Jagati Publications Limited is proposing changes to separate the Circulation and Promotion activities into separate teams. Currently these activities are handled by the same staff. The summary is: 1. The Circulation and Promotion activities will be separated, with dedicated teams for each. 2. The reporting structure will remain the same, with the Promotion wing continuing to report to the Circulation in-charge. 3. Standardized reports will be implemented to reduce duplication across departments. Circulation will provide standard formats and departments can reformat as needed.

1. Jagati Publications Limited: Hyderabad
ProposedChangesinCirculationDepartment:
Currently Circulation In-charge to SRs are involved in both circulation and promotion activities. In the
change system the Circulation & Promotion activities are separated by team. One team is completely
works on day to day Circulation activity and the other on day to day promotion activity. There is slight
change in office administrationside. There isnochange in reporting structure; still the promotion wing
comes under circulation in-charge.
Reportingstructure isremainssame,exceptSRs are reportingto theirrespective Circulationrelated
ACOs.
Note:
1. Through verificationshouldbe done at each level.
2. Deviation/mismanagementfound inany activity at any level,concernedpersonand next level
staffs are responsible forthat incident.
3. Promotion Schedule calendarshouldbe preparedby CirculationIn-charge & Promotion wing
in-charge.Circulationin-charge knows status ofreaders drop and potential are, he will decide
the promotionwork area. Promotionwing shouldimplementthe calendar schedule.Any
intermediate schedule changesdecidedbycirculationin-charge,he will intimate the same to
promotion wingin-charge in advance to reschedule hisplan. Two in-chargesshould co-
ordinate with each and run the activity smoothly.
4. No single rupee adjustmentto bill from deposit,even inABC periodalso. If any adjustments
requiredit shouldbe withHODs (Director) approvals.
5. Agency closingprocessshould be in transference and recoverall duesbefore closingthe
agency.
6. SR and ACO level notable to manage any agency regarding collectionand otherissues,they
shouldimmediatelyinformto nextlevel until it shouldgo GM level.
CollectionProcedure:
1. No excuse on monthlybill collections,itshould be 100% (70% on or before 12th
, 20% on or
before 20th
and remaining10% before month end).
2. Most of the cases, outstanding and Depositduesare due to Benami, Staff and Boy run
agencies.Firstclear all the said agencies.
3. Outstanding (OldBill due) and Depositduescollectionshouldfollowbelowmatrix.
Outstanding (Old Bill) Deposit Dues Action
YES YES First Outstandingcollection(20%to 30% everymonth)
YES NO Outstanding collection(20% to 30% everymonth)
NO YES Depositcollection( 20% everymonth)
Observations:
1. Needto revisitall the reports which are currently generatingand come up with some standard
formats. There is duplicationinreports generation,same data in differentformatsto
differentdepartments. Circulationdepartmentwill provide standard formats of data;
respective departmentsreformatas pertheir requirement.
2. High level managementreportsshould be prepared basedon their requirement/request.

2. Department High level function
CirculationWing Promotion Wing Office Wing
Team at UnitLevel:
1. CirculationIn-charge
2. All ACOs (Except2 Promotion ACOs)
3. All SRs
Agency:
 Agency Setupand Maintenance
 Agency and Stallsvisit
 IndentMaintenance
Distribution:
 Route setupand verification
 Transportation Monitoring
 Dropping pointsverification
 Copy distributionmonitoring
 Dropouts monitoringand Verification
 Unsoldmonitoring& Verification
 ImplementationofSchemes and Studentedition
and verification
 Promotion
Collection:
 Depositcollection(100%)
 MonthlyBill collection(100%)
 Due collection
Communication:
 Co-ordinationwithother departments
 Agents
 Promotion team
Newactivitiesin details
Activity 1: Major Stall Verification
CirculationIn-charge,ACOhastocontact 10 Major
stallsintheirjurisdictionsthree timesonce ina
calendarmonthand collectpreviousdaysales,unsold
detailsalongwithcompetitordata.If theynoticed
any abnormal increase ordecrease theyhave to
submitthe informationindetail.
Activity 2: Above 100 copiesagency Visit
CirculationIn-charge hastocontact above 100 copies
agentsminimum20 agentsonce ina calendarmonth
and collectthe followinginformation.
1. Detailsof Indent
2. One weekaverage unsolddetails
3. Bill and Depositduesdetails
4. Bill and Depositcollectiondetails
5. CompetitorsInformation(Indent,Sales,returnsetc)
6. Promotionworkdetails.
Responsible Persons:
CirculationIn-charge & ACO
Team at UnitLevel:
1. ACM/CO
2. Two ACOs
3. One OA
4. All SPs
 Recruitmentof SPs.
 Class room training.
 MOC training alongwith
seniorpromoter.
 Promotion schedule for
the calendar month.
 Providingrequired
material for promotion
 Promotion work shouldbe
in group
 Confirmationwith Agent
 Verification
 Collectionof reader’s
feedback.
Co-ordinate withcirculation
team and schedule promotion
work accordingly.
Final VerificationActivity:
Respective BranchManagers
will verify all the enrolment
copies bytakingother
departmentshelp.
Team at UnitLevel:
1. One JO
2. Two OAs
 Co-ordinate and follow
up with Circulation
team, Promotionteam
and other departments.
 Collectionof data.
 Head office
correspondence.
 All kinds of report
preparation as per
departmentsrequest.
 Co-ordinationwithABC
and Audit team.
 Reports
 Preparation of financial
statementsand filing.
 Agreements& Proposals
 Bill generation
There is no much change in
this wing,the only change is
3rd
Office Assistantis
exclusivelyforpromotion
work.
Any major observation,
informimmediatelyto
respective groupsthrough
message (Mostlythrough
WhatsApp).

3. Detailed Job description/Roles and Responsibilities
CirculationWing Promotion Wing Office Wing
Circulationin-charge Job
Description:
1. Circulationdaytoday activities.
2. HO team co-ordination.
3. Co-ordinationwithoffice staff.
4. Co-ordinationwithPromotion
teamand schedule the
promotionworkactivity.
5. All circulationteamsactivity
monitoring.
6. Studenteditioncopies
distributionmonitoring.
7. All ABCrelatedreportsand
workshouldbe monitored and
acts accordingly.
8. Monitoragency
changes(Benami,Staff,Boy&
common)
9. Monitormonthlycollection,
duesand depositduesandact
accordingly. If required
Circulationin-charge andnext
level shouldinteractwithagent
and collectoutstanding(Bill,
Dues& Deposits)
10. Monitorindentandcheck any
dumpingishappeningand
misuse of schemesandothers.
11. Monitorday to day unsoldsand
act accordingly.
12. Monitordroppingsandinstruct
teamto convince readerto
continue.
13. Major Stall & above 100 copy
agencyvisit.
14. Motivate agentsto paytheir
billsthrough
Cheques /DD/Online.
ACM/CO Job Description:
1. SP recruitment.
2. Complete Training
3. Co-ordinate with
CirculationIn-charge and
schedule promotion
activity.
4. Bookedcopiesverification
5. MonitoringACOsand SPs.
6. Submissionof existing
Sakshi readersfeedback
reportfor everymonth(at
least15 readers)
7. Collectionof competitor’s
informationregardingtheir
existingschemeandothers
duringpromotion works
and submitsthe same.
8. Monitoring
Implementationof booked
copies.
Junior OfficerJobDescription:
1. Co-ordinateswithCirculationand
promotionwingoffice staff.
2. Supervisionof andfollow upsof office
assistantsandCo-Ordination withAuditors.
3. HeadOffice Correspondence.
4. Anymajor issues/deviationsobserved,
immediatelycommunicate toHOand mark
copy to concernedGMand DGM.
5. ABC workfinal Verificationand
Confirmations.
6. Monthlyreports(5 reports,Existingstaff
details,AgentGroupInsurance,Meeting
reports).
7. AnyPendingReportsfromField,Co-
Ordination&follow-upwithourFieldStaff.
8. Preparationof MeetingReports&All Head
Office Reports.
9. Preparationof Creditnote
statements(Transshipment, handling,cycle
allowance) &RTC Buspasses
10. Preparationof Adjustments&S.R/A.C.O
incentive statements/Refunds, Distribution
chargesetc.
11. N.R.R.Report,pagesreportsmaintaining&
Short supplementReport
12. StudentEditioncopiesworkand
statementsetc.,
13. Major Stall Visit&above 100 copiesagency
visitreports.
14. Co-ordinate with3rd
OA regardingall
promotionwork relatedcorrespondence.
15. MonthlyConsolidatednew andchange of
agencyreportwithproperreason.
16. MonthlyConsolidatedreportonBenami,
Staff,Boyand commonagencychanges.

4. ACOs Job Description:
1. Dailypointsvisit.
2. Major and Riskagencies
collection follows up.
3. MonthlyBill collectionfollow
ups
1. OutstandingBill due and
Depositdue collectionfollow-
ups.
4. Problematicagencies
replacement.
5. Change of Staff,Boy, Benami
and Commonagencies and
provide the informationto
office staff.
6. MonitoringSRstotal activity.
7. Copydistribution topotential
uncoveredvillages
8. Major Stall & above 100 copy
agencyvisit.
9. Observationonanyother
paperis distributingtoour
readers.
10. Regularinteractionwith
agents.
11. Copiesincrease/decrease
requestverificationand act
accordingly byconsultation
withIn-Charge.
12. Studenteditioncopies
distributionmonitoring.
ACOs Job Description:
1. Co-ordinate withSPsdayto
day activities.
2. Promotionworkshouldbe in
group.
3. EveryBookedcopywill be
physicallyverifiedby
concernedACOonthe same
day. ACOshouldtake
signature of Agentoverthe
enrolmentswhichare
submittingtoUnitoffice.
4. Show all readersaddressesto
agentand handover one set
of enrolmentcopiestoagent
and take agentsignature on
office setcopy.
5. Implementationwork.
6. Submissionof enrolmentsand
correspondingreports
handovertounitoffice.
7. Submissionof existingSakshi
reader’sfeedbackreportfor
everymonth(atleast15
readers).
1st
Office AssistantJob Description:
1. Taxi DispatchRegister,TripSheets,Gate
PassReceivingandVerify.
2. Trip sheetstimingsentry
3. Transport Bill Preparation
4. Trip sheetsChecking&FilingforABC
purpose,follow-upPendingTripSheets
fromTransport Operators.All relevant
transportworks.
5. New TransportagreementsProposals
sendto HeadOffice
6. DailyGPS Reportverification&follow-
up to OperatorsforLate.
7. Dailysupplychanges,Labels&others
print.
8. IndentChangesletterssignaturesverify
& filing.
9. MonthlyP.O.s,Supply &Bill Registers
filing.
10. SendingNew AgenciesApplicationsto
HeadOffice.
11. StudentEdition Copies
Acknowledgementsfollow-up
12. Telephone Changesregistermaintaining
13. AgencyBill generation/printand
dispatch

5. SRs Job Description:
All SR's are dedicatedtoperform
the followingintheirrespective
jurisdiction.
2. Bill andDepositCollection
(100%)
3. OutstandingBill due and
Depositdue collection.
4. AgencyAppointment(New
and Change)
5. Change of Benami,Staff,boy
& Commonagencies along
withACO.
6. Visit/Verificationof dropout
readers addresses.Report
reader’sfeedbackandsubmit
the same to Branch Manager.
7. Unsolds verification.
8. Loose salesmonitoring.
9. Transport routesverification.
10. Droppingpointsandroute
boyverification.
11. Boy wise distributiontimings
for firstandlast Reader.
12. Submissionof 80%bill
confirmationonorbefore
12th and remaining20%on
or before 20th.
SP Job Description:
1. As perACM/ACOinstructionall SPs
shouldreportat specifiedpromotion
workarea.
2. Each SP shouldbook reasonable genuine
copies.
3. Submissionof bookingenrolmentsalong
withdailyactivityreporttoACO/TL.
4. At the time of physical verificationSPs
shouldshow the readersaddressto
respective ACOs.
5. SPsshouldfill the enrolmentsfor
confirmedcopiesandtake readers
signature overthe enrolments.
Office AssistantJob Description:
1. Exclusive forPromotionworkactivity.
2. S.P'sAttendance toHR Department&
JoiningReportsSenttoH.O.
3. DailyPromotionWorkCopiesFollowup
to Agents& FieldStaff.
4. Checkingof SalesPromotersEnrollments
(Phone Callsto Reader)
5. Phone CallstoDroppingAddresses.
6. DailyPromotionWorkReporttakenfrom
Fieldstaff.
7. PromotersTA Billscheckingandsentto
H.O.
8. PromotionworkReportPreparationand
sendto H.O.,SPWise DailyReportSend
to HYD
9. Followupof SalespromotersDaily
Reports
2nd
Office AssistantJob
Description:
1. DCR Entry
2. PaymentlettersTourReports
checking,Signatures
Verificationand Collection
ReceiptssendtoAgents.
3. Bill ConfirmationsChecking&
follow up
4. A.C.O.DailyReport
5. SR Correspondence,S.R's
Attendance giventoHR
Department
6. Unsolddetailsdailytakenfrom
Fieldstaff.
7. Preparationof Unsolds
Statements,Working
Statements,UnsoldsEntryin
4c.
8. AGENT SIGNATURESSCAN &
ATTACHING
9. All Schemes relatedwork
preparation&Entry.
Dispatch Clerk:
1. Bundle packingand loadingto
respective route vehicles.
2. GPS monitoringandresolve
issuesbycoordinating with
concernedteam.
3. Alternate arrangementof
temporaryvehicle,if regular
vehicle notinplace.
BRANCH MANAGER Responsibilities Regarding Circulation Department
1. Final Verificationof Enrolments(100%).

6. Head Office Circulation Team Job Description
Manager:
1. All newImplementationfirstco-ordinateswithDGMs,theywill instructrespectiveunitin-charges.
2. CoordinateswithAll UnitsCirculationIncharges/JuniorOfficers
3. BillingProcessandChecking
4. Coordinate withcirculationrelateddepartments(ABC,Finance, Accounts,EDP,Stores, H.R.etc)
5. Interestcalculationforstoppedandyearlycalculations
6. ProgressReportsof Bill,Collections,P.O.
7. Observationandrectificationof Unitsdayto daycorrections
8. All UnitsDailyNetSales
9. Monitoringof Debit,Creditnotes
10. Unsoldverificationandfinalizingwithall Depts.
11. GPS monitoringandguidelines
12. Duesproblematicunitsvisitingasperinstructionsof G.M./Director Sir’s
13. Circulationrelatednew reportsformatspreparationsandverificationwithdata
14. J.Oand O.A recruitments
15. Finance relatedreportspreparationandverification.
16. Unit wise integrationprocess
17. LedgerprocessandHyderabadCityweeklybillingprocessandchecking
18. All modificationsandcreationsin4Ci.e.Div.Head/Repchanges,Edition,Zone,routes,booksetc.
19. Circulationrelatedcorrespondence withall departments.
20. Coordinate withGM’s/DirectorsSir’sandotherDept.Heads onrequire reportsandcirculationactivities.
ACM: (ALL Units)
1. Transport Billschecking
2. Transport Agreementschecking
3. AgencyApplicationschecking
4. AdjustmentsVerifications
5. Refundschecking
6. Incentive andCreditNotesverifications
7. PAN no’sand TDS certificates
8. GPRS Monitoringandcoordinate withUnitsJOs,PassConsultant andStores
9. Transport Route approvalspreparation
10. DCR Checkingandcash collection
11. MeetingReportschecking
12. TelanganaunitsvisitregardingABCproblems&Training
ACM/JO: (AP & TS)
1. NetsalespreparationandinformationgiventoH.Oandunitsand ACM‘s.
2. PromotionworkconsolidationpreparationeverydayandgiventoH.O.
3. IndentchangesreasonsreportsenttoH.O.
4. Co-ordinate the Unitsfordailyreports andotherrequiredby H.O.
5. Ad hocReports to H.O.
6. Co-ordinate the units - RegardingABCwork.
7. Followupthe unit’sfieldstaff tocompletethe ABCpendingdocuments.
8. Verificationand co-ordinate the unitstocompletethe Monthlymeetingreports.
9. Unitsvisits - verificationof circulationactivities(or) if anyproblemsare raisedatunits(or) office staff training.

7. 10. Co-ordinate the dispatchsupervisorsandpackers
11. Packer’s recruitment.
12. MonthlyBranch In charge confirmationreportsfollow up.
13. Coordinate withH.Orelatedperson’si.e. Internal,ExternalAudit,ABC
14. SundayBooksP.O.preparationsandsendtoH.O.
15. Coordinate withDGM’s require reportsandcirculationactivities
16. Schemesandincentivesverification.
17. All unitsUnsoldsfollow-up.
18. Studenteditionworkingverification.
19. CollectionsreportpreparationandsupportedtoourH.O.staff.
20. Hyderabadcitymonthlyreportpreparation (OnlyTelanganaUnitJOactivity)
OA : (3 OA are sharing the belowtasks reagion wise)
1. Stall report.
2. Promotionwork.
3. Printtimings.
4. Unit wise numberof agenciesandcopies.
5. Market share report.
6. Transport delays.
7. Fieldstaff maintainingagencies.
8. WeeklySundaymagazine.
9. Mumbai & NewDelhi L.R’s.
10. Coordinate withJ.OandunitIn-charges.
11. Agencymasterentry& modifications.
12. Incentivesandscheme checking.
13. Adjustments,credits&debitsnote entry.
14. Refundsentry.
15. Dailyvariance checking.
16. Unit’sstationery requirementand follow up.
17. Unit wise fieldstaff T.A/D.A billsforwardtoconcerneddepartments.
18. Regularand Studentedition variance.
19. Railwayssupplystatementpreparation.
20. Indentchanges.
21. Metros dayto day activitiesfollowup
22. Dcr & Unsolds entry.
23. Route changes.
24. Unitsstationeryrequirements andfollowup.