Rectification of difference in receipts and payments data in eLekha in Post Offices

17.17/403 to 60

PA/Accounts/Review/2024-25(Part-I)

Government of India Ministry of Communications

Department of Posts

PA Wing, Dak Bhawan

New Delhi-110 001 (Email: pawing.book@indiapost.gov.in)

Dated/9/12/2024

To

All the CPMSG

Sub: Account Management of Post Offices - Rectification of differences in Receipts and Payments data in eLekha - reg

This is regarding the concerns raised on the discrepancies in Accounted figures between SAP and e-Lekha, which were discussed during a review meeting of Business Performance on 25.10.2024, chaired by the DGPS. A copy of the Minutes of the Meeting is enclosed for ready reference.

2. The action points at Circle level as mentioned in the MoM with reference to rectification of the differences between SAP and e-Lekha figures are reproduced below for ready reference.

Para 2 of MOM:

Para 3 of MOM:

Para 4 of MOM:

Concluding Para:

3. In this connection,

CPMG should call for a fortnightly meeting with all DDOS. GM(F) and Divisional Heads to reconcile the difference in time.

Action points to be taken at the level of DDOS and PAOS for timely reconciliation of differences in revenue/expenditure between eLekha and SAP. as mentioned in Annexure-A of the MOM

Circle should keep monitoring the revenue booked on eLekha and match with SAP figures. BI Tool and BPR figures are not considered as account/revenue monitoring tool.

The revenue figures of the Circle must be properly reflected on e-Lekha. Hene. all DDOS and PAO of the Circle to work in tandem and proper coordination to achieve the same..

reference is invited to the earlier communication PA/CSI/02/168/Vol II/2023-24 dated 21.02.2024 (Copy enclosed) and the references made therein for rectification of the differences between SAP and eLekha.

4. It is therefore requested to take further necessary action as per the MoM and ensure that that the steps (Annexure-A of MoM attached) to be carried out by the DDOS and the PAOS in your Circle, for monitoring and timely rectification of the differences between elekha and SAP by 6th of the following month.

5. For the differences for the months from April 2024 till December 2024, it is requested to ensure that the same steps as mentioned in Annexure-A of the MoM may be carried out by the DDOS as a one-time measure, and communicated to their PAO by 04.01.2025 for rectification in e-Lekha by the PAOS by 06.01.2025.

This issues with the approval of the Competent Authority

Signed by Shivani Sharma

Date: 19-12-2024 14:29:42

(Shivani Sharma) ADG(Accounts)

Copy for information and necessary action to:

(1) All the Heads of Postal Accounts Offices.

(2) The DDG (PO) / DDG (MO) / DDG(IR &GB) / DDG (FS &PBI) / DDG(Philately) GM(BD) /GM(Parcel) / GM(PLI-Q) with reference to para 2 of MoM of 25.10.2024

Minutes of the Meeting of business performance review of top 5 circles, held on 25.10.2024

A meeting under the chairmanship of Director General Postal Services Shri Sanjay Sharan was held on 25.10.2024 in Director General Conference room at Dak Bhawan, New Delhi to review the business performance of top 5 Circles- Maharashtra, Karnataka, Uttar Pradesh, Delhi and Tamilnadu during the current F.Y. 2024-25. The following officers attended the meeting: -

At the onset, all five circle heads were briefed about the shortfall in the revenue of Speed Post (Document), Registered Letter, Franchisee Scheme, Parcel, Business Development Directorate etc. DG (Posts) expressed his concern over poor achievement by circles and urged all circle heads for issuing specific target to all DDOS for matching the e-Lekha balance with SAP figures. Concerned Divisional Heads must monitor the revenue booked on e-Lekha every month. CPMG should call a fortnightly meeting with all DDOS, GM (F) and Divisional Heads to reconcile the difference in time. Reconciliation/monitoring of e-Lekha revenue should be made part of APAR.

(Action: - All Circle Heads)

3.CPMG, Delhi circle began the presentation before the chair. He said that even after proper running of T-codes F-02 & F-04, correct revenue is not being reflected on e- Lekha. The provision of running T-codes has been discontinued only in case of advance customers since July 2024. For better understanding, DG (Posts) immediately called the officers from PAF Division to understand and examine the issues being faced by the circles on running the T-codes for proper reflections of revenue under their heads of account. On direction of DG (Posts), PAF Dn shared the required action points to be taken at the level of DDOS and PAOS for timely rectification of differences in revenue/expenditure between e-Lekha and SAP (Copy of steps for proper monitoring is enclosed as Annexure-A).

(Action: - All Circle Heads)

4. It was reiterated by Member (O) that circles should keep monitoring the revenue booked on e-Lekha and match with SAP figures. BI Tool and BPR figures are not considered as accounting/revenue monitoring tool. CPMG, Delhi Circle assured that difference on e-Lekha would be sorted out by 15th November, 2024.

(Action: CPMG, Delhi Circle)

5. While reviewing the international business of Delhi Circle, DG (Posts) observed steep decline in the revenue compared to last financial year. Only revenue of Rs.43.60 crore has been booked on e-lekha till 2nd quarter i.e. till September, 2024 against total target of Rs.241.2 crore, CPMG, Delhi Circle explained that one major customer has been lost due to poor/non-response from US Postal Service. In this connection, the DG (Posts) directed CPMG, Delhi Circle to submit this issue with complete facts to the IR Dn, Postal Directorate. Further, CPMG, Delhi informed that few of the customers have become reluctant due to increase in tariff on foreign articles. Also, the issue of detention of articles at the Custom office end was raised.

Based on above, the DG(Posts) insisted that the detention period of articles by Customs should be minimized. Frequent coordination meeting should be held at head of office level or if required the concerned CPMG may escalate to the Member (Operations) for attending high level meeting.

(Action: DDG (IR) and All Circle Heads)

6.Few circle heads also informed even after getting clearance at booking circle, the bags/articles are again being put up for clearance before Custom's at Foreign Post Office Delhi. It was suggested by Member (O) that provision of direct bagging from sub foreign post office should be considered to avoid double Customs clearance. Tracking facility is not available for Registered foreign articles, which is a cause of concern, it needs to be taken up at appropriate level. In addition to this, it was also observed while discussion that due to non-transfer of officials at foreign post office, the performance is not getting better & several instances of involvement of officials in cases like drugs smuggling, gold trafficking etc. at foreign post offices, have been noticed which should be referred to the Directorate for reviewing the transfer policy in FPOS. Directorate has put stay on the decision on merger of PA, FPO with PACO which needs to be reviewed as suggested by the DG (Posts).

(Action: DDG (IR) & DDG(Est))

7. While reviewing the performance of Karnataka Circle, heavy decline was noticed particularly in Speedpost (-14%), Parcel (-26%) and BD products (-43%). DG (Posts) emphasized to increase the traffic of booking of all kind of mails and parcel products and also reiterated to reconcile the difference in e-Lekha revenue also. More Aadhaar centres should be made active. Fund utilization was also not found satisfactory. CPMG Karnataka circle assured to show to good progress in coming months. He also suggested that Directorate may considered for provisioning desktop/customized version of DARPAN 2.0 and suitable changes may be made to enable Franchisees to perform on CSI environment.

(Action: DDG(MO) & DDG (Tech))

8.CPMG Karnataka Circle assured the chair to utilized complete scheme fund positively as the procurement process has been initiated and Civil and electric work have been awarded.

(Action: - CPMG, Karnataka Circle)

9.The performance of Maharashtra Circle was reviewed and found that there is negative growth in revenue as well as traffic of domestic mails segment. In Parcel business, as per SAP data, there is growth in revenue in r/o Speed Post Parcel and Business Parcel however revenue has declined in r/o Registered Parcel by 77% compare to previous year due to misclassification of Regd. Letter revenue into Regd. Parcel revenue, during last financial year.

10. CPMG Maharashtra Circle raised his concern over RTN service at Nagpur and informed that a lot of consignment not meant for Nagpur is getting offloaded at Nagpur. There is avoidable handling and re-handling of the consignment at Nagpur. Long distance routes between metros may be introduced so that the need to un-necessary break the bulk at Nagpur is avoided. Member (0) suggested to review the RTN arrangement on this route.

(Action: - CGM, Parcel Dte)

11. CPMG Maharashtra Circle assured the chair to utilized complete scheme fund by 31.12.2024. (Action: - CPMG, Maharashtra Circle) Maharashtra Circle has generated Rs. 32 crore from Franchisee business till September 2024 and suggested following notable points for enhancement of Franchisee business:

12.

• At present bulk booking facility is not available in Meghdoot software. The software is operated in standalone system. New software which is known to be under development at CEPT need to design to be operable in Network.

• Separate barcode series for booking of Registered article is awaited.

•Separate GL Code and franchisee customer code may be provided for better accounting and monitoring the revenue from franchisee.

• Technological solution to book articles at multiple locations and generale franchisee commission bill centrally at nodal office may be considered. Corporate customer ID may be provided to Franchisee to ascertain seamless MIS.

MO Dn, Postal Dte will place above suggestions on record while reviewing the existing Franchisee Scheme

(Action: - DDG (MO))

13. It was also suggested by CPMG, Maharashtra Circle to incorporate additional weight slabs in Business Parcel Services. Customers use SP over BP for less than 1 kg weight, due to non availability of competitive rates in Business Parcel. By introducing additional weight slabs & revisiting existing rates, DoP can enhance its competitiveness in the BP Services market.

(Action:-CGM (Parcel Dte)

14. CPMG, Tamilnadu Circle made the presentation before Chair wherein following issues were specifically placed before the chair and requested the CEPT may look into the same and arrange for better delivery of services to both public and contractual customers:-

. About 30% of the articles received at Post Offices are for BOs. But due to Sync issues, data is not flowing correctly to the server leading to lack of

delivery information in the system.

Most often MIS reports of CEPT are not accessible.

• Raw data is available only in D-8 currently. For undelivered articles, this should be made available in D-1 for effective monitoring.

Further, it was also submitted to the Chair that a significant delays in connecting and handing over PO mails by the Airlines have been noticed, particularly by M/s Indigo Airlines which operates to more destinations. This results in increased transit time and customer dissatisfaction. Reports on delay by Airlines are sent to Directorate on monthly basis. This needs to be taken up at the highest level to ensure the service levels of the Department.

While reviewing, the DG Posts raised the concern that in Vellore and Arkanon Division of Tamilnadu Circle only 339 articles were booked in total of 30 Post Offices over a period of one year. This is alarming and Circle must have a monitoring mechanism in place to ensure that all Post Offices are doing optimal business at all times of the year.

Further, CPMG, Tamilnadu Circle highlighted the challenges being faced on the space constraint front by the Circle due to merger of processing hubs of Speed Post and Registered Post at one location. In this regard, it was informed by the Chair that all necessary action and coordination may be done by the Circle for timely and smooth implementation of the orders of the Directorate.

Apart from above, issues faced by the Circle in the Franchisee Scheme was also informed for which due cognizance was taken by the MO Division, Postal Directorate for resolution of the same.

(Action: GM, CEPT, DDG (MO) and CPMG, TN Circle)

15. At the end, the CPMG, UP Circle during his presentation, shared the following strategy to achieve the allotted target during the remaining portion of the current FY:-

• Key Account Manager has been nominated for each BNPL customers so as to proactively address any issues being faced by them from pick up to delivery of the article.

• 225 New BNPL. customers have been on-boarded by the Circle. They will contribute to the Circle in upcoming months.

⚫Targets were given to each BO to booked at least one SP article per day.

Monitoring mechanism for the same is put in place.

⚫ Postman of all major post offices has been given the target to bring at least 5 SP articles per day from their beat.

Noida Division was directed to improve its business capacity to strengthen itself as a major competitor for private courier services.

• Provisions in Head Post Offices/Sub Post Offices have been made to increase number of Aadhaar enrolment and updation transactions

Apart from the above, the HoC also intimated that many difficulties are being faced by the Franchisee in the Circle and accordingly, feedback on the same is placed on record, as per below:-

⚫ Payment Delays

Tracking and Monitoring

⚫ Brand Recognition

⚫ Unable to book parcels, etc.