No. Q-25/4/2025-PE-I-DOP Government of India
Ministry of Communications
Department of Posts (PE-I Section)
Dak Bhawan, Sansad Marg,
New Delhi - 110001
Dated 24-02-2025
To,
All Heads of Circles,
Subject: Issues arising during the Special Establishment review of Post Offices (Establishment and Income/Cost Review), being conducted through the Online Software/Portal developed by CEPT - reg.
Sir/Madam,
The Online Portal for review of Post Offices (Establishment and Income/Cost Review) was successfully launched on 03/02/2025 for data entry/verification/approval. However, some Circles are facing issues in data entry exercises
2 References from Maharashtra, Rajasthan and Tamil Nadu Circles have been received in this regard seeking clarifications with respect to the aforesaid exercises. The requisite clarifications are as follows:
| Rajasthan Circle Ref. No. EST/1- Review of POs/2024 dated | 13.02.2025 | |
| That data related to all scheme i.e RD/TD/MIS.,Data SCSS PPF, SSA etc other than SB are getting fetched automatically in Estt-5 option portal the time of filling data we take data of live account all schemes of SO/HO but on the portal only SB scheme showing live accounts of other schemes are not getting fetched so correct result of justified income not showing resulting wrong ratio of Cost income (too low) whereas actual income cost comparatively high | editing options nothave been enabled for onlPLI/FSI data also vide all letter dated 14.02.2025 | |
| That auto fetched data of Postal life insurance of premium collection (Renewal) counting cash generation and printing of receipt |mismatched with Me Camish data. ticket waslletter closed stating CBS/CSI data freezed as per directions, these data cannot be modified by verifying authority | data|Data editing option have of been enabled for is|PLI/FSI data also vide dated 14.02.2025 | |
| That auto fetched data of CIF modification merger(Data is not tallying with CBS data. ticket was closedbeen stating CBS/CSI data freezed as per directions these data cannot be modified by verifying(lett authority | editing option have enabled for PLI/FSI data also vide dated 14.02.2025 | |
| That there is no any option for data feeding where only one MTS/GDS does both delivery & work | The portal is designed office|separately for delivery and MTS work profile However the Divisions in such situation free to take further action as per the actual requirement | |
| That option for feeding data is not available portal regarding High Value withdrawal of Branch have Post Offices, AML/CFT alerts verification handling|PLI/FSI of web complaints passbook registerlletter maintenance error book maintenance IPPB Operations. PRS CSC POPSK Accounts & administrative work HO Est-2 | in Data editing options been enabled for data also vide dated 14.02.2025 | |
| i. That data regarding workload of ME PRI(P) ii System Manager iii Sorting Postman/Cash Overseer /Departmental Stamp Vendor | This due to non availability the norms for post ii. Requirement may be lassessed accordance with the guidelines issued vide this office letter No -25/14/2023 PE I-DOP (Pt). dated 12.10.2023 iii. Requirement may be assessed accordance with guidelines issued (copy enclosed) | |
| There is no any option available at online portal data feeding NDC | forNDC not covered in the current special review exercise the Establishment Review | |
| That to smooth delivery work many delivery|While postman beats are centralized with selected office without changing their actual sanction strength those cases please guide the data delivery will be feed which post office? | carrying out the post|Establishme Review edexercise the justified of strength the office will be arrived at Accordingly changes in the sanctioned strength may be made | |
| That not specified for distance from office to be taken i.e departmental office/branch Post office in office establishment data entry | which|Departmental Post Offices done as | |
| That it is also not clarified for population regarding NDTSO that which area/population wil be included per in office establishment data entry | Things may be prevailing practices as Establishmen Review not being carried out for the first time |
| Tamil Nadu Circle Ref No ESB/15-PO/2023 dated | 15.01.2025 | |
| No provision ente the data for Dak Sevak and MC Only MTS option is available | MP/Master Data Entry Module has been reopened | |
| Unable to modify the auto-fetched data by operator land informed that the auto fetched data is wrong | Data editing options have been enabled for PLI/FSI data also vide letter dated 14.02.2025 | |
| Report for monitoring the exact progress of entry | datal of the users may be shared with CEPT the prescribed format for assigning roles accordingly | |
| Pass book printing entry for operator auto-fetched(Data as which incorrect | editing options have been enabled for PLI/FSI data also vide letter dated 14.02.2025 | |
| Tallying PLI/RPL reports, Printing of Reports, Similarly the auto --fetched data is 0 in respect of Manual Cross Checking etc | Data editing options have been enabled for PLI/FSI data also vide letter dated 14.02.2025 | |
| In r/o packer establishment calculation the CO efficient for no delivery office is taken as 10% instead 15% | CEPT to check and make necessary changes the given line item, required (A copy the Group 'D' Establishment norms is attached) | |
| The time factor for exchange of mails shown asll 0.5 in portal instead of 10 | is configured correctly Entry | |
| In the user Data. the hierarchy of data entry verification and approving authority details was (employee ID mobile no email ID) by taking official/Officer who is presently working that post But deputed PAs/SPMs posted on //transfer who were assigned as Data Entry Users. are unable to login/change Password If logged in. the profile shows as previously worked /office/original office posting suggested to assign the role as entered User Data Module | Master Data fed Module has been the reopened | |
| (i) Non availability of options in Online portal to access the work load of accounts branch PRI and (ii) System Manager | This is due to non- (P) availability the norms for the post/branch (ii) Requirement of SM may be assessed in accordance with the guidelines issued vide this office letter No. Q 5/14/2023-PE-I-DOP (Pt) dated 12.10.2023 | |
| Verifier ID not enabled for offices under sub division case of SDH holding additional charge | The matter may be taken with CEPT | |
| in the data collection proforma created by CEPT in r/o EST-2 (Operative Establishment) separate IPVS for dispatch particulars was provided under the head Point of Sale (booking Counter) as well las Delivery and Postman Management System (DPMS Delivery Branch) Now the deployed portal IPVS available only DPMS Clarification sought whether NDSOs have to feed their dispatch data the IPVS connected details under DPMS | Dispatch data be fed IPVS | |
| Unable edit auto fetched data under the heading Postal Life Insurance & Savings Bank of EST-2 Since the data in r/o PL receipt download Tallying PLI/RPLI Reports Printing reports Manual crosslette checking, Cross Checking the premium which McCamish reports CIF modification by Operator Supervisor, Account Modification by Operator & Supervisor. Passbooks printing figures shows as Zero instead actual figures, editing required. | Data editing option have been enabled for LI/FSI data also vide dated 14.02.2025 | |
| While feeding the MTS establishment of SOs/HOs the sanctioned MTS establishment was entered Which includes Night Chowkidar & Transit Mai Peon Posts. The MTS establishment Data does not show any column to feed data r/o Night Chowkidar | Sanctioned Strength Night Chowkidar may be included in MTS entry|strength |
II SORTING POSTMEN
To be worked out on the basis of 450 articles per hour. All articles received for delivery, sorting, and the post box sorting should be taken in to account. The balance of work hours in the delivery branch according to the time test after deduction the work of delivery sorting will be added to the work hours of other branches of the office for estimating the clerical establishment to be employed in the office as a whole.
(No 28/100/67-PE- I dt. 19.7.1968)
The post of Sorting Postman is redesignated as Postman and both Sorting Postman and postman will have common generic designation of postman
Letter No. 25-20/2008-PE.I dated at Directorate New Delhi the 04.05.2011 and 12th July 2011.
III.MAIL OVERSEERS ESTABLISHMENT
Discretion of the Head of the Circle so as to ensure that each branch post office is visited at least once in 3 months.
(DG P & T No 28/38/62-PE dated 11.5.1982)
IV. STANDARDS FOR CREATION OF POSTS OF CASH OVERSEERS
Cash Overseers in a Division may be worked out on the basis of following information:
1. Particulars of mail lines in a Division which are unable to meet the requirement of offices served by them through normal remittances.
2. Average amount of liabilities that the offices in these lines have to meet each month.
3. Total amount that can be remitted to them through normal means of remittances.
4. Amount that can be remitted through the Overseers during the course of their normal visits to offices in their beats.
5. Additional funds required by these offices through special remittances in a month.
6. No of days required for making such remittances (divide item 5 by the total remittances that can be conveyed by each Overseer in each trip and add the number of days required in travelling).
7. No of cash overseers justified (divided item 6 by 25). It may be that in the case of some offices payment of money orders is heavy during certain periods or seasons. In such cases, the Divisional Superintendent can be permitted to employ additional cash overseers temporarily for the required period.
8. The walking per day by cash/mail overseers should depend upon the conditions to terrain and should not normally exceed 24 km (15 miles).
(DG P & T letter No C-13-29/55 dated 10.12.1956 and No 28/90/62-PE dated 5.1.1965)
V. NORMS FOR SANCTION OF POSTS OF CASH OVERSEERS
All the cash offices (Head office or sub office) will maintain log book for one month and submit statements in the proforma to the Divisional Superintendents. The log book should be maintained and proforma reports sent for a month except the month(s) when seasonal rush is there (e.g. pre- puja/puja month) and seasonal posts of cash overseers re sanctioned. The Divisional Superintendents will cause verification of the statements and log book maintained and assess the work hours. In parts I, II of Statements B, the cash cleared from conveyed to the town offices by the Sorting Postman/Head Postman /Overseers postmen should not be included. The cash. conveyed with police or other escorts should be taken as one trip irrespective of the amount involved.
The work hours should be calculated on the following basis:
On foot: 12 min. per km 116
By bus/launch: 3.75 min. per km (including idle wait for getting the same) By train: 1.50 min. per km
Exchange of cash each trip (up & down) 60 min. After calculating the work hours for each group (Stt A, Stt E Part I & II) separately, the total work hours should be calculated by adding the work hours of all the groups and the total work hours arrived at in minutes should be divided by 450 x 25 to arrive at the justified posts of Cash Overseers. The existing number of Cash overseers should then be deducted from the number of justified posts of Cash Overseers and net additional justification arrived at. The justification of below 5 will be ignored.
(PMG West Bengal Circle Calcutta No EST/A/Z-69/Rlgs/79 dt 19.12.1981)
Note:Cash overseers when sanctioned will get the cash allowance @ Rs 30/- P.M (DG No 8-33/79-8AP dt 7-1-93)
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