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CURRENT STATUS OF AHMEDABAD RPO

Passport application processing and issue time is 145 days Pending applications = 100,000 Working hours 9.45 AM to 6.15 PM with a 30 min lunch break Average no of applications in a year = 235,000 Staff strength - 103

Regular staff 57 Casual staff 40 at Rs 120/day

CURRENT STATUS

Acc. to CPO, processing speed should be 37 min/application

Activities like writing, pasting, laminating, and

dispatch took nearly 26 min


PVSR process is a long process There is uneven load distribution on police stations

2 or 3 police station received 60% of applications

PROBLEMS IN THE EXISTING PROCESS

Processing speed required for 235000 applications

904 applications/day (260 working days) 113 applications/hour (8 hour a day) 1.88 application/min

Currently it takes 37 min to process one application Writing process takes 6 minutes while the process before it (granting process) takes only 2 minutes

PROBLEMS

Also other activities like pasting, lamination, signing and dispatch took 5 minutes Thus the process after writing is idle for 1 min/application Also there is shortage of manpower, only 48 workers are working currently

CAUSES OF PROBLEMS

Writing process is bottleneck Shortage of manpower

Lengthy process of PVSR


Uneven distribution of load on police stations for PVSR

2 or 3 police stations receive 60% of applications

PROCESS REDESIGN OPTIONS

Removal of redundant securitization Automation of writing and other processes

Increase in work force


Evenly distribution of load on police stations or separate police organizations for this purpose of PVSR

IMPLEMENTATION
Scrutiny should be done only one time while receiving the application form Scanning of registration form should be done in the beginning so that it takes less time to dispatch

As soon as the scanning is completed a scanned copy could be dispatched to police stations for verification Thus verification process will also start early

Writing, pasting, lamination, and signing all these process should be automated

VALUE Once all these process will be automated it takes less time for writing and other process Thus granting and dispatch process will also function smoothly without being idle The manpower required will be less This will also remove the causal work force which is not safe to be employed for such sensitive job All these improvements will increase the processing speed and RPO will be able to process the annual application in time