BCP for RMS Offices (Mail Offices) of India Post (step by step SOP)

The department of Post has introduced BPC service for all mail offices/RMS offices. Do you know what is BPC for RMS offices? What is the meaning of BCP for mail office? What is RMS office BCP process? How to process BCP in mail offices of India post? Today I am going to share all the information regarding BCP of mail offices. So just read this post up to the end to know BPC process for mail offices/rms offices.

What is BCP of Mail offices?

First of all, I want to tell what is the full form of BCP in mail offices of India Post? The full form of BPC is business continuity plan. We know that, many times SAP does not run/function while SAP maintainance process. Some times internet does not function in mail office or RMS office. at this time, RMS offices do work either in excel or notepad. But they do not have any option to upload this data into SAP. So, now CEPT has been introduced BPC (business Continuity plan for all the mail offices in India.

As per BCP, mail offices can upload data in SAP IPVS when SAP will up.

Role for BCP - who can upload excel file 

Users should have IPVS Operator (YS:MOIPVS_OPERATOR) role to upload excel files in SAP created as per BCP. If user does not have this role, then you can give IPVS operator role in IM portal through RDA Id.T-code ZIPVS_BCP should be used to perform BCP process.

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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

Article Types

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

Click here to download