Standard Operating Procedure – Business continuity Plan for Mail Office
SOP of BCP for Mail offices or RMS offices- As per CEPT, all the mail offices who works under the department of post, should follow
BCP while non functioning of SAP IPVS due to any reason.
IPVS is an Online solution and hence requires hundred percent availability at Central Server level, in order to perform Mail Office operations. In case of any scheduled/abrupt downtime of the Solution, the activities at Mail Offices are being done manually and these operations are not coming into the system, thus affecting further IT services including tracking/reports etc.
In order to ensure zero percent loss of data owning to such scenarios, a Business Continuity Plan has been created.
ln this process, the Mail Offices have to prepare Excel File for the basic operations like Bag Receipt Bag Open, Bag Close and Bag Despatch in the prescribed format and upload the same through the option provided in IPVS solution.
Creation of Excel files with data :
As and when Centralized BCP has been notified, Mail Offices have to create two excel files in the prescribed format.
One excel file is to be created for Bag level events that should contain all Bag Receipt and Bag Dispatch transactions. The second excel file is to be created for Article level events which should contain the Bag Open and Bag Close transactions.
Creation of Bag Data File:
This file should contain all Bag Receipt and Bag Despatch events. The format of the same is as under-
Once Bag level data is entered in the above format, the file needs to be saved in the format <FacilitylD>_<SetNo>_<EventDataTime>.Xlsx.
The datetime field is to be represented with yyyymmddhhmm.
For Example: SP21308000 650_GEN 1_202109141100.xlsx.
Create for Article Data File:
This file should contain all Bag Open and Bag Close events and the format of the same is as under:
Once Article level data is entered in the above format, the file needs to be saved
in the format <FacilitylD>_<SetNo>_<EventDataTime>.Xlsx.
The datetime field is to be represented with yyyymmddhhmm.
For Example: SP21308000650_GEN 1_202109141100.xlsx.
Basic short forms detail in BCP for mail offices
Bag Types
a. Parcel Bag- PP
b. Register Bag- RP
c. Speed Post Bag- SP
BagStatus
a. Bag Receipt- RD
b. Bag Open- OP
c. Bag Close- CL
d. Bag Dispatch- DI
a. Registered Letter (lncl. Insured and VP)-LETTER
b. Registered Parcel (Incl. Insured and VP)- PARCEL
c. Speed Post Letter- SP_INLAND
d. Speed Post Parcel- SP_INLAND_PARCEL
e. Business Parcel- BUSINESS_PARCEL
f. International EMS Document- FGN_SP_DOCUMENT
g. International EMS Merchandise- FGN_SP_MERCHANDISE
h. International Registered Letter-FGN_LETTER
i. International Registered Parcel- FGN_AIR_PARCEL
How to upload excel files in SAP IPVS
After creation of the above both excel files as per guideline, we can upload these excel files in SAP when SAP is up after maintainance.
Enter t-code ZIPVS_BCP after login in SAP ECP.
Select the file type to be uploaded whether Bag Receive/ dispatch or Bag Open/Close.
Once the files are uploaded, the data will get stored in SAP for further processing/ reports/tracking etc.
SOP of BCP for Mail Office in PDF file
