¶ Pouch Process Flow
¶ What is the difference between a Pouch and an Item?
¶ Pouch
A pouch is a container used for transporting documents, forms, or items between different locations within the organization, such as branches, departments, or the central mailroom. It serves as a secure and organized means of packaging and delivering various materials from one point to another. Pouches are typically labeled with relevant information such as tracking numbers, sender details, recipient details, and contents description to facilitate efficient handling and tracking throughout the delivery process.
¶ Item
An item refers to any individual document, form, or physical object that is placed inside a pouch for transportation and delivery. Items can vary in nature and content, including but not limited to paperwork, files, parcels, or other materials relevant to the operations and activities of the organization (See list below). Each item may have specific attributes such as a quantity, recipient and remarks depending on its purpose and intended use.
¶ Type of Items
- ATM
- Document
- Confidential Document
- Receipts, Anything that is related to cash/money, Collections, Loan Docs, Demand Letters
- Computer Parts/Accessories
- Mouse, Keyboard, Webcam, Monitor, CPU, etc
- Computer Set
- CCTV Assets
- Mobile Device
- Mobile Device Accessories
- Charger, Headset, Batteries,etc
- Printer
- Printer Ink
- Car Accessories
- Uniform
- Marketing Materials
¶ Pouch Process Flow Diagram
- The pouch handling process involves branches/caravans/MRs dispatching items to the mailroom, which then sorts and distributes them to respective departments. Conversely, departments dispatch items to the mailroom, which redistributes them to branches/caravans/MRs. Throughout, real-time tracking, issue resolution, and reporting ensure efficient operations.
¶ Branch/Caravan/MR -> Department
¶ 1. Pouch Creation and Dispatch (Branch/Caravan/MR to Mailroom)
A. Pouch Creation:
- Gather the items to be sent to different departments.
- Encode the list of items and create a pouch in Pouch Receiving System.
- Pouch status is "Pending".
B. Pouch Handling to Courier:
- Branch/Caravan/MR sends the Pouch to Courier.
- Courier gives a tracking number for each pouch.
- Branch/Caravan/MR will update the tracking number, courier and parcel size of the pouch.
- Pouch status will be "In Transit".
¶ 2. Pouch Receipt and Sorting (Mailroom)
A. Arrival at Mailroom:
- Pouches arrive at the mailroom from various branches, caravans and MRs.
- Mailroom opens the actual pouch and tags it as "Received at the Mailroom" in the Pouch Receiving System.
B. Pouch Sorting:
- Mailroom groups items from different pouches destined for the same department.
¶ 3. Pouch Distribution and Handling (Mailroom to Department)
A. Distribution to Departments:
- Mailroom distributes sorted pouches to the respective departments.
B. Receipt by Departments:
- Verify the contents and condition of received pouches.
- If items are correct and complete, department user will tag the item as "Received".
C. Issue Identification and Resolution:
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If any issues are identified with the contents or condition of the pouches, department will call the attention of Mailroom.
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Mailroom tag the pouches as "With Issue" and will describe that specific issue in the remarks field.
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Consistently communicate the issues to the mailroom for resolution until it is resolved.
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If the issue is solved, tag the item as "Resolved Issue". The item will now go to "Receive" tab if there are other items from the same pouch which are not yet received by other departments. If the item is alone inside the pouch, or other departments already received the other items inside the pouch, the item will go to "Completed" tab.
D. Completed Status
- If there are no issues or concerns, department user must tag the items as "Received". After this, the status of the pouch will be "Completed".
If the items inside the pouch are for different departments, the pouch will be tagged as "Completed" after all the departments tagged their items as received.
¶ Department -> Branch/Caravan/MR
¶ 1. Pouch Creation and Dispatch (Department)
A. Pouch Creation (Department):
- Departments gather items to be sent to specific branches, caravans and MRs.
- Create dispatch and encode the list of items to Pouch Receiving System.
- Item status is "Pending".
¶ 2. Pouch Receipt and Sorting (Mailroom)
A. Arrival at Mailroom:
- Mailroom receives items from departments.
B. Pouch Sorting:
- Mailroom groups items to pouches destined for the same branch.
- Assigns a tracking number to each pouch.
¶ 3. Pouch Distribution (Mailroom to Branch)
A. Distribution to Branches:
- Mailroom creates pouches containing items for specific branches.
- Dispatches pouches to the respective branches.
- Updates the status of each pouch to "In Transit."
¶ 4. Pouch Receipt and Handling by Branches (Branch)
A. Receipt by Branches:
- Branches receive pouches containing items intended for them.
- Verify the contents and condition of received pouches.
B. Issue Identification and Resolution: - If any issues are identified with the contents or condition of the pouches branches will tag the pouches as "With Issue" and writes the specific issue on the remarks field.
- Branch will consistently communicate the issues to the mailroom for resolution.
C. Completed Status
- If the pouches has no issues or concerns, the branch will tag the pouch as "Received" and the pouch status will be "Completed".
Be careful in tagging the pouch as received. Please make sure you checked the items thoroughly because after you tag them as "Received", you cannot tag them anymore as "With Issue"