be processed in DWS transactions

Modified on 28.09.2022
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