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Generation of Bag label through Postal (CSI SAP IPVS) System | All India Roll out of the functionality of Generation of Redesigned Bag Label through System

Mail Operations Division

No: 25-03/2022-D Dated: 01/12/2022

Subject: All India Roll out of the functionality of Generation of Redesigned Bag Label through System — reg.

Ref. Postal Directorate letter of even no. dated 06/09/2022

Download Generation of Bag Label through system in PDF

At present, Department is using pre-printed bag labels for closing of Speed Post/Parcel/Registered/Unregistered bags /Transit Bags. Name of the destination office, bag weight, etc. have to manually written on these pre-printed bag labels at the time of closing of bags. The use of pre-printed bag labels very often results in operational difficulties such as illegible bag labels, incorrect filling up of information, etc.

2. In order to overcome the difficulties faced by the field units due to the usage of pre-printed bag labels, a functionality has been developed SAP IPVS/POS so that bag labels can be generated through the system which will be easily readable and will contain correct system generated information. The issue of using pre-printed bag labels is also one of the items under Parcel Tracker Items.

3. In the 1st phase, the functionality for system generated bag labels in SAP IPVS has been developed. Pilot for the functionality has been successfully carried out at NSH, Registered L-1, Unregistered L-1, Parcel Hub L-1, Mail Agency & TMOs functioning in the cities of Bengaluru, Bhubaneswar, Ghaziabad, Pune and CRC Delhi & PH Delhi. Pilot of the functionality has also been carried out at ICH/ Registered L-2, Unregistered L-2, Parcel Hub L-2, Mail Agency & TMOs at Meerut (UP Circle) and Tumkuru (Karnataka Circle). 

3.1. The functionality of on-line generation of bag label is ready for roll out in all mail offices, functioning in SAP IPVS i.e. NSH/ICH, Registered L-1/L-2, Unregistered L-1/L-2, Parcel Hub L-1/L-2, Mail Agency, TMOs. The functionality will be rolled out in Post offices and other bulk booking offices functioning in POS, in the 2nd Phase.

4. A brief overview of the process for the generation & usage of the bag barcode in post office through the new functionality is as follows:

i. At the time of bag closing the option “Generate Barcode & Close” in Bag Close Screen in SAP IPVS has to be selected.

ii. The system will generate a PDF file for the bag label to be used for the closing of bag.

iii. Bag label can then be generated through the Thermal Printer attached to the system.

iv. Generated bag label to be appropriately affixed on the blank bag label.

v. Bag to be closed as usual and dispatched as per the schedule.

4.1 A detailed SOP defining the process of generating bag barcode through the System is attached at Annexure I.

5. At present, both the options have been provided in the system for closing of bags i.e. bags can be closed using pre-printed bag barcodes or by using system generated bag labels having barcodes to ensure that there is no disruption in closing of bags in case on non-availability of connectivity or malfunctioning of hardware in a particular office.

6. In order to ensure the successful roll out of the functionality, Circles are requested to take following steps:

i. To assess the number of thermal printers required in the RMS offices in the Circle, based on the number of systems available for bag closing in the mail offices/TMOs,

ii. Thermal printers have been previously supplied to the Circles by the Postal Directorate. In case of short fall, additional thermal printers may be procured from MNOP funds and supplied to the RMS offices,

iii. Blank bag labels as per requirement in the Circle, may be procured from the market. Specifications of blank bag labels is attached as Annexure Ill.

iv. Circles to procure self-adhesive paper roll or “Sticker Roll” for the Thermal printers, to be supplied to offices concerned. The dimension of sticker roll is 12 cm X 7 cm with GSM of 130.

7. An online trainer’s training for the functionality for system generated bag barcode will be organized by the Postal Directorate in co-ordination with CEPT. Date of the online training will be communicated shortly. Online training needs to be attended by the identified officials from Circle office/Regional Office who in turn will impart training for the roll out of the functionality to the Divisional trainers.

8. The date for All India roll out of the functionality at RMS office including NSH/ICH, Registered L-1/L-2, Unregistered L-1/L-2, Parcel Hub L-1/L-2, Mail Agency & TMQOs will be communicated shortly.

9. Circles are requested to furnish the information regarding number of thermal printers required/available/to be procured in each of the mail office i.e. NSH/ICH, Registered L-1/L-2, Unregistered L-1/L-2, Parcel Hub L-1/L-2, Mail Agency, TMOs in the attached format (Annexure Il).

10. Circles are requested to forward the requested information in attached formatby 09/12/2022 on e-mail i.d. &

Encl. A/a Reh

(Dushyant Mudgal)

DDG (Mail Operations)

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