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Friday, November 3, 2017

Circle Union writes to the Chief PMG / CHQ on problems arising out of CSI roll out in Odisha Circle

No. P3NFPE – Odisha / 01 – 11 / 2017
Dated at Bhubaneswar the 2nd November, 2017
Dr. S K Kamila, IPoS
Chief Postmaster General, Odisha Circle
Bhubaneswar – 751 001

Sub: - Problems arising out of CSI rollout – Case of Odisha Circle

Respected Sir,
Inviting a kind reference to this Union’s letter No. P3NFPE – Odisha / 03 – 10 / 2017, dated 10.10.2017 (wrongly typed as 04.10.2017) sent through eMail on 10.10.2017, this is to intimate that experiencing the concern of our staff members of Cuttack City Division on CSI rollout and realizing the genuine issues confronted by them, this Circle Union conducted a Special Working Committee Meeting on 29.10.2017 here in Bhubaneswar.

We collected several information based on theoretical aspects from our Trainers and S As and real problems practically faced by our staff members now working under CSI environment and thus could be able to summarize the following additional operational issues    after CSI rollout apart from Training, Hardware  and Connectivity issues which have already been brought to your kind notice.

A list of the issues is attached here with for kind reference. However, these are not exhaustive.

As such, we would like to request you to kindly arrange for definite solution of the issues at an early date and till then, it is requested to kindly defer further rollout of POs to CSI.

Expecting your kind response Sir.

With regards.
 Yours faithfully,
Attached : As above

Circle Secretary

Copy to Com. R N Parashar, General Secretary, AIPEU, Group-C, CHQ, Dada Ghosh Bhawan, New Delhi – 110 008. The Training, Hardware and Connectivity issues already raised by Tamilnadu Circle are quite familiar with that of Odisha Circle. Here we have pointed out some operational issues under CSI environment apart from the above issues. The Postal Directorate needs to be appraised of these issues in continuation of CHQ letter No. P/4-5/CSI, dated 28.10.2017. This has a reference to this Circle Union letter No. P3NFPE – Odisha / 15 – 10 / 2017, dated 27.10.2017

List of Problems arising out of CSI Rollout in Odisha Circle

Current Issues
Brief of the Issues
Suggested Solution
Server Slowness
The systems are found to be running very slow than required due to low Bandwidth, absence of antivirus, pirated software, low signal strength etc.
This is to be solved by the Vendor only increasing the present bandwidth, uploading Anti-virus and checking the availability of signal strength if dongle is used and likewise.
Non-fetching of PLI / RPLI figures to Treasury
This is said that user mismatch of McCamish and CSI. Even in user-matched cases also, the problem is continuing. There is a provision for temporary solution with regard to legacy adjustments at POS.

For, one or two occasions, the legacy adjustment is ok. But the operation of Legacy adjustments regularly for daily PLI / RPLI collections is not correct. This is inconvenient both to the PLI customers as well as to the staff members  and may lead to fraud also.

For mismatching of McCamish figures in some Post offices  the figures are not reflected to POS and thus The TCB figures do not match with that of the Daily Account.
Alternate method to legacy adjustment needs to be developed by the Vendor and action may be taken for proper fetching of McCamish figures.
Jumping of POS figures
The POS (Point of Sale) figures are Jumping (plus and minus) due to net work issues resulting wrong figures in TCB which is now being solved by using Transaction Code ‘F-02’.

Case(i) : If POS balance is taken wrong by system as  double entry or more etc.  This has to be adjusted  using T-Code  F-02.

  Document Type :  SK
  40 (Debit Entry):  DOP 486710010
  50 (Credit Entry) : POS  486710011

Case(ii): If POS balance is less
T code: F-02

Doc: type :SK
40 POS   486710011
50 DOP  486710010
The process needs to be simplified to avoid jumping.
Invalid license  in POS
Licenses are registered according the number of systems available in an office. But as it is experienced, the POS and  Back Office are not opening giving error message even if licenses are equivalent to the number of systems available.
Presently our SAs are solving the above issue using command : C:\ Postal POS_BO run licsvc.bat.
This has to be permanently solved by TCS.
Mismatch in Opening/Closing Balance
This is being done temporarily by our SAs as explained in the Remark Column under Para – 3 above 
This has to be permanently solved by TCS.
Difficulty is registering Bulk-Mailers
The procedure now available in the present software for registration of bulk mailers, pre-paid bulk booking with bulk booking option and allotment of Regn. No. is not familiar to staff.
The software needs to be simplified
Acknowledgement Check-up
At the POS Counter, the present software has made Acknowledgement Check-up system mandatory for each and every Regd. letter to be booked which is not all required. This is  increasing the transaction time unnecessarily.
It has to be modified with option to undertake wherever necessary to reduce the transaction time for rendering prompt service.
Absence of separate branch for each category of article
There is no separate branch for each category of article like Regd, Speed, Parcel etc. Only Batch-1 , Batch-2 etc. are developed by TCS. But in post offices there is a branch for every service / product, viz. Regd, Speed, Parcel. When articles are invoiced in Batch 1, all articles irrespective of category are to be taken in the batch which may create problem at the time of taking Postman returns.

.   Due to such single batch invoicing system, a single user working in a particular batch in DPMS may invoice RL,SP, RP coming to all users under same batch for which all items can be  printed in  a consolidated manner or can be printed separately for RL, SP, RP etc.  i.e one user data is accessible to other  to take return (or) modify. Illustratively, the user working for Regn. Only can also take the return for  Speed Post and Parcels without the knowledge of the user performing Speed Post and Parcel separately which may give wrong message in delivery /return and the respective abstracts will certainly mismatch. Rather than BATCH, USER BASED data access is required. i.e other user cannot access one users entries.  (those who invoice is responsible to take returns also)

This is not fit to the present scenario of branches operated by separate users in Post Offices.
Batch Number needs to be identified / created with each particular job, e.g, separately for each category of article for smooth Invoicing and Return.
Delivery to Bulk-Mailers
The present software has no provision for delivering to bulk-mailers under DPMS. This provision is highly required since staff members are facing problem while delivering articles to  bulk mailers. 
A provision is to be developed in the present software.
No provision for  Customs Duty
The present software has no provision for receiving Customs Duty from letter or parcel or from ordinary mail in cash which is required under Treasury like Miscellaneous receipts head.

Even if it is received somehow, such amount is not reflected in TCB resulting mismatch of cash amount.
It needs to be created / developed in the software and mismatch of  data flow problem should be rectified
Problems for mis-sent and Returned articles
The present procedure available for flow from SAP to POS back office in case of returned and mis-sent articles is inconvenient to staff since the present procedure is compelling to close more bags instead of closing a single bag in DPMS.  
The software needs to be modified to the convenience of the staff.
Problems in printing the TCB
T-code ‘Zfbl3n’  is not compatible for taking printout of TCB. 
The Vendor needs to make the same compatible to ease printing out of TCB.
Rebooking of VPMO
There is no provision in the present software for rebooking of VPMO after delivery which confuses the staff members.
A clarification is required if the VPMO rebooking is necessary or the Z-vpmo upload is enough.
Cancellation provision for eMO booked / VPMO rebooked
There is no provision for cancellation in the present software except correction of entries. 
The software needs to carry a provision in this regard.
Submission of Transaction Reports
In the present system, the Transaction Reports for eMOs booking, telephone bills acceptance, eMO paid etc are regularly sent to HO for records and verification along with the Daily Account. Staff members are confused if the same are required to be sent to HO since the transactions are now made online.
A clarification may be circulated in this regard.
Provision of UCR
There is no provision for UCR in the present software where as this head is barely necessary for crediting excess cash found in the counter, sale of old records, crediting renewal fees for Registered Newspapers, Pledge / Release fee for Cash Certificates and such other items.
A head may be developed in the present software or suitable clarification may be circulated how to accept such receipts.
Provision for UCP
There is no provision for UCP in the present software where as this head is barely necessary for refund of tender fee, EMD, erroneous/excess  receipts from customers etc.
A head may be developed in the present software or suitable clarification may be circulated how to refund such payments.
Incorrect SSL
As experienced, the S S L (Staff Scheduling System)  of all the employees are not correctly attached to their offices which is creating problems for smooth management of the office and assigning duties to the available staff especially during leave, deputation, training etc.

Raising of tickets to TCS will not at all solve the issues
Correct Staff Scheduling System is required before CSI rollout and the names of all the employees in a Divisions need to be appeared under SSL in SAP

Wrong data entry in Employees Portal
Due to wrong data entries of DOB, DOE, DOR, Leave credits, the employees are not in a position to apply for leave through this portal.

As experienced up to 80% data under this portal are found with incomplete / wrong entries.

Most unfortunately, there is no provision for addition / alteration at Divisional / Circle level. Now it is solely controlled by TCS.
There should be a provision for modification / correction of wrong data in the software and it needs to decentralized to CO / DO level for arriving at instant solution.
Power to draw Cheques
Though as per rules, LSG postmasters and above are authorized to draw Cheques, the said provision is not available in the present software.
The vendor should provide such a facility.
Complex procedure for Cheque Requisition
More than 30 steps are to be followed for placing requisition of a single Cheque by the SPMs from the HO/GPO. When the number of Cheque Requisition will be more, the entire time of a single/double handed SPM will be spent of placing such requisition.   
The procedure needs to be simplified minimizing the steps to be followed for the purpose.
Lengthy process for receiving / indenting stamp and cash
The procedure provided in the present software for indenting stamp and cash from HO, remittance of surplus cash to HO etc. is too lengthy and thus consuming more time than actually required.
The procedure needs to be simplified minimizing the steps to be followed for the purpose.
Use of unsuitable terminology
Different terminologies used for   different heads of transactions / accounts in the present software do not suit to the postal operation and thus are not understandable.
Simple terminologies which will suit the postal operations need to be substituted in the software.
Unacceptable PIN Codes
At Point of Sale, PIN Codes of some offices are not accepted by the present software. Error message is displayed  as the sender’s  city name and  PIN code are mismatched and there by not allowing to book the article under PoS .
The error needs to be addressed.
Synchronization of data
In CSI environment the synchronization of data is very essential for reflection of data in TCB and daily account. But all most on all the days since CSI rollout in Cuttack City Division, it is experienced that the daily sync and high sync are being failed continuously and hence the POS data and POS cash are not reflected properly in TCB. Sometimes the POS cash appears twice in TCB. Thus, difference in POS cash balance and Daily report or daily account balance has been a regular feature.

The issue needs to be addressed promptly.
CTS Cheque clearing & transit adjustment
No training has been imparted to the officials with respect to accounting of  for the inward and outward CTS cheque clearings in CSI environment and transit adjustment.
The issue need to be addressed
Unusual concept of F & A
The F & A module of SAP is having a total different concept with double entry book keeping method using different T-Codes and posting every transaction in general ledger heads of 10 digit codes which is found to be tedious and time consuming action resulting more transaction time and inviting public resentment.
The process needs to be simplified to consume less time for effecting timely service delivery.
Pay Roll Data
At present, the data for payroll and HR particulars are prepared through an excel sheet since there is no exclusive provision in the CSI Software. Any error in preparation will lead to non-drawal of pay and allowances of the official(s).
There should be a provision to fetch payrolldata and HR particulars from Meghdoot package available at each HO/RO/CO/DAP instead of preparation through excel sheet as it is time consuming.

Circle Secretary

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