Joint memorandum submitted by BPEA and AIAPS TELANGANA CIRCLE

JCA

BPEA UNIONS &

AIAPS(GL)

TELANGANA CIRCLE

Ref : JCA(AIAPS&BPEA)/TS/Gen/2016-17                                            Dated : 11-09-2017

To

The Chief Postmaster General

Telangana Circle

Dak Sadan

Hyderabad – 500001

MEMORANDUM

Respected Sir,

1.         A kind reference is invited to the joint memorandum submitted by BPEA and AIAPS in May 2017

2.         It is to bring to your kind notice that the problems mentioned in the memorandum are still pending in respect of CSI which may lead to serious irregularities with the passage of time and the operative staff may not be able to work with ease due to the difficulties.  These two associations have restrained from being agitating on the issues on the assurance given by the administration. 

Instead of focusing to resolve the issues, it seems administration has taken stand to victimize the officials working for the department and welfare of operative staff.  It seems the moto of our circle has become  HARNESSING THE STAFF BY HARASSMENT.

            The issues are related to all the sections of the department and not meant for only operative staff.  Instead of solving the problems at each level, staff are receiving threatening from administration on the name of disciplinary actions and not clearing and delaying the due requirements of the staff.

3.         These associations feel sad to disturb the Hon’ble CPMG now and then on the issues which should have been worked out at the bottom level and kept you at ease.  We have no alternate except to knock the doors of your office.

Again a memorandum is being submitted on the following issues:

(a)          CSI related issues

(b)          Infrastructure

(c)          Reports/Returns to be submitted

(d)               Manpower problem

(e)               Targets

(f)                 Divisional level problems

(g)                Promotions/Postings

(h)          Frauds

(i)            3(a) CSI RELATED ISSUES:

            It is not possible for the staff to explain why and how the following problems are not getting rectified by Department/TCS.  But these problems need to be addressed immediately as already 4 months lapsed after implementation of CSI at Telangana Circle.  It is also explained against each point the need and requirement of attention of department/TCS.  It is told that the implementation of CSI would bring the offices to paperless status, but practically there is a huge amount usage of paper that to A4.  Not withstanding to the statement that there won’t be any manual work, the manual work has increased by introduction of CSI.

(i)            CSI Working Procedure Manual – At present the PO rules and SB manuals are in force and no amendments have taken place with the implementation of Finacle/CSI.  The staff are being questioned by the inspecting/visiting authorities on discontinuation of certain procedures/returns due to non-availability of reports in the present Finacle/CSI software.  This needs the issue of a complete procedural manual  what a PA/Supervisor to do on a day and which reports to be generated and submitted to HO/DO.  It is also requested to provide the provisions in the software to generate such reports to avoid any manual work.

(ii)           Cheque drawn by SOs from HO – Cheque are being drawn from HO by the SOs for the closures/proceedings. The drawn cheque is not getting reflected in the daily account of SO.  These proceedings are being shown manually by the SOs.  This is a serious procedural lapse in the software and may lead to a fraud if overlooked at HO at any point of time of work pressure. This may be got rectified immediately by TCS.

(iii)          Outsourcing personnel user ids – At present outsourcing personnel are working with the user ids of the PAs which is a serious lapse as the staff are providing their user id and passwords to outsiders and is against the rulings of the directorate.  Hence, it is requested to issue orders to create the user ids of the outsourcing personnel immediately with limitations to browse the software.

(iv)         Employee portal and Staff Scheduling – These to portals are not in operation to the extent required.  It is requested to ensure these two portals are made available fully to the operative and admin staff with immediate effect.

(v)          Mapping of PLI software to CSI – Mapping of PLI user ids to CSI software has not taken place till date.  Hence, it is requested to get it done immediately.

(vi)         Opening Balance and Closing Balance differences – Still all the offices are facing this problem of not getting arrived to the exact closing balance at the end of the day.  Due to this, staff are arriving the CB with manual preparation of account and TCB and leaving the office by entering the CB manually in the system generated daily A/C which may lead to a serious lapse on any day.  It is not still understood why this problem is occurring in the software.  Hence, it is requested to address the issue on highest priority to settle it immediately and ensure the CB is arrived correctly at the end of the day.

(vii)        COD articles delivery corrections - It has come to the notice that the post office staff have paid the COD article amounts from their pockets as there is no provision to amend the delivery status of COD article which is shown delivered erroneously in the software.  Hence, it is requested to provide correcting procedure in the software immediately to avoid unwanted pressure on the working staff.

(viii)      DPMS Problems – Delivery/dispatch problems in DPMS are still being reported unsolved by the offices.  Due to this, enormous pressure is felt on the staff to invoice the articles on time to postmen and complete the work in the evening.

(ix)         Correcting SO accounts at HO -  Recently DOs have issued orders to correct the erroneous entries made by the SOs in daily account by HO.  This needs to dictate a proper procedure before issuing such orders as there is no provision to correct other office account without any document evidence.  It is requested to provide corrections at office level in the software before day end as the input entries are being done manually.  If any further corrections are needed, corrections may be done with proper procedure and permissions from Divisional Heads only.

(x)          Mapping of user ids – Mapping of user ids are not getting done as and when needed.  Also change of role to a user id also not taking place on time as these are being done by TCS/DO.  It is requested to provide these facilities at office level to avoid using others’ user ids for avoiding customer inconvenience.  Also going against user id norms issued by directorate.

(xi)         Time lag in CSI software – It is found that there is a time lag between the transactions flowing from counter to supervisor for verification.  We are not sure, but doubt that any successive transactions taking at different places of a single customer may lead to balance differences and may lead to overdrawn at one the places.  Hence, it is requested to clear the issue by consulting TCS to avoid erroneous overdrawn at any location.

(xii)        eMO problems -  Recently some offices have reported repetition of receiving the eMOs for payment.  This is creating problem for the staff and may lead to the double payment.  This may please be brought to the notice of TCS immediately and get it rectified.

3 (b) INFRASTRUCTURE 

            Implementation of Finacle and CSI called for improved infrastructure and high speed broad band services.  It is not understood why the flow of information between offices to server and server to offices is getting delayed if the available infrastructure is correctly configured. 

(i)         Present position of the offices is that more than 50% of UPS are not able to provide back up for the offices for at least 5 to 15 minutes.   

(ii)        Desk tops are not to the required configuration as specified for CSI and systems which are to be condemned are in use. 

(iii)       Required number of laser printers are not available in offices. 

(iv)       AMCs are not available for the technical equipment due to which concept of regular maintenance of equipment is lost.  Only when the equipment fails, repairs are being getting done with lot of requests, paper work and abnormal delay.  This is leading the offices suffer from working conditions and customer dissatisfaction.

(v)        Concept of stand by for the equipment is not at all available in the offices.  Only when the equipment fails offices are running for replacements/repairs. 

            This is leading to the inability of staff to provide proper customer satisfaction.  At this juncture, the immediate requirement is entering the equipment for AMCs without break in their service.  Scrapping the equipment which is kept in service beyond the condemn period and replacing them with new equipment.  Ensuring 100% serviceability of UPS in all the offices need immediate attention.  Due to unserviceability of UPS, other equipment is also becoming unserviceable as there is no back up of power whenever power fails. 

            It is requested to increase the band width of the offices for proper flow of information immediately to server and get the daily a/cs and reports generated correctly at first instant.  This is leading the officials to stay back beyond the office hours regularly or leaving the offices with manual correction of daily a/cs which may lead to problems to the staff as an after effect in future.

3(c) REPORTS/RETURNS

            It is told in training that the implementation of technology would bring the reduction of manual work and reports and returns need not be sent as the information is available for everyone online.  Even after the implementation of CSI with the concept of direct posting of figures from BO/SO to DAP level bypassing the HO also needing the periodical reports/returns. This needs to be curtailed and uniformity to be brought by the circle in all the regions/divisions. 

            Divisions/HOs are asking for the monthly returns to be submitted by the SOs for MOs/IPOs, SMRs, ECB memos etc. This association is in a feeling that these returns are obsolete and need not be submitted with the CSI implementation. If the authorities think these are to be submitted, provisions may be made available in the software immediately for generating such reports/returns.

3(d)  MANPOWER PROBLEM

            The manpower has been drastically reduced at operative office level with the implementation of technology.  Recruitment has not taken place for the available vacancies.  Out of the available staff deputations to DO/RO, Marketing executives, System Administrators are drawn.  This is leading to the confrontation with the staff and customers.  This shortage also leading to the problems related to leave and deputations to other offices. An enormous pressure is felt at supervisor/incharge level.

            Supervisor has to stick to his chair the movement counter starts to verify the transactions and allot the cash stamps etc.  This is leading to improper supervision on mails at the heavy offices i.e from Postmaster Gr I/II/III and LSG/HSGII/HSGI.  Though some offices are working with DPM/Sr PA as supervisor for the counters, most of the offices need a DPM/Sr PA as supervisor immediately else supervisory on mails can not be met at required level.  Not only this, in most of the offices, the mail operations are being entrusted to out sourcing staff due the shortage of manpower, hence, a meticulous supervision needs to be implemented.

            Work for the operative staff has increased considerably with the implementation of technology since the non-implementation of removal of manual work.  Staff are performing the duties with computers and doing the manual work as there are no orders to stop the manual work as insisted by the inspecting/visiting authorities.  This is leading to extra man hours for the operative staff on continuous basis.

            At present out sourcing staff are working with the user ids of the office staff as the user names are not been created by the TCS/DO staff,  this is against the orders of Directorate.  This may please be implemented immediately.  Details of the outsourcing staff may please be verified and maintained at DO/RO level to deploy them as and when required in the offices or permit the office to run with the available department staff to the extent possible customer service.

           

TCS/DO is unable to map the personnel to the new offices immediately as and when required either on deputation/transfer.  This is leading to irregularity in asking the official to work on some others user id which is also against the orders of the Directorate.  This may be got it done effectively to avoid use of others user ids.  Or may  permit  the in-charge of the respective office to map the user id to the respective facility.

            Posts to the cadre of LSG/HSGII/HSGI are not being filled up fully leading to lack of supervision in the offices.  Recruitment to the Postmaster Gr I is pending for last three years which also leads to the lack of supervision.  The entire system needs proper supervision and lack of which may lead to problems in the offices and customer dissatisfaction.  The vacant posts of LSG/HSGII/HSGI and Postmaster GrI/II/III are managed without proper orders from DO/RO by the available PA cadre staff.  It is requested to fill the vacant posts with proper orders either from RO/DO by name or the posts may be filled by promoting the officials on adhoc basis. 

            NDCs are implemented in the offices without proper delivery and clerical staff.  Because of which staff are working the beyond working hours every day due to late return of delivery staff.  Delivery staff working for second delivery have to cover lot of distance for delivery and not able to give the required delivery performance.  Apart from this systems and net are not giving proper support to work for the NDCs.  Hence, it is requested to reconcile the orders of implementation of NDCs.

3(e)  TARGETS

            No office/official wants to get bogged for not getting the targets achieved even though they are not justified to the particular office. Staff are over stressed with the implementation of technology and not able to complete the day to day work and unable to withstand the problems of CSI till today.  Over this DHs are threatening the staff for not achieving the targets and asking to do unethical practices.  At present scenario, none will be able to leave the offices to campaign the products.  Staff at the post offices will be able to get the business at counters to the extent of willingness of the customers.  It is requested to instruct the divisions/sub-divisions to stop guiding the staff orally to do unethical practices in achieving the targets.

            It is still a practice to pay the incentives to the choosy and selective.  Incentives are still pending for many.  Instead of encouraging the staff, it has become a practice to threatening the staff to achieve the targets to overcome their short comes. It is requested to instruct the DHs/SDHs not to give oral instructions on any of the unethical practices and threatening. 

 

3(f)  DIVISIONAL LEVEL PROBLEMS

1.    Divisions are ordering deputations for the circle cadre officials without the permission of RO/CO.  (Ex : Sri B Muralikrishna Murthy HSG I deputed from Khairatabad HO to Humayunnagar SO)

2.    It is known that only A4 paper is required to be used in CSI, still the supply of paper is not available from division.  It is requested to procure and supply A4 papers to offices without interruption without any peace meal permissions. 

3.    It is intimated by CO that there is no sub-appointing authority permission to Postmaster Gr-I/II/III in the four monthly meeting, hence, it is requested to instruct the divisions to get the orders be made by the SDHs relevant to sub-appointing authority in respect of Postmaster Gr-I/II/III offices.

4.    Some divisions have objected deduction of subscriptions from salary in respect of AIAPS, it is requested to instruct the divisions on deducting the subscriptions from salary of the members of AIAPS.

5.    Recently Spl CL is granted for AIAPS members for All India Conference at Kodaikanal, Sri DSK Prasad, Circle Secretary and Asst Gen Secretary of Hyd City Division granted 05  days and all others are granted 06 days.  Though the Circle Secretary applied for 06 days leave is curtailed to 05 days.  Reasons not known.

6.    Recently divisions have asked to issue ATM cards to customers and ordered orally to exhaust all the cards otherwise disciplinary action would be initiated as these are the instructions from CPMG.  It is requested to get issue SB order  making ATM card mandatory to issue to customers.  Till the ATM card is optional, it is not possible to issue the ATM card  on compulsory basis to a customer. 

7.    As above, it has come to the notice of this association, still some divisions/sub-divisions are opening the accounts by splitting the amounts and opening the zero balance SB accounts without proper applications.  It is requested to issue the instructions to stop such practices to avoid frauds and defamation of department in future.

8.    It seems divisions/sub-division personnel have not been issued with user ids and passwords to check/verify the transactions and reports in finacle/CSI as these reports are being frequently asked by DOs/SDs over phone.  It is requested that divisional/sub-divisional staff may be provided with the user names and passwords for verifying and getting reports on transactions performed by the offices.  As CSI and finacle facilitates availability of all the transactions and reports at all levels, it is requested to instruct the divisions/sub-divisions to follow the procedures accordingly.

9.    Channel of communication used by divisions at present is WhatsAPP which require a smart phone and data card amount to check the messages.  As of now, most of the officials are not having smart phones and not conversant with the social media applications.  It is requested to instruct to restore gmail or indiapost webmail in full to all the offices immediately for communication purpose.

10.  Web complaints have become more after implementation of CSI which is only due to software problems.  This point is emphasized during the meeting held with TCS personnel but in vain. Offices are not able to track fully about article and not able to feed the articles in system which are delivered manually.  This may be brought to the knowledge of TCS to minimize the web complaints.

3(g) PROMOTIONS/POSTINGS

(i)         Promotions for circle cadre staff has been delayed abnormally even though the association has approached on time to CO. Though the DOPT and directorate is regularly instructing the circles to complete the MACP well before 6 months of effective dates, our circle could not issue MACP orders even after completion of a year and above.  With a great pain orders issued by CO for MACP are being tossed from CO to RO and RO to CO due to non-inclusion of training period of the officials in the orders.  Still the orders issued by CO are pending without implementation.  An anomaly has already occurred in the pay of the officials of the timely orders issued  and the officials of delayed orders issued for the same date of joining in department.  This leads to further correspondence for fixation of pay/approvals. 

(ii)        Directorate has issued orders in Apr 2016 to promote Postmaster Grade I officials to Postmaster Gr II.  At last the order is issued by the CO to promote the officials after completion of 14 months delay.  It took one and half month for RO to issue postings to the 11 officials again by tossing the order between CO and RO for not mentioning the present place of posting of the officials in the order issued by the CO.  It is also not understood why the promotions were delayed for issuing ‘NOT REGULAR’ promotions.  A very hectic activity of calling CRs for issuing not regular promotions took place at CO only to delay the proceedings.  Our letters and visits to Hon’ble CPMG went in vain in getting our timely promotions.  It paved the way for financial loss to the officials for at least 15 months and affected the 7 CPC pay fixation.  Still posting orders in Hyderabad Region are pending for the promoted officials.

(iii)       Place of posting given to Sri DSK Prasad at Sl No 9 is found to be wrong with the existing rules for promotion posting.  The rule for promotion posting is as far as possible within the division or to the nearest division.  Sri DSK Prasad  is allotted RC Puram SO (Sangareddy Dn) as part of victimizing the official as he is the Circle Secretary for the AIAPS. 

The individual is not willing to ask for change and accept the posting as it is and report to the new office.  It is to bring to your kind notice to stop such victimization of association/union leaders.  Associations/unions are not working for the benefit of the leaders and we bring the issues to the notice of the higher authorities to get them corrected for smooth functioning of the department.  It seems the authorities are not willing to take any such suggestions and confront with the associations/unions and victimize the personnel those who speak for the rules.  This association condemns such actions and ask the Hon’ble CPMG to instruct the authorities to follow the rules properly.  It is once again requested to stop victimizing the staff during the transfers/promotions and using the transfer/posting as weapon to destroy the spirit of the working people. 

3(h)      FRAUDS

            The latest occurrences in Hyderabad City need no emphasis and officials from operative side have retired without getting pensions/pension benefits.  This needs no comment as this issue is pending with higher investigation agency and court of law.  But this association feels, how an official who does not have any administrative and financial powers involve in such grave incidents.  This association feels, this is only due to the oral instructions/orders followed by the officials who dare not to question the higher authorities for not getting victimized.  This has taught sufficient lesson to the supervisor cadre not to follow any oral instructions which are against the practices.  We request the Hon’ble CPMG to issue strict instructions not to issue any oral instructions to the staff to commit any financial/administrative irregularities.

            With the implementation of CSI/RICT/Finacle, customer needs transparency of transactions taking place at office.  It is requested to provide proper pass book printing/transaction slips to customers.  Any manual entry by the staff in pass book needs to be confirmed by the customer and supervisory staff should not be made responsible for any such incidents as there is no proper deployment of supervisory staff from department.  It is requested to prepare proper boards with all instructions to the customer may be got installed for checking of transactions/DOs and Do Nots in every office.

            It is requested to make SB account compulsory for every customer even for a simple transaction of issuing Rs 100/- certificate.  This also facilitates the closure/financial proceeds be transferred to SB account to bring the transparency to the customer and avoiding frauds at office level.

CHARTER OF DEMANDS

1.         Ensuring 100% serviceability of UPS in all offices

2.         Ensuring the system configurations as per the CSI and Finacle requirements

3.         Supply of required number of Laser and pass book printers

4.         Solve the CSI problems mentioned above for smooth functioning of offices

5.         Stop victimizing the officials on the name of disciplinary actions/targets.

6.         Stop oral orders on any financial/administrative issues which are against the rules.

7.         Immediate issuing of manual on performance of day to day with all the reports/returns to be submitted.

8.         Stop using transfers/postings as weapon to distract the staff.

9.         Ensuring timely orders on promotions, incentives, bills etc

10.       Deploying the supervisors at all the offices of Postmaster Gr I/II/III and LSG/HSGII/HSGI immediately for required performances.

11.       Ensuring sufficient PAs at all offices.  If outsourcing is permitted divisions to ensure the availability of outsourcing staff with proper user ids and passwords.

12.       Immediate revoking of the suspended officials.

13.       Implementation of letter box clearance in South East division by Auto.

14.       Reconciliation of implementation of NDCs in Hyderabad City.

ACTION PLAN

We have co-operated and exhausted all our energies in implementation of recent technology based programmes like Finacle/CSI/RICT even without proper availability of infrastructure and manpower.  All the issues/problems were brought to the knowledge of higher authorities  to get rectified.  The supervisors/in-charge of offices feel difficult to get the problems solved due to the reluctance of the DHs and feel over stressed with the staff and customers and long working hours.  Instead of solving the problems, administration has taken  stand to target the officials in victimizing by delaying to get the legitimate rights/demands like promotions, postings, leave etc.  Apart from delaying the proceedings, it started going against the rules and using the place of postings as weapons to demoralize the officials.  Above all we are also receiving the threatening from the DHs in the name of disciplinary actions in not achieving unjustified targets.  As we are not in a position to avoid any such above actions, keeping in view of the facts and occurrences happened in Hyderabad City, we have chalked out the following programme to get the issues resolved:

I.              Approaching the court of law for the following issues:

1.    Provision of proper infrastructure at all offices as per the required configuration.

2.    Protection from frauds happening due to improper technology/software.

3.    Immediate issuing of manual on day to day procedures to be followed by the offices.

4.    Protection from delaying promotions and irregular postings.

5.    Protection from loss of pay due to delay in implementation of promotions.

6.    Fixation of pay as per the 7 CPC at par with the officials at same pay.

7.    Protection from threats in achieving the targets with lack of manpower and supervisors.

8.    Request to fill up the vacancies at the earliest.  Till such time, orders may be issued by name to the officials of PA Cadre to work in supervisory cadre or promoting the officials on adhoc basis.

9.    Request to install the notices for customers to contact administrative staff on any lack of service due to failure of technical equipment/loss of internet facilities etc.

II.            Tying the black ribbon around the mouth for three days from 12-10-2017 to
14-10-2017 to protest against the victimization and forcing the staff to keep quite on the name of disciplinary actions.

III.           A press conference on 15-10-2017 to explain the customers and to bring awareness to the public on the problems faced by the operative staff and  our inability in responding to the services provided to them by the Govt.

An early line in reply is highly solicited.

With profound regards,

(DSK Prasad)             (MS Baig)                    (A Suneel Kumar)                    (MD Samiullah Khan)

CS, AIAPS(GL)          CS, BPEA Gr C          BPEA PM&MTS                     CS, BEDEU(GDS)

Copy to : 1. The General Secretary (With a request to forward the same to Directorate and               
                    AIAPS (GL)                  Nodal   Ministry for redressal of grievances)

                2. The General Secretary (With a request to forward the same to Directorate and

                    BPEA Unions                 Nodal     Ministry for redressal of grievances)