IT 2.0 - Complete Work Flow for HO/SO/BO

Download / View IT 2.O Complete Work Flow in Post Offices

1. Counter Operations

Keywords: Day begin, Work allocation, Shift begin, Cash request, Mail booking, eMO, Retail operations, Cash return, Submit account, Shift end, Day end

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Day begin	Treasury	Treasury	Tools	PM/SPM/TRR Supervisor	Previous day end must be completed.
Work allocation	Booking solution	Counter operations	Allocate counter	PM/SPM/Supervisor	Modify, delete, or force shift allocation.
Shift begin	Booking solution	Counter operations	Shift begin	PA	Initiate counter operations.
Request cash	Booking solution	Counter operations	Request Cash	PA	For cash requirements.
Cash Process	Treasury	Cash/Cheques	Cash process	TRR	Transfer cash to counter.
Acknowledge cash	Booking solution	Request cash	Acknowledge Cash Received From Treasury	PA	Confirm cash receipt.
Mail booking	Booking solution	Mail booking	Domestic/Foreign book	PA	RL, SP, PL, eMO transactions. HS code mandatory for foreign articles.
eMO Booking	Booking process	Money remittances	Domestic EMO book	PA	Book money orders.
eMO authorization	Booking solution	Counter operations	Authorize money order	SPM	Approve/reject money orders (C Class exempt).
Retail operations	Booking solution	Retail services	All retail services	PA	IPO sale, stamps, ePost, bill collections, NPS, etc.
Cash return to Treasury	Booking solution	Counter operations	Transfer cash	PA	Return cash to Treasurer.
Submit account	Booking solution	Counter operations	Submit account	PA	Generate and adjust accounts for cash differences.
Shift end	Booking solution	Counter operations	End your shift	PA	Generate reports before ending shift.

2. Bagging Operations

Keywords: Bag close, Station bag, INS verification, Bag dispatch, Error management

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Bag close	Bag Mgmt	Bagging operations	Fetch counter	Mails PA/PA	Fetch booked/returned articles.
Station bag close	Bag Mgmt	Bagging operations	Station bag close	Mails PA/PA	Close bags with station articles (no dispatch).
INS verification	Bag Mgmt	Supervisor	Ins article/bag verification	SPM/Supervisor	Verify insured articles/bags.
Bag close at PO	Bag Mgmt	Bagging operations	Close bag to RMS	Mails PA/PA	Close bags for RMS dispatch.
Bag Dispatch	Bag Mgmt	Bagging operations	Bag dispatch	PA	Dispatch bags.
Error Management	Bag Mgmt	Supervisor	Error Management	SPM/Supervisor	Resolve article/bag discrepancies (short/excess/damaged).

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3. RMS Functionalities

Keywords: Mail office mapping, Set creation, Bag receive, Bag open, INS verification

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Mail office mapping	Sorting management	Mail office mapping	Mail office mapping	SRM	One-time setup.
Bag Receive	Bag Mgmt	Bagging operation	Bag receive	SA	Receive bags at NSH.
INS verification	Bag Mgmt	Supervisor	INS verification	HAS	Verify insured articles before bag closure.

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4. Stamp/Stationery Flows (HO to PSD)

Keywords: Stamp indent, PSD approval, Stock receipt

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Stamp Indent to PSD	Inventory Management	Inventory	Raise Indent - Operator	Treasurer	Initiate indent.
Approve Indent at PSD	Inventory Management	Inventory	Authorise Approved Indent	PSD Supdt.	PSD approval.

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5. Cash Flows (HO/SO/BO)
Keywords: Cash request, Remittance, Approval, Bag dispatch
SO to HO Cash Request

• Request: SO TRR → SO Supervisor approval → HO TRR processes → HO Postmaster approves.
• Dispatch: Bag closed → Mails PA dispatches → SO receives bag → Cash acknowledged.

HO to SO Special Remittance

• Initiate: HO TRR → HO PM approves → SO TRR processes → SO SPM approves.

BO Cash Flow

• Without Request: SO TRR initiates → SPM approves → Bag dispatched to BO.
• With Request: BPM requests via IMA → SO processes → BPM acknowledges.

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6. Delivery & Postman Management
Keywords: Bag receive, Invoicing, eMO approval, Cash to PM, Returns

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Invoicing RL/SP/PL	PM&Del Mgmt	Del Management	Select Channel/Product	PA	Assign batch, beat, postman.
eMO Approval	PM&Del Mgmt	Delivery ops	Supervisor operations	SPM/Supervisor	Approve/modify eMOs.

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7. Bank Operations
Keywords: Bank remittance, Cheque issue, Drawals

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Bank Remittance	Treasury	Bank	Bank Remittance	Treasurer	Initiate remittance → HO PM approves.
Cheque Payment (HO/SO)	Bank module	Drawings mgmt	Cheque issue	HO Postmaster	Issue cheques for payments.

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8. Inventory Management
Keywords: Stamp/IPO indent, PSD approval, Stock receipt

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Cheques Indent (HO to PAO)	Inventory Management	Inventory	Raise Indent - Operator	Treasurer	PAO processes and approves.

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9. Pre-requisites for Lab Setup

Keywords: Post mapping, Role assignment, DMSL creation, Bank configuration

• Post Management: DH maps offices, roles, and mail routes.
• DMSL Creation: Schedule → Stop sequence → Bag type assignment.
• Bank Setup: Configure accounts at PAO level.

10. Sub-Accounts & Budget

Keywords: ECB generation, Fund allotment

Work Process	Module	Main Card	Option	Role Assigned	Remarks
Generate ECB	Sub accounts	ECB Management	Generate ECB	Sub accounts PA	Create ECB memo with liabilities.
Fund Allotment	Budget module	Fund allotment	Initiate	Directorate	Allocate funds to Circles via Excel.