TRANSIT MAIL OFFICE (TMO)

STANDARD QUESTIONS

Post Office extension counter: -

1. Whether any Post Office Extension Counter is functioning at TMO? If so, what
are the working hours of the counter?

2. Examine whether counter timings for accepting booking of articles are suitable
for the public and further processing and transmission of articles?

3. How many booking units are available and whether all the tools and
equipments are available in each booking unit?

4. In how many shifts the Post Office Extension Counters functioning?

5. Whether the booking counter is working in Point of Sale module of CSI or still
legacy software is in use?

6. Whether staff deployed at booking counter is fully conversant with POS CSI
application and reports thereof?

7. Check whether the Weighing Scale is in good condition and connected to POS
system?

8. Check whether the amount collected on booking of articles at counters attached

to TMO is sent daily to concerned account office (HRO/SRO/HO/SO) linked
with extension counter?

9. Whether any OSA/OPA is attached to booking counter, if yes, details of

OSA/OPA and business (Revenue and Traffic) brought by them and
commission paid in the last three months.

10. Whether any Bulk contractual/BNPL customer is attached with the booking
counter. Details of such Bulk/BNPL Customers with business provided by
them in the last three months.

11. Details of outstanding BNPL amount with the customers attached to the
Booking counter of TMO. Check whether BNPL dues are cleared by the
customer with in stipulated time limit.

12. Check whether the booked articles are directly fetched from the POS for
processing in the Hub?
13. Check whether proper account of bar code series allotted to the booking counter
and allotted to bulk contractual customer is properly maintained and checked
by the Supervisor.

14. Check whether Cash Abstract is being maintained by each shift of Post Office
Extension Counter? Whether Cash Abstract is checked and verified by the
supervisor concerned?

15. Check the daily average of articles booked and revenue earned? Check the
articles booked and revenue earned for random three-four days in a month since
last inspection at random and see whether the correct revenue has been
accounted for under the proper head of account.

16. Whether Supervisor concerned is randomly checking the articles booked with
pre-paid postage? Besides, check some articles booked on the day of visit

17. Randomly check correctness of postage charged on the articles booked on the
day of receipt.

18. Check whether details of pre-printed articles and bag barcodes are properly
maintained at the booking counter.

19. Is entry/exist point for MMS is same or different. Any suggestions in this

regard.

20. Is sufficient space available for movement of MMS vehicles?

21. Check the height of ramp of Mail Agency, whether it is convenient for mail

exchange. Any Suggestions???

22. Check some mail lists that whether the acquittance of the receiving official is

taken on mail list at the time each bag is received/dispatched.

23. How many Receipt Mail Agencies are available? Are speed post bags properly

examined immediately on receipt?

24. How many Dispatch Mail Agencies are functioning? Are speed post bags and

mail lists properly prepared for dispatch?

25. Are sufficient weighing scales available in mail agency area?

26. Does the mail agent understand the preparation and disposal of Air Mail Way

Bills?

27. Are air bags properly closed, sealed and weighed and are the weights correctly

noted on the Way Bill and Delivery Bill, as well as on the label of the bag?

28. Are the bags, when ready for dispatch, carefully examined before they are

forwarded?

29. Is acquaintance (with time) being taken from the Mail Guard/staff of MMS

Schedules while dispatch of bags?

30. Is Mail agent taking the acquittance (with time) from airlines staff, in case of

bags directly picked by airlines from TMO?

31. If the bags, when ready for dispatch, are not forwarded immediately, are such

bags kept in a place of safety and under proper custody?

32. Whether Receipt lists and Dispatch lists are in proper order and stitched

properly?

33. Whether Mail exchange area is covered under CCTV surveillance or not?

34. Whether the CCTVs are installed in accordance with SOP circulated by Mails

Division.

35. Whether the mail agent is conversant about IPVS functionalities pertaining to

receipt and dispatch of bags through IPVS

36. Whether bags are receipt and dispatched as per the prescribed schedules or not.

Please check the random dispatch of previous three days. Discrepancy, if any

noticed, should be recorded in IPVS.

37. Random check the bag closing and dispatch time of some selected bags (closed

on the day of visit and on previous randomly selected three days) and unusual

delay if any noticed should be recorded.

38. Whether Mail agent is conversant of feeding of online anomalies, if any, in

IPVS system?

39. Is supervisor regularly monitoring the set discrepancy report i.e. bag received

in one set and closed/opened in another set, closed in one set and dispatched in

another set, short receipt/dispatch of bags, daily abstract report and many other

reports of IPVS.?

40. Whether all Due Mail Sorting List (DMSL) is updated or not?

41. Whether bags are received as per prescribed schedule list available in IPVS or

not?

42. Random check previous two-three days’ receipts, whether received through

prescribed schedules or not?

43. Randomly check the TBs received and dispatched on the day of visit and

provide your observation.

44. Random check the sectional receipt and dispatch of previous two-three days

and giver your observation in this regard.

45. Is supervisor randomly checking the bags not received in accordance with the

expected schedules.

46. Is adequate space being available in the sections linked with the TMO?

47. Is set timings and staff arrangements is being made according to the expected

workload.

48. Whether all the IPVS reports which are available in IPVS module are being

utilized for monitoring and optimum utilization of resources.

49. Whether the supervisor is conversant of TMS module of CSI?

MISCELLANEOUS AND GENERAL: -

50. Set timings, sanctioned strength and working strength of the TMO

51. How many outsource staff is deployed in the hub? record the activities in for

which outsource staff is deployed?

52. All scanning activities are performed in CSI or not??

53. Bandwidth of NSP1 and NSP2 is sufficient for processing of mail volume being

handled in the TMO?

54. Availability of Router/Lan cabling etc is adequate or not?

55. All available hardware is adequate or not?

56. Is the set structure fixed as per inflow of mails?

57. Whether the accommodation provided for TMO is adequate?

58. How many computers, printers and UPS are supplied to TMO? Whether the

nodes supplied to TMO are commensurate with the speed post articles by

TMO? If not, suggest for optimization of the nodes.

59. Whether the capacity of UPS supplied to TMO is fixed as per requirements and

whether the UPS has the support of generator in case of power failure?

60. Whether Annual Maintenance Contract after the expiry of warranty period

exists for servicing of machines?

61. Is history sheet being maintained for each of the machines?

62. Whether the TMO has support of System Administrator and whether the

System Administrator is sufficiently trained and has good computer

background and knowledge of CSI?

63. Whether the staff arranged are trained to work in CSI Environment?

64. What is the average output of each Sorting Assistant of the set? Is the

deployment of staff being sufficient to handle expected workload?

65. Is any machine not working and if so, the period from which the machine is not

working? Investigate the reasons and take remedial action.

66. Shortage of Stationery/other items should be recorded.

67. Record your observations on: -?

a) Lay out plan of the TMO building.

b) Display of name board, statistical and other information.

c) Is the lighting arrangement in TMO adequate?

d) Whether any furniture requires repair and painting?

e) Whether non-repairable furniture and equipments are unnecessarily kept in

TMO?
f) General cleanliness and maintenance of the building including cleanliness

of bath/lavatory etc.

g) Error book is properly maintained or not