SOP Summary - Office Management

SOP for Office Management

Overview

Standard Operating Procedure for Office Creation, Modification, Closure, Hierarchy Update & Display.

Key Sections

Abbreviations: Defines terms like DTE, CPMG, CPT, HO, SO, BO, etc.
Introduction: Covers operations (Creation, Modification, Closure, Hierarchy Update, Display) with maker-checker workflow.
User Login: Employee portal login with ID, password, and OTP/TOTP authentication.
Roles Required: Office Creator, Maker, Checker, Delete User, Hierarchy Manager. Maker ≠ Checker.

Office Creation

Metadata: Office name, PINCODE, email, phone, working hours, working days.
Attributes: Office type, reporting office, accounting office, hierarchy, delivery flag, TNF, office class.
Location Details: Address, landmark, latitude/longitude, state, district, taluk, village.
Additional Attributes: PAO code, ATM ID, GSTN, DDO code, CSI facility ID, digital address code.
Order Details: Upload memo (PDF), memo number.
Submission → Sent for verification/approval.

Office Verification / Approval

Checker verifies pending offices, reviews old vs. new values, approves/rejects. Restriction: Offices modified twice in one day cannot be approved until next day.

Office Modification

Editable fields: Reporting office, name, accounting office, PINCODE, email, phone, working hours, office class, delivery flag, address, attributes, location, local pincodes. Sent for verification.

Office Closure

Authorized: Directorate, CEPT, Circle.
Prerequisites: No dependent offices, cash book verified, stock transferred, employee IDs de-linked, post IDs redeployed.
Process: Select office → Preview details → Verify dependencies → Set closure date → Delete office.