No.
UN-BN/AIPEU-Gr.-C/03–12/2015
Dated at
Bhubaneswar the 03.12.2015
To
The
Senior Superintendent of Post Offices
Bhubaneswar
Division, Bhubaneswar – 751 009
Sub:- Problems of PLI CPC, Bhubaneswar GPO
Sir,
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.
With
regards.
Yours faithfully,
Attached : As above
B Samal
Divisional Secretary
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.
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.
Requirements
1.
Thus
for smooth functioning of the PLI CPC, Bhubaneswar GPO, the following
establishment and equipments are
required.
|
Sl. No.
|
Particulars of
establishment / Equipment
|
Presently available
|
Additional requirement
|
Total
|
|
1
|
Supervisor
|
1
|
1
|
2
|
|
2
|
System administrator (
Exclusive for CPC)
|
0
|
1
|
1
|
|
3
|
P A
|
3
|
4
|
7
|
|
4
|
MTS
|
1
|
1
|
2
|
|
5
|
Computer
|
5
|
5
|
10
|
|
6
|
Scanner
|
1
|
1
|
2
|
|
7
|
Xerox Machine
|
0
|
1
|
1
|
2.
Further
considering the workload and responsibilities of various P As / Supervisor, an
approved MDW is barely required with equal distribution of work.
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.
B Samal
Divisional Secretary
AIPEU, Group-C
Bhubaneswar Division
It is a good step
ReplyDelete