Role and responsibilities of PBT Operations Executive:
PBT examination requires close coordination between the operations team, test centres, courier
service providers and manpower vendors
Preparation for Dispatch
1. Examination Material Dispatch and Courier Tracking –
2. Inventory Management: Ensure all examination materials (test booklets, answer sheets,
stationery, instructions) are counted, organized, and labeled accurately.
3. Packing: Securely pack materials in tamper-evident packaging to prevent unauthorized
access. Each package should be labeled with details such as test center location, date,
and time.
4. Documentation: Track a dispatch checklist or log for each package, listing the contents,
destination, dispatch time, and responsible personnel. This documentation ensures
accountability and tracking.
Courier Scheduling
5. Dispatch Scheduling: Schedule dispatches based on exam timelines to ensure materials
arrive at test centers well in advance.
6. Route Planning: Plan the safest and fastest routes for material delivery to each test
center, especially the ODA (Out of delivery locations)
Tracking and Monitoring Shipments
7. Real-Time Tracking: Use tracking numbers provided by the courier service to monitor
each shipment’s location and status in real-time.
8. Status Updates: Regularly check and document the status of shipments to ensure they
are on schedule. BD offer email or SMS notifications for status updates, the same can be
downloaded and tracked on daily basis till the Exam material is delivered to the
designated person.
9. Exception Handling: Raise an alarm to the reporting manager in case of delays, to take
immediate action to notify the test centres, update the delivery plan, or arrange
an alternative transport (whichever is applicable)
Receiving and Confirmation
10. Confirmation of Receipt: Require test center staff to confirm receipt of materials, ideally
with a signed acknowledgment of the packages received and condition upon arrival.
11. Condition Check: Test center personnel should verify that packages are intact and
unopened upon arrival to ensure there has been no tampering in transit.
12. Reporting Issues: If there are any discrepancies or damage to the packages, test center
staff should report immediately to the central operations team for investigation and
resolution.
Post-Exam Material Collection and Return
13. Reverse Logistics: Arrange for the secure collection of completed attendance sheet,
OMR answer sheets and any unused materials post-exam (as instructed) for grading or
generating result.
14. Tracking and Acknowledgment: Track the return shipments and confirm when materials
are received at the grading center or central facility, maintaining a log for accountability.
Record Keeping and Reporting
15. Documentation of Dispatch and Receipt: Maintain detailed records of all dispatches and
returns, including tracking numbers, dates, times, and recipient acknowledgements.
16. Issue Reporting and Resolution: Document any issues that arise (such as delays,
damages, or losses) and record the actions taken to resolve them. This helps improve
future operations and accountability.
OMR Scanning:
He will be responsible for handling, scanning, and verifying Optical Mark Recognition (OMR)
sheets used in exams or surveys- OMR Sheet Inspection and Sorting.
Preparation and Setup OMR scanner
17. Machine Setup: Prepare the OMR scanner for each session by configuring settings such
as paper size, mark sensitivity, and alignment based on the specific type of OMR sheets.
18. Batch Organization: Sort and organize OMR sheets by batch, typically based on location,
test date, or subject, ensuring an efficient scanning workflow.
19. System Calibration: Calibrate the OMR scanner to recognize marks accurately. This may
involve adjusting settings to account for different types of OMR sheets or varying mark
intensity.
