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    Ahmedabad Regional Passport Office

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    Debashish Bagg
    The document summarizes the current situation of passport issuing at the Ahmadabad Regional Passport Office. It finds that the average processing time is 145 days, which is 21-29 weeks, far exceeding the promised 5 weeks. There is a backlog of 100,000 applications. It analyzes the application process and identifies the writing stage as the bottleneck. It recommends increasing staffing levels based on workload requirements, improving scrutiny processes, automating parts of the process, and benchmarking against other regional passport offices to reduce processing times and backlogs.

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    Ahmedabad Regional Passport Office

    Uploaded by

    Debashish Bagg
    23 views11 pages
    The document summarizes the current situation of passport issuing at the Ahmadabad Regional Passport Office. It finds that the average processing time is 145 days, which is 21-29 weeks, far exceeding the promised 5 weeks. There is a backlog of 100,000 applications. It analyzes the application process and identifies the writing stage as the bottleneck. It recommends increasing staffing levels based on workload requirements, improving scrutiny processes, automating parts of the process, and benchmarking against other regional passport offices to reduce processing times and backlogs.

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    The document summarizes the current situation of passport issuing at the Ahmadabad Regional Passport Office. It finds that the average processing time is 145 days, which is 21-29 weeks, far exceeding the promised 5 weeks. There is a backlog of 100,000 applications. It analyzes the application process and identifies the writing stage as the bottleneck. It recommends increasing staffing levels based on workload requirements, improving scrutiny processes, automating parts of the process, and benchmarking against other regional passport offices to reduce processing times and backlogs.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    23 views11 pages

    Ahmedabad Regional Passport Office

    Uploaded by

    Debashish Bagg
    The document summarizes the current situation of passport issuing at the Ahmadabad Regional Passport Office. It finds that the average processing time is 145 days, which is 21-29 weeks, far exceeding the promised 5 weeks. There is a backlog of 100,000 applications. It analyzes the application process and identifies the writing stage as the bottleneck. It recommends increasing staffing levels based on workload requirements, improving scrutiny processes, automating parts of the process, and benchmarking against other regional passport offices to reduce processing times and backlogs.

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    You are on page 1of 11

    Ahmadabad Regional Passport Office

    Rapid Response Time by Process Redesign

    Presented by Group 8

    Agenda
    Present Situation Process at RPO Bottelneck
    Process Employees

    Suggestive course of action

    Present situation of Passport Issuing


    Promised delivery timings 5 weeks Mean delivery time according the data given 145

    days

    (145/5) to (145/7) i.e. 21 to 29 weeks

    Pending application 100,000


    If the above timings are taken, 5000 3500 weeks

    for processing time

    Working hours
    9:45 am to 6:15 pm 30min for lunch = 8hrs of

    Average number of applications a year 188,906

    831 applications/ day (230 working days ) Approximate 100 applications/ hour => 1.67 minutes of throughput timings

    Passport application and verification process

    Bottleneck process
    Sl No. 1 2 Process Preparation of Application Process at RPO Scrutinizing Exit Dispatch of PPF Do not Detailed Entry effect Indexing o/p ReDaily section entry Linking at branches Granting Writing Pasting and Laminating 3 PVSR Process Timing Adj. Time Extra than prev. By Individual; skipped 3 + 5 min 8 min 3 min 8 min 2 min 4 min 3 + 2 min

    zero min

    2 min 2 min 6 min 6 min 4 min 5 min 5 min By external body; skipped

    Thu throughput time is 4 minutes and Writing process is the bottle neck

    Employee Requirement
    Employees Sl No 1 2 3 4 Activity Detailed Scrutiny -Acceptance Stage Scrutiny and cash receipt detailed Scrutiny -Travel Agent Detailed Scrutiny - Postal Agent Scrutiny and cash receipt 5 Dispatch of PPF 6 Scanning of Registration Form 7 Detailed Entry 8 PVSR into computer 9 Pasting and lamination 10 Signing 11 Writing 12 Dispatch entry 13 Indexing 14 Linking 15 Granting 16 Objections Others (Admin + Branches) Total employees * Assuming 230 working days Applications/ Employee/ Day 160 96 160 100 160 300 275 600 240 300 80 480 125 240 300 200 Exiting 11+3 188,906 applications 5 9 5 8 9 5 3 3 1 3 3 10 2 7 3 3 4 56 235,000 6 11 6 10 11 6 3 4 2 4 3 13 2 8 4 3 5 69

    14 3

    2 2 2 11

    14 48

    Hence Causes of Backlog


    Bottleneck process Lack of enough work force PVSR timing
    (72/ 145) = approx 50% of time (72/ 5 weeks*5 working days) = approx 3

    times the promised delivery time


    Granting time
    (57 / 145) = approx 39% of time (57/ 5 weeks*5 working days) = approx 2

    times the promised delivery time

    Suggestive solutions
    Increase the work force employed Improve scrutiny to reduce granting time
    If granting time is reduced significantly bottle

    neck will shift to Writing Allot number of employees according to requirement.

    More probing to causes of failure of granting

    process Automation of some of the process by use of required technology Benchmarking of Activities against other RPO may help.

    Resource requirement vs. allocation

    Backlog
    Passport Office Ahmadabad Bangalore Kolkata Chennai Delhi Hyderabad Visakhapatnam Application 189327 125838 112440 168087 189105 231809 50463 Backlog 42350 2296 16005 17944 21711 20816 5190 % backlog 22% 2% 14% 11% 11% 9% 10%

    Thank You

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