As discussed in the CWC Meeting held on
15.07.2017 at Belgaum a Committee was formed by the Association to frame
draft inspection Questionnaire. Accordingly, the following
officers have met in Mangalore on 29.07.2017 and had a detailed
discussions.
[e] Sri Dayananda Devadiga, IP, Mangalore.
[f] Sri Shrinath NB, ASP, Udupi South Sub Division, Udupi.
[g] Sri Rajesh, SA, Puttur [DK] Division.
Please go through it and any suggestions/comments please send in detail to email ipaspkarnataka@gmail.com or directly to Sri Shrinath N B ASP Udupi South Sub Division Udupi...
Questionnaire for inspection of Branch Post Office:
I. Introductory:
i. Date of present inspection, name and designation of the inspecting
officer.
ii. Date of last annual inspection, name and designation of the
inspecting officer.
iii. Date of second inspection if any carried out, name and designation
of the officer who carried out second inspection.
iv. Dates of visits by the Vigilance Squad or any other
Inspecting/Executive of the Department since DLI.
v. Dates of visits by the Sub Divisional Head/Divisional Head and name
of the officer.
vi. Dates of visits and name of the Mail Overseer since the date of last
inspection.
vii. Name of the Branch Postmaster, his date of birth, date of
engagement, name of the GDSMD/GDSMD/MC, GDSMC, his date of birth, date of
engagement with an instruction to HO to confirm the currency of security
furnished by them.
viii. Working hours of the BO, whether present working hours are
convenient and whether any revision is required. The hours of receipt of mail,
delivery, letter box clearance and dispatch.
Whether any revisions are required.
ix. The authorized balances of cash, postage stamps, revenue stamps and
whether it is adequate or whether any upward or downward revision is
required. If so, the statistics of last
three months must be submitted to Divisional Office.
x. The present arrangements for conveyance of mails between Branch
Office and Account office and whether it is working fine or any revision is
required. The distance between BO and AO and whether any changes are required
in the accounts jurisdiction.
xi. Location of the Branch
office, whether is centrally located.
xii. The condition of the building in which branch office is
functioning, whether the electricity connection is available for Rural ICT or
whether solar panels are provided.
xiii. The availability of network in the BO and networking functioning
of Rural ICT device.
xiv. The locations where the letter boxes are planted, its present
condition, punctuality of clearance, date of last painting, results of test
cards if any posted in the letter boxes, whether the clearance hours are
painted on the letter boxes, whether the painting is done as per Project Arrow
norms, whether the logo painted on the LB is properly depicted. Whether the
articles posted up to cut off hours are included in the day’s dispatch.
xv. The delivery jurisdiction of BO, areas served, whether there is any
change since the date of last inspection, whether any changes are proposed in
the present inspection.
xvi. Name of the Gram Panchayath/Police Station in the jurisdiction of
which Branch Office is functioning.
xvii. The population of the village as per the last census report and
name of the girl child below ten years.
xviii. Number of households eligible in the village for Rural PLI/PLI
and percentage of coverage already done and pending.
xix. Number of eligible persons for PMSBY/PMJJY and APY in the village
and percentage of coverage already done and pending.
xx. The average percentage of population in the village who are covered
by Post Office Savings Scheme already and pending.
xxi. The number of schools, colleges in the village and number of
students studying in those schools and colleges on an average.
xxii. Major Corporate institutions, business sector enterprises
functioning in the delivery jurisdiction of BO and types of postal services
utilized by them.
xxiii. The handicraft industries if any in BO jurisdiction.
xxiv. Whether the BO village is specially known for any activities of
social importance.
xxv. Whether BO is indentified for Sampoorna Bachath Gram, Sampoorna
Bima Gram, Sampoorna Sukanya Samruddi Gram etc., and level of progress already
made and if not yet identified whether it can be suggested for identifying.
II. Accounts/Mails:
i. Verify cash and stamps with reference to the last acknowledged
closing balance and after taking into account all the transactions/remittances
received/remittance made by adding to/deducting from the last acknowledged
balance. Note the same on BO account and
obtain the signature of BPM below the same. Verify the stamp balance available
with Mail Deliverer. Whether the
acquittance is obtained from the GDSMD by the Branch Postmaster.
ii. Check the balance of BO Account for one day bi-monthly with
reference to the connected records and note the results of verification.
Whether there are any instances of retention of excess cash without valid
reasons, whether there is any delay in clearance of liabilities, whether the
system of remittances prevailing between BO and AO is an ideal one. The observations to be noted in the
Inspection Report with specific suggestions if any.
iii. Check the MS 87 [a], SB 26,
SB 28, PLI 12, LI 37, Eng 9, RP 51 and integrated Speed Post booking journal
since the date of last inspection and note same in inspection report. Check the credits in respect of SB 26, PLI 12, LI 37, MS 87 [a] and Eng 9
with reference to the concerned journals and note the details of receipts
checked and the unused receipts. Pass
the remarks on the last verified result and last unused receipt. Whether BPM is
issuing SB 28 receipt whenever the pass books are collected from the depositors
for sending to Account Office and whether he is collecting the same with
signature/date of delivery details after returning of pass book. Whether BPM is obtaining the signature of the
depositors on the reverse of SB 26 after delivery of pass books in respect of
new Accounts.
iv. Check the credits in respect of VPL/COD since the date of last
inspection for at least one article in each quarter.
v. Examine the content of BO bag and mention the same in the inspection
report. Carry out an analytical review
of the articles received for delivery with the details of transit availed.
vi. Check the deposit articles in BO and check the reasons for non delivery. Test check the remarks furnished on the
articles by telephonically contacting a few addressees and if any wrong remarks
are noticed, record the statement of the mail deliverer. Review the delivery
performance level of the mail deliverer and note the same in the inspection
report. Whether proper records pertaining to delivery such as RP 1 are kept on
record.
vii. Checked the totals of SB/RD/TD/SSA/RPLI/TRC/Electricity Bill
collections or any other receipts/payments in the BO for one day in each quarter
and verify the correct incorporation of the same in BO Account [however, in
Rural ICT environment this is not required since the transactions will be
automatically uploaded].
viii. Check the BO Accounts, BO slips, BO Journals for one day in each quarter
and check the correctness with reference to concerned journals.
ix. Check the undelivered pass
books if any in BO, ascertain the reasons for the same and take actions for
immediate delivery of the same to the depositors and if they are not available
in station, the said pass books must be sent to AO for further submission to
SBCO for safe custody.
x. Check 5 pass books each in the category of SB/RD/TD/SSA category and
note the DLT/BAT. If the required number
of pass books could not be verified, then issue SB 46 notices.
xi. Check 5 Rural PLI and 5 PLI PRBs [if BO is accepting premium in PLI]
with reference to the journals and note the same in IR.
xii. Whether BPM is aware of the facilities of claiming commission on SB
net accretion, BPM TD commission, incentive for Speed Post booking, Incentive
for Speed Post delivery by GDSMD etc.,
and whether he is claiming the same. If not, guide them.
xiii. Whether the SB/SSA Pass books are being sent for adding of
interest and its present position. Also note an instruction to Account Office
to send the list of SB Pass Books not received for adding of interest as
required by PO SB Manual Volume I.
xiv. Verify two discontinued RD Accounts with reference to the list
received from Account office and note the same in Inspection Report. If the
list is not received from AO, note the same in IR with an instruction to AO to
send the same to Sub Divisional office.
xv. Check the following records and note the observations
|
A]
|
Postman
Book
|
Whether it
is maintained systematically and whether bPM is checking the same daily.
|
|
B]
|
Book of
Postmarks
|
Whether
impressions are clear.
|
|
C]
|
Stock
Register
|
Whether it
is maintained properly, whether all the invoices since the date of last
inspection are incorporated and note the last received invoice.
|
|
D]
|
Specimen
Signature Books
|
Whether it
is maintained systematically for SB/RD/TD/SSA and whether the BPM is noting
the CIF number in respect of each Account and whether the closed accounts are
being rounded off
|
|
E]
|
Complaint
and Suggestion Book
|
Whether
there are any entries pending for action.
If so, take immediate action for the redressing the same.
|
|
F]
|
Beat Map
|
Whether it
is prominently exhibited in BO. If
not, get it done by guiding the BPM and Mail Deliverer.
|
|
G]
|
Error Book
|
Whether is
maintained and details of the further developments in respect of each error
noted in it.
|
xvi. Take action for weeding out of old
records and destruction of time barred MS 87 [a], SB 26, SB 28 receipts and
note the same in inspection report.
xvii. Find out the number of social
security beneficiaries in the delivery jurisdiction of BO and whether the cent
percent SB/Aadhar linking is completed in respect of the same.
xviii. Whether BPM is having
sufficient number of forms for obtaining consent letter from the walk in SB
depositors for linking their Accounts with Aadhar.
xix. Whether all the TD depositors of
BO are having SB Accounts in BO.
III. Business Performance:
[i]
Note the targets allotted to BO in Rural PLI/PLI/Savings
Bank/PMSBY/PMJJY/Live Accounts in the last financial year and in the current
financial year and percentage of achievement made. Also conduct a meeting with
BO staff and guide them in achieving the targets.
[ii] Whether the BPM and other GDS of
the BO are having thorough knowledge of various rulings on SB/RD/TD/RPLI/PLI
/SSA/eMO etc. and whether they are aware of latest interest rates, bonus rates
etc. Whether they are capable of calculating the expected maturity values of
Time Deposit/RD /RPLI and PLI and guide the prospective
investors/proponents. Whether the latest
rates of interest on savings scheme are prominently displayed in BO.
[iii] Meet the PDO/President of Gram
Panchayath and have a discussion with them in creating an awareness among the
villagers to avail all the facilities and services available in branch office.
[iv] Find out the area of business
development in which BO is lagging behind and find remedial measures for them
and suggest the same in the inspection report.
[v] Whether BPM or GDSMD of the BO is
regularly participating in the Gram Sabhas of Gram Panchayath.
[vi] Whether the Mail Deliverer/GDSMC
are giving effective pickup for Speed Post/Registered Post etc., and giving
courteous services to the public.
[vii] Whether the sufficient quantity
of PLI/RPLI Proposal forms, new Account opening forms, pamphlets etc., are available
in BO and whether BPM is distributing the pamphlets among the walk in
customers.
[viii] Whether BPM and Mail Deliverer
are maintaining telephone numbers of all the customers of Branch Office and
telephone numbers of all organisation/institutions/business firms in the BO
jurisdiction. If not, guide them to
maintain the same.
[ix] Note the present cost and income
position of the BO as per the establishment conducted in a recent date.
IV. Ambience/Swath Bharath:
[i] Whether the BO is kept neat and clean
in the spirit of various instructions issued under Swatch Bharath.
[ii] Whether the BPM is making proper
use of infrastructure supplied to BOs and neatness is maintained in record
maintenance.
[iii] Whether the Citizens Charter,
Working Hours of Board, list of services available in BO, Postal tariff list,
contact telephone numbers of BPM/GDSMD, Important telephone numbers of the
village etc., Telephone number of the Administrative offices etc., are
prominently displayed in BO.
[iv] Whether the information to the
public about Post Info App and tracking facilities for accountable articles,
Website address of the Department and Toll Free Number [1924] are prominently
exhibited.
V. Rural ICT: On implementation of
Rural ICT following additional questions are to be framed.
[a] Whether the security arrangement
for Rural ICT device is satisfactory.
[b] The issues if any on network
connectivity.
[c] Whether power supply is proper in
BO.
[c] Whether BPM is conversant in
using the hand holding device.
[d] Whether the credits for selected
dates are properly uploaded and incorporated in Departmental accounts.
[e]
Generate the lists of balances in respect of 5 Accounts in SB/RD/TD/SSA
by logging in the Sub Divisional ID and check the correctness of the same in
the BO by contacting the depositors during inspection. If the depositors are not available, get
confirmed the same by telephonically contacting them.
VI. OLIC/NREG/KYC Norms: The questionnaire
already circulated by the Department is to be followed.
VII. Conclusion: Carry out an analytical
review of the overall performance of BO under the following para metres and
note the concluding para whether the result of the inspection is satisfactory
or not.
|
SL No
|
Description of duty
|
Allotted Points
|
|
1
|
Performance in BD/RPLI/PLI/Savings Bank/PMJJY/PMSBY/APY.
|
35
|
|
2
|
Operations including implementation of technology in Rural ICT
|
35
|
|
3
|
Record management and cleanliness of the office
|
10
|
|
4
|
Discipline and conduct
|
10
|
|
5
|
Customer Service
|
10
|
|
|
Total
|
100
|
Send the copy of Inspection Report to
Branch Postmaster with an instruction to send the compliance report on all
action oriented paras to Divisional Office within 15 days. Send two copies of the Inspection Report to
Divisional Office along with work and conduct report of the Branch Postmaster
and GDS MD/GDSMD/MC subject to observations made during the inspection.
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