LETTER TO THE CPMG FOR ROSTER AND OTHER PREVENTIVE MEASUERE TO CONTAIN THE COVID 19 VIRUS:
Ref. No.: AIPSBCOEA/TN/preventive measure for COVID19 /2021 Dated- 23.4.2021
To
The Chief Postmaster General,
Tamilnadu Circle,
Chennai-2.
Respected Sir,
Sub:- Preventive measure to contain the spread of the spread of Novel Corona virus (COVID19-
Attendance of Central Government officials-regarding…
Ref:- 1. DOPT order F. No. 11013/9/2014-Estt.A-III , Dated the 19.4.21 & 22.4.21.
On behalf of the All India Postal SBCO Employees Association ,it is brought to the kind notice of the respected Chief Postmaster General, that the second wave of Corona virus has hit the country. This is an alarming stage that the number of Corona Positive cases are reaching about 3 lakhs throughout the country and nearly 12,500 persons are affected by the corona virus per day in Tamil Nadu Circle. There is shortage of beds, ICU beds, Oxygen and ventilators in most of the hospitals throughout the state. As all the Central Government offices including our Post offices are open everywhere the officials are being called on duty in full strength. Despite all precautions being taken by the employees, most of them are being infected.
Now every day many of the Postal Employees are getting infected with this Corona virus and dying throughout the country. So, there is so much hue and cry and everybody is much scary and fearful. In this circumstances, it is kindly requested to defer all the campaigns relating to IPPB, account opening & Aadhar enabled services at this crucial period where there is no guarantee to life and safe guard the welfare of the Postal employees and their family members.
Also as per the reference cited above, guidelines have been issued for attendance for officers/staff at levels below Under Secretary, in which the Heads of Departments (HODs) may also direct their officers/staff to attend office in staggered timings and suitable Roster may be drawn by the Heads of Department to further avoid crowding in offices/work spaces and maintain social distancing which is need of the hour. It is requested by the AIPSBCOEA , to kindly cause issuance of orders throughout the Circle for all the Postal Employees including the SBCO officials, to implement the DOPT orders mentioned in the reference above to follow the 50% & 33% attendance , roster system and staggered timings . Exemption may be given to officials who are coming to office from containment zones, pregnant women & physically disabled persons as per the DOPT order dated 19.4.2021.
Also all safety measures as sanitizing machines, sanitizers, masks, gloves, PPE kits should be provided in each office to save the lives of the innocent officials.
A line of reply is solicited please.
With Regards,
Yours Sincerely,
-Sd-
(SHP. JASMINE JALAL BEGAM)
Circle Secretary, AIPSBCOEA.
RESOLUTIONS OF CWC:
Ref. No: AIPSBCOEA/Resolutions of CWC/TN/2021 Dt-21.4.2021
To
The Chief Postmaster General,
Tamil Nadu Circle,
Chennai- 600 002.
Sub: Resolutions of the AIPSBCOEA Circle Working Committee Meeting held on 16.4.21 &
17.4.21 through Video Conferencing…
Ref: 1. Directorate’s letter No. FS-10/14/2021-FS-DOP(F.S. Division) dated 15.04.2021.
2. AIPSBCOEA/Reconciliation of live accounts/TN/2021 dated 19.4.2021.(enclosed)
The following Resolutions were passed unanimously in the Circle Working Committee Meeting of the All India Postal SBCO Employees Association held through Video Conferencing on 16.4.21 and 17.4.21.
1. Revised time factor:
The revised time factor is to be framed for the new works assigned vide the SB Order 4/2021 dated 8.3.2021. The adhoc norms time factor issued vide the Directorate’s letter No. 25-11/2019-PE-I/WS(PE-I Section) dated 24th May 2019 does not include the new works assigned. Hence revised time factor is to be framed including the works of Deleted , Unverified transactions, manual corrections and office accounts to review the establishment of all SBCO units.
2. Staff shortage:
(i) Tamil Nadu Circle:
|
Cadre |
Sanctioned strength |
Shortage |
|
PA |
374 |
90 |
|
LSG |
41 |
26 |
|
HSG –II |
17 |
9 |
|
HSG –I |
5 |
4 |
One third of the total sanctioned strength is vacant throughout the Circle in SBCO. Hence priority may be given while filling up of vacancies through Departmental exams viz the 40% of PAs promoted from MTS may be posted at SBCO to enable the smooth functioning of the branch without pending of voucher checking and to perform the additional works assigned vide the SB Order 4/2021 dated 8.3.2021. Vide the Directorate’s letter mentioned in the reference the reply given to the AIPSBCOEA CHQ letter point no 4. Regarding suggestions to fill up all vacant posts in SBCO, “ In respect of PA Assistance to all the SBCO units, vide Point No. 14 of SB Order No. 5/2016 dated 21.06.2016, already there is direction that Divisional Heads shall provide necessary help from Post Office staff to SBCO wherever there is shortage of staff. Hence, the issue may be settled at Circle Level”. Hence directions may kindly be given to all the regions/divisions to follow the SB Order 14/2015 & SB Order 5/2016 dated 21.06.2016 for providing PA Assistance to all the needy SBCO units.
(ii) Establishment of ICO (SB) at Circle Office:
One ICO(SB) section was functioning at Circle office since years together which is now shifted to the O/o the Postmaster General Chennai City Region. The need of ICO(SB) at Region is now fulfilled. But at Circle level one ICO(SB) unit is needed to consolidate the work of all the four Regions in the Circle. Atleast one SBCO official may be posted at Circle Office to attend the SBCO related works and dealings, as without such establishment it will cause delay or accumulation of works coordinating all the Regions and common issues of SBCO.
(iii) Posting of two PAs in all the ICO(SB) units:
All the four Regions to be posted with two SBCO PAs uniformly. The Western and Southern Region ICO(SB) units are working with 2 PAs each whereas the Central and Chennai City Region ICO(SB) units are working with only one PA each. Both the CR and CCR ICO(SB) units may also be posted with one more PA SBCO each so that the work load can be managed. One PA is to go for inspection along with AO/AAO and another PA is to be at office to attend all the correspondence, staff dealings, compliance reports and other file works without accumulation of the same.
3. Reconciliation of variation in live & silent accounts of POSB accounts:
It is requested that the Honorable Chief Postmaster General may look into the matter personally and kindly cause orders to all the regions to withdraw the utilization of the SBCO staff for reconciliation work in light of all the facts narrated in the letter under reference 2 cited above, the variation in the live and silent accounts to be reconciled by forming some technical teams at Regional level or Divisional level with the staff of the concerned H.Os/S.Os whose office sanchay post datas are migrated. If required the V2 sbco data can be obtained from the SBCO for reconciliation. As almost all the SBCO units are facing staff shortage , again utilizing the SBCO PAs for this reconciliation work is paving way for accumulation of pending in voucher checking which may in turn lead to delay in detecting any misappropriations.
4. Training and workshop to SBCO officials :
A common training may be given to all the SBCO officials throughout the circle for performing the new roles assigned vide the SB Order 4/2021 dated 08.03.2021 w.r.t Deleted , Unverified transactions, manual corrections and office accounts as each unit is doing the works according to the knowledge of the staff of that unit which is not a correct one and which may lead to undue problems in future.
5. Officiating arrangements in the Supervisory vacancies:
With reference to the circle office letter No. STA/76-Union/16 dated at Chennai 600 002 the 23.09.2020 & 05.03.2021 , instructions were given to all the Regional Postmasters General for making arrangements in LSG/HSG II/HSG I Cadres of SBCO. But still the instructions are not followed by any of the regions and almost all the Supervisory posts are still kept vacant. The junior most officials who are inexperienced and not drawing the pay scale of that post are compelled to shoulder the responsibility and are doing their own seat work in addition. Hence, all the Regions to be instructed to follow the Circle office orders dated 23.9.20 & 5.3.21 to make officiating arrangements in SBCO for filling up of the Supervisory posts immediately which do not cause any monetary loss to the Department as already the officials who are drawing the respective Grade pays of LSG/HSG II/HSG I are only to be considered for making the arrangements.
6. To Include Sr. Accounts officer, ICO(SB) in transfer committee:
The Sr. Accounts officer , ICO (SB) should be a member of the transfer committee for ensuring proper transfer movements of the SBCO officials.
7. HIARM corrections:
The interest corrections for some accounts given by the SBCO supervisor in the HIARM menu is not reflected in the ledger even after many days. The Transaction ID is to be noted in the HIARM register maintained in SBCO after sending the email of the correction screen shot and divisional office sanction order to CEPT by the Postmaster of HO as per the SB Order 4/2021 dated 08.03.2021. But the TRAN ID is not being generated even after many days and the transaction is also not reflected in the ledger of the concerned account, as it is learnt that the correction would be incorporated only during the account closure/next interest statement whichever is earlier. This issue may please be settled to ensure generation of TRAN ID and reflection of correction in the ledger within one or two days.
8. Relief of officials ordered for inter circle/inter regional transfers:
Some of the SBCO officials who have received orders for inter region/inter circle transfers since more than one year are yet to be relieved to the places of posting. Those officials may please be relieved immediately by making local arrangements as they have been waiting to join their families since a very long time in this Pandemic period.
9. Permission for weeding out of old records:
Permission for weeding out of the old records may be given as per the preservation period of the SBCO records mentioned in the SB Order 4/2021 dated 08.03.2021 as and when demanded for. This will enable space for the current records as many SBCO units are not provided with record rooms separately with lock and key.
10. MTS assistance to all the SBCO units:
All the SBCO units throughout the Circle may be provided with one MTS to receive, segregate and arrange the records of SBCO in a systematic and chronological order. The service of one MTS exclusively for SBCO is very much justified as the works of SOSB and Subaccounts is also now being done at SBCO after CBS.
11. Cadre Restructuring of SBCO:
The Cadre Restructuring of SBCO may be done immediately as nearly two years have been completed since formation of the committee for the same. Cadre Restructuring may be done based on the number of accounts justification , Increase in the Sanctioned strength of PA Posts due to entrustment of excess work after CBS, Nomenclature change , Change of Controlling authority of SBCO to GM PAF as both the wings were earlier part and parcel of P & T Audit and have similar work nature as given in detail in both letters of AIPSBCOEA-CHQ dated 9.7.20 ,13.7.20 , 30.9.2020 and all our previous letters and memorandum.
12. One time relaxation in RRs of HSG I & HSG II for SBCO:
Our Association would like to bring to the kind notice of the honorable Chief Postmaster General, that in SBCO there are so many HSG I and HSG II posts lying vacant due to very few eligible officials in the feeder cadre of LSG posts. This creates a lot of problems in almost all units wherever the HSG I and HSG II posts are vacant as the junior officials who have just entered the Department are forced to look after the duties of the Supervisory (HSG I & HSG II) Posts and are overburdened. Hence our Association requests that one time relaxation in RRs of HSG I and HSG II Posts may be given for SBCO officials so that the eligible officials in LSG posts may be accommodated in the vacant HSG I and HSG II posts. Also the PA/SBCO will have promotional chances to LSG as a result of this.
A line of reply is solicited please.
-Sd- / SHP JasmineJalal Begam /
Circle Secretary
LETTER TO THE CPMG REGARDING RECONCILIATION OF LIVE ACCOUNTS:
Ref. No: AIPSBCOEA/Reconciliation of live accounts/TN/2021 Dt-19.4.2021
To
The Chief Postmaster General,
Tamil Nadu Circle,
Chennai- 600 002.
Sub: Reconciliation of the variation in the number of live and silent POSB accounts reg…
Ref: Circle office letter No/SB/100-25/Liv/2020-21 dated at 01.12.2020 and 03.03.2021.
On behalf of the All India Postal SBCO Employees Association the ground reality regarding the process of reconciliation of the variation in the number of live and silent POSB accounts is brought to the kind notice of the Honorable Chief Postmaster General for issuing suitable instructions to all the regions.
Technical issues before and after migration to CBS:
· The CBS migration was done from the end of the year 2014 till the beginning of the year 2016 in phase wise manner.
· The Data of all the POSB categories were migrated from the Sanchay post of the concerned H.Os and S.Os individually to CBS .
· The migration was done in a quick manner before even verifying/tallying the datas then.
· The T recon reports were generated and sent to all the H.Os/S.Os whose Sanchay post datas were migrated for reconciliation of any variations which was not carried out by the H.Os/S.Os at that time.
· Now, after 6 to 7 years since migration the reconciliation of the variation in the number of live and silent POSB accounts are taken up as there is a drastic decrease in the number of live accounts and increase in the number of silent accounts.
|
TN Circle |
Live Accounts as on 31.03.2020 |
Silent Accounts as on 31.03.2020 |
|
As per PAF |
2,98,22,313 |
87,95,195 |
|
As per CBS |
2,46,79,249 |
1,11,69,588 |
|
Difference |
51,43,064 |
-23,74,393 |
· The OB/CB balance of Finacle is always fluctuating and so the OB does not tally with the closing balance of the previous month. Hence the OB/CB in the live account statement were arrived based on the statistical report maintained at SBCOs every month. Only the accounts opened/closed/transferred in or out or revived were taken from the Finacle figure reported by CPC.
· Unless and until the OB/CB in Finacle is made undeviating the difference in live & silent accounts cannot be rectified.
· To equalize/increase the number of live accounts , now the accounts which are found live in V2SBCO but not migrated to Finacle is decided to be migrated to Finacle . Reports are being asked in the format as the number of accounts not migrated to Finacle but live in V2SBCO from the SBCO staff. This is not at all correct, as the accounts live in V2SBCO might have been closed/transferred also. The migration was done hurriedly before giving time for completion of agreement . This may lead to double payment and loss to the department.
· During the year 2011 many of the silent accounts were technically revived in sanchay post, but it is not known whether the same is corrected accounted which may also lead to the difference.
· Before Finacle, time was not given for completing the agreement in most of the SBCOs and SBCO was not consulted before migration. In units where the agreement was completed only the SOSB sanchay post balance and V2 SBCO balance are usually agreed except for the decentralized categories for which the SO sanchay post balance are agreed. But only the SO sanchay post data was migrated to CBS which was almost unagreed. V2 SBCO was also discontinued in almost 3 regions of Tamilnadu circle and office wise balance was not maintained subsequently. In many offices, T & R reconciliation report showing the number of accounts migrated to Finacle is not available. Hence SBCO does not know about the number of accounts migrated to Finacle.
· There was no provision given to SBCO to compare the figures in the consolidation given by SOSB with Finacle consolidation. Hence the figures whatever reported by SO/SOSB were taken by SBCO for reporting.
· During migration, all silent accounts got migrated as live account and there is no classification as silent and live in Finacle.
Hence taking into account all the above facts a common and correct solution to be arrived for the reconciliation of the variation in live & silent accounts to sort out the issue permanently with the help of a technically well versed team at regional/divisional level. And not to conduct another reconciliation process for the new issues which arise out of this reconciliation
Staff shortage at SBCO & new roles assigned to SBCO:
· Also as per the latest SB Order 34/2020 dated 07.10.2020 and SB Order 4/2021 dated 08.03.2021 the roles of SBCO are changed and new additional works are assigned to SBCO for which no training is given to the SBCO staff. SBCO officials are already struggling to complete their day to day work without pending due to staff shortage and not being trained for performing the new works assigned to them.
Hence , it is requested that the Honorable Chief Postmaster General may look into the matter personally and kindly cause orders to all the regions to withdraw the utilization of the SBCO staff for reconciliation work in light of all the above, the variation in the live and silent accounts to be reconciled by forming some technical teams at Regional level or Divisional level with the staff of the concerned H.Os/S.Os whose office sanchay post datas are migrated. If required the V2 sbco data can be obtained from the SBCO for reconciliation. As almost all the SBCO units are facing staff shortage , again utilizing the SBCO PAs for this reconciliation work is paving way for accumulation of pending in voucher checking which may in turn lead to delay in detecting any misappropriations.
A line of reply is solicited please.
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
CORRIGENDUM
Ref. No: AIPSBCOEA/CWC Corrigendum/Tamilnadu/2021 Dated- 09.04.2021
Corrigendum
Corrigendum for the Notice Ref. No: AIPSBCOEA/Circle working committee/Tamilnadu /2021 dated 29.3.2021 under the provisions of Article 31 & 32 of the Constitution of All India Postal SBCO Employees Association is hereby issued that the Circle Working Committee Meeting of this Association is scheduled to be held on 16st & 17th April 2021 through video conference following the precautionary measures for protection from the Covid-19 Pandemic as there is a drastic increase in the number of Covid -19 cases throughout the circle.
The CWC meeting will commence at 10.00 am on 16.4.2021 with the following items of agenda to be discussed:-
1. Organisation Review – Review of the present membership to spread largest union in the Circle.2. 2.Confirmation of the proceeding of the last CWC.
3. 3.Review of Implementation of Cadre Restructuring to SBCO & change of control to GM PA & F.
4. 4.Sectional & Staff Problems.
5. 5.Review of financial position.
6. 6.Discussion on role of SBCO after GL integration and the SB Order 4/2021 dated 8.3.2021.
7. 7.Any other item with the permission of Chair.
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
Copy To:
1. The Chief Postmaster General, Tamilnadu Circle, for necessary action. (Requested to cause orders for Special casual leave on 16.4.21 & 17.4.21 to all Circle Office Bearers for attending the CWC .2. 2. The Postmasters General Chennai City Region/Central Region/Western Region/Southern Region.
3. 3.The Asst. Director SR/Welfare,O/o the Chief Postmaster General,T.N. Circle,Chennai-2.
4. 4. Com. M.P.P. Karthigeyan, Circle President, AIPSBCOEA, T.N. Circle, Madurai-2.
5. 5.All the Office Bearers of AIPSBCOEA.
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
NOTICE FOR CIRCLE WORKING COMMITTEE MEETING OF AIPSBCOEA:
Ref. No: AIPSBCOEA/Circle Working Committee Meeting/Tamilnadu/2021 Dtd- 29.03.2021
NOTICE
Notice under the provisions of Article 31 & 32 of the Constitution of All India Postal SBCO Employees Association is hereby issued that the Circle Working Committee Meeting of this Association is scheduled to be held on 16st & 17th April 2021 at Siruvani main road, Karunya nagar mahal at Coimbatore following the precautionary measures for protection from the Covid-19 Pandemic.
The CWC meeting will commence at 10.00 am on 16.4.2021 with the following items of agenda to be discussed:-
1. Organisation Review – Review of the present membership to spread largest union in the Circle.2. 2. Confirmation of the proceeding of the last CWC.
3. 3.Review of Implementation of Cadre Restructuring to SBCO & change of control to GM PA & F.
4. 4.Sectional & Staff Problems.
5. 5.Review of financial position.
6. 6.Discussion on role of SBCO after GL integration and the SB Order 4/2021 dated 8.3.2021.
7. 7.Any other item with the permission of Chair.
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
Copy To:
1. The Chief Postmaster General, Tamilnadu Circle, for necessary action. (Requested to cause orders for Special casual leave on 16.4.21 & 17.4.21 to all Circle Office Bearers for attending the CWC .2. 2. The Postmasters General Chennai City Region/Central Region/Western Region/Southern Region.
3. 3. The Asst. Director SR/Welfare,O/o the Chief Postmaster General,T.N. Circle,Chennai-2.
4. 4. Com. M.P.P. Karthigeyan, Circle President, AIPSBCOEA, T.N. Circle, Madurai-2.
5. 5. All the Office Bearers of AIPSBCOEA.
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
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