Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Discuss the general rules to be followed during the classroom session and explain that adherence to these guidelines will enable the entire class to focus on learning without disruptions and meet the learning objectives effectively. 1. Please turn off or turn the volume off on pagers and cell phones to eliminate disruptions. Be respectful of other participants and check e-mail or cell phones only during breaks. 2. Please be on time and follow the training schedule. We’ll take a ten-minute break approximately every two hours; please return from breaks promptly. This will help manage activities by starting and stopping sessions on time. 3. Let’s minimize side conversations so we can all hear the speaker clearly. 4. Please feel free to ask a question anytime throughout the course. Questions that cannot be answered immediately will be noted down and answered later.

Lesson 1: Overview of ECMS 10 Lesson 2: ECMS at CPC 35 Module Break-up Duration (minutes) Lesson 1: Overview of ECMS 10 Lesson 2: ECMS at CPC 35 Practice Exercises 45 Total 90 Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: State the agenda of the module and inform trainees about the total duration. Inform that the duration will cover demonstration and practice exercises.

Prerequisites Learners should be familiar with: Basic knowledge of working with computers Basic knowledge of navigating through application interfaces Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: State that this course is focused on Enterprise Content Management System (ECMS) process related to Postal Life Insurance and participants are expected to be familiar with the basic concepts and terminology associated with ECMS. Participants are also expected to have a basic knowledge of working with computers and are expected to be familiar with application interfaces. It would be a good idea to ask trainees to raise their hands in order to gauge the percentage of the audience that meets the above prerequisites.

After completing this course, you will be able to: Describe ECMS. This module deals with the activities that are performed by ECMS for processing of documents. After completing this course, you will be able to: Describe ECMS. Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Provide an overview of the module and state the objectives displayed on the slide.

Lesson 1 Overview of ECMS

Overview of ECMS The ECMS application has a user-friendly interface that allows easy navigation. After completing this lesson, you will be able to: Describe ECMS. List the proposal forms processed by ECMS. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Provide an overview of the lesson and state the objectives displayed on the slide.

Overview of ECMS Introduction to ECMS The Enterprise Content Management System (ECMS) is designed to support India Post in scanning the documents received at various Post Offices (PO). It is used to capture, manage, store and deliver documents related to organizational processes. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants an overview of the ECMS process.

Proposal Forms Processed by ECMS Overview of ECMS Proposal Forms Processed by ECMS PLI Proposal RPLI Proposal Child Policy Proposal Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the list of proposal forms processed by ECMS.

Overview of ECMS ECMS Process Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: The process flow is self-explanatory. Explain the process flow. Let an expectation be set that the audience should point out how the process is different from the existing process.

Overview of ECMS You have reached the end of the lesson. You should now be able to: Describe ECMS. List the proposal forms processed by ECMS. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: State what the trainees should now be able to do.

Lesson 2 ECMS at CPC

ECMS at CPC This lesson will explain the steps required to process documents at Central Processing Center (CPC). After completing this lesson, you should be able to: Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Provide an overview of the lesson and state the objectives displayed on the slide.

Customer Visit to India Post Office ECMS at CPC Customer Visit to India Post Office A customer comes to Post Office. Customer fills the form and attaches the required documents along with the form. Counter clerk receives the form and required documents from the customer. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in customer visit to India Post. Post Office Counter person checks the documents thoroughly i.e. Form is dully filled. Writing of the person is clear. Documents are attached.

Proposal Number Generation - New Business: New Proposal ECMS at CPC Proposal Number Generation - New Business: New Proposal Counter clerk generates the Proposal Number by logging to the McCamish application. Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. One copy is given to the customer and another copy is affixed on the blank A4 size paper. Facilitator Notes: Explanation: NA More Information: Note:- Acknowledgment receipt will not contain any barcode printed on it. ECMS will tag the documents with proposal number and request ID as proposal number itself. Facilitation Tips: Explain to the participants the different steps in proposal number generation. A4 sheet having Acknowledgment Receipt is put over the Proposal documents as covering.

New Business: Missing Requirement ECMS at CPC New Business: Missing Requirement Counter clerk accepts the missing documents from the customer. Counter clerk verifies the Proposal Number by logging to the McCamish application. Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. Facilitator Notes: Explanation: NA More Information: Note:- Acknowledgment receipt will not contain any barcode printed on it. ECMS will tag the missing documents with proposal number and request ID as proposal number itself. Facilitation Tips: Explain to the participants the different steps in proposal number generation. One copy is given to the customer and another copy is affixed on the blank A4 size paper. A4 sheet having Acknowledgment Receipt is put over the submitted documents as covering.

Policy Servicing: With Barcode ECMS at CPC Policy Servicing: With Barcode Counter clerk checks if photocopy of passbook or policy bond containing barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same. In case all documents are dully submitted, counter clerk generates a Service Request ID using McCamish application. Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. Facilitator Notes: Explanation: NA More Information: Note:- Acknowledgment receipt will not contain any barcode printed on it. Facilitation Tips: Explain to the participants the different steps in proposal number generation. One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond provided, it doesn’t hamper the barcode.

Policy Servicing : Without Barcode ECMS at CPC Policy Servicing : Without Barcode Counter clerk checks if photocopy of passbook or policy bond even without barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same. In case all documents are dully submitted, counter clerk generates a service request ID using McCamish application. Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. Facilitator Notes: Explanation: NA More Information: Note:- Acknowledgment receipt will not contain any barcode printed on it. Facilitation Tips: Explain to the participants the different steps in proposal number generation. One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond.

Bundling and Dispatching ECMS at CPC Bundling and Dispatching Counter person staples all the documents pertaining to one form/request together to make one bunch for each form/request. All the bunches will be tied together by counter person in a big set of maximum possible size. If document are huge in number, multiple sets can also be created. A code will be given to each set at PO with convention as “OfficeCode_Date_SetNo”. Counter person generates a serial list of all service requests to be sent to the CPC and affix it over the set with clear marking of the serial numbers of forms/request enclosed in the set. Facilitator Notes: Explanation: NA More Information: OfficeCode_Date_SetNo code will only be used for differentiating the sets of multiple POs at CPC and will not be entered into the system. Facilitation Tips: Explain to the participants the different steps in bundling and dispatching. In case of multiple sets, report should be pasted on each set with marking of serial numbers of forms enclosed in each set. Set/Sets will be dispatch to the CPC for scanning. McCamish system internally updates the status of all documents to Pending for Scanning.

ECMS at CPC Receiving Documents CPC Clerk will differentiate the set/sets of PO on the basis of code and report affixed on each set. Clerk unpacks the set/sets and performs a sanity check to confirm that all the documents sent from branch are received in good shape. Clerk at CPC ticks the serial list of service requests received with bundle to check missing set of documents if any. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in documents received at CPC. In case of any discrepancy, CPC clerk contacts the branch to resolve the same.

ECMS at CPC Batch Preparation CPC clerk creates the multiple bundles out of the one big set received from a PO with 50 pages or less in each bundle. CPC clerk will also provide the bundle number to each bundle with naming convention as “OfficeCode_Date_BundleNo”. This Bundle number will used to fed into the system. Clerk un-staples all the documents of a bundle. Clerk checks the sequence of sets and corrects it to maintain in a serialized order as received in the list. Facilitator Notes: Explanation: NA More Information: For e.g. if total pages of documents received are 125 then there will be three sets i.e. 50, 50 and 25. Bundle Number provided by clerk should follow following guidelines as it have two restrictions while feeding it to scanner. Bundle Number should have two underscore with date in between. Format of date should be ddmmyy. Facilitation Tips: Explain to the participants the different steps in batch preparation. Clerk adds the appropriate separator sheets between and within the set of documents.

ECMS at CPC Scanning Process The documents are grouped together in a group of 50 pages each at max, which will be fed into the Automatic Document Feeder (ADF) scanner. Scanning operator also ensures that every form is grouped along with its supporting documents in a single batch. Once configured, scanning operator feeds the batch to ADF and hits the scan option from the scanning software installed on the desktop. Facilitator Notes: Explanation: NA More Information: If Folder structure not available, Scanning operator will create it before starting scan. Facilitation Tips: Explain to the participants the different steps in scanning. The folder structure hierarchy for saving the documents is CPC name, Post Office name and date of scanning. Once scanned, Scanning operator saves all the images to local desktop with a naming convention generated by the scanner.

ECMS at CPC Scanning Process Scanning operator will perform sanity check to confirm if all the sets have got scanned properly. In case of any discrepancy Scanning operator rescans all the documents pertaining to that particular proposal/service request. Finally Scanning operator removes all the separator sheets from the documents and bundle them back. Facilitator Notes: Explanation: NA More Information: Scanning operator will perform following actions on the scanned images. A sanity check to confirm if all the sets have got scanned properly. Deletion of images having blank pages (which got introduced due to Duplex Scan) Rotation of images to align them vertically, if any image got scanned/saved in different position. Facilitation Tips: Explain to the participants the different steps in scanning.

ECMS at CPC Upload to ECMS Desktop operator logs in to ECMS. Desktop operator enters the same bundle number as received on the physical bundle from the branch. Browses to respective batch folder where images are available. Selects the image/s and virtual scans (VScan) all the documents to DataCap. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in uploading the documents to ECMS. DataCap web service uploads the scanned images to DataCap server in the background. Desktop operator performs the operations like Page Identification & Verification on the other batches while upload is running in the background.

Demonstration: Upload Scanned Documents to DataCap ECMS at CPC Demonstration: Upload Scanned Documents to DataCap Use the application to do the following actions: Entering the Bundle Number Scanning the documents Facilitator Notes: Explanation: NA More Information: Refer to section 1.3 of the ECMS Operating Manual. Facilitation Tips: Access the application and demonstrate the above tasks. Important: 1. Explain each task in detail. Provide appropriate business logic, wherever required, or draw learner’s attention to important points that users should note. 2. Emphasize on the mandatory fields on each screen. Refer to the Operators Manual for the key notes for each sub-step/field. Ensure the following: The key notes are discussed in the class The prerequisites for a step are performed before demonstrating the step

ECMS at CPC DataCap Workflow Page Identification by the system based on the separator sheets. Manual Page identification and correction if required. Optical Character Recognition (OCR) Facilitator Notes: Explanation: NA More Information: In case of New Proposal No OCR on acknowledgment slip. Proposal Number is keyed in manually by data entry operator System automatically copies the proposal number to service request ID to tag the documents with same. In case of Missing Requirement of New Proposal In case of Policy Servicing with barcode Policy Number & Customer ID is extracted from barcode. Service request ID is keyed in manually by looking at the image of affixed Acknowledgement slip. If barcode is not read by the system, then all three values are keyed in manually by Datacap operator. In case of Policy Servicing without barcode Policy Number, Customer ID & Service request ID all three will be keyed in manually by looking at the image of affixed Acknowledgement slip. Facilitation Tips: Explain to the participants the different steps in DataCap workflow. Correction of extracted data and entering required data. Submission of data.

Demonstration: Identifying Scanned Documents ECMS at CPC Demonstration: Identifying Scanned Documents Use the application to do the following actions: Identifying the documents Verifying the documents Facilitator Notes: Explanation: NA More Information: Refer to section 1.3 of the ECMS Operating Manual. Facilitation Tips: Access the application and demonstrate the above tasks. Important: 1. Explain each task in detail. Provide appropriate business logic, wherever required, or draw learner’s attention to important points that users should note. 2. Emphasize on the mandatory fields on each screen. Refer to the Operators Manual for the key notes for each sub-step/field. Ensure the following: The key notes are discussed in the class The prerequisites for a step are performed before demonstrating the step

ECMS at CPC Export to McCamish Exports extracted OCR data in a flat file to McCamish. All the data which has been captured by the DataCap or corrected by Data entry operator or entered by Data entry operator will be sent to McCamish for further usage. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in exporting Flat File to McCamish.

ECMS at CPC Export to FileNet In parallel to export to McCamish, the system exports the scanned images along with metadata information to FileNet repository. FileNet stores the images with metadata received from DataCap in a temporary folder. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in exporting to FileNet.

Upload of Document Reference ECMS at CPC Upload of Document Reference Once uploaded to FileNet, the system creates a flat file with document reference and exports it to McCamish. McCamish uses the flat file to change the status of the service request from Pending for scanning to Scan completed. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in upload of document reference.

Completion & Approval of Proposal/Policy Servicing in McCamish ECMS at CPC Completion & Approval of Proposal/Policy Servicing in McCamish India Post users at CPC use the information passed by ECMS and enters the additional required fields in McCamish screen by referring the documents. McCamish accepts the proposal/service request and generates the policy number incase of accepted proposal. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in upload of document reference.

Printing of Policy Bond on Pre-printed Stationary ECMS at CPC Printing of Policy Bond on Pre-printed Stationary McCamish then generates the policy bond in two copies; one for customer and another as office copy(Policy Docket) on pre-printed stationary which will be scanned and uploaded manually to ECMS. McCamish also sends a flat file to ECMS for generating and storing the office copy(Policy Docket) of same policy bond without signature. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in upload of document reference.

Generation of Policy Bonds in Filenet (Incase of new Proposals) ECMS at CPC Generation of Policy Bonds in Filenet (Incase of new Proposals) ECMS generate the office copy of policy bond (Policy Docket) by document generation utility using the flat file sent by McCamish. Difference in this copy is that it will not have any signature on it as in the case of printed version of policy bond(Policy Docket). McCamish sends a trigger to ECMS on approved documents. On receiving approval trigger from McCamish, Filenet moves the document from temporary folder to permanent folder and also tags the documents with respective Policy ID received from McCamish. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in upload of document reference.

Manual Upload of Policy Bonds Printed by McCamish ECMS at CPC Manual Upload of Policy Bonds Printed by McCamish Policy Bonds will be printed by the Postal Assistant(PA) in CPC. PA will get those policy bonds signed from CPC In-charge. Once signed, PA will scan all the Policy Bonds outside DataCap process. Once scanned PA will open the Filenet Worksplace XT and search the Policy ID folder. PA will upload the respective image and enters the Policy ID and Customer ID by looking at the textual information available in Policy Bond. PA selects the “Source” metadata as “Manually Uploaded” so that policy bond can be identified later as uploaded manually. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in upload of document reference. PA will also select the appropriate document type to be tagged based on the type of Policy Bond. PA will finally save the document inside Filenet Repository. System will tag the Policy Bond with entered metadata and save it inside the folder selected by PA.

ECMS at CPC Rescanning Process Branch PO sends the bundle to CPC with Bundle number as Office Code + Date + Packet Number along with serial list of service requests included in the bundle. During upload of documents, the system captures the bundle number as user input. The system auto-assigns a serial number in the same fashion as listed in the serial list of service requests. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in rescanning process. If any of the pages in a set requires rescanning, the Scanning Assistant selects RESCAN required - YES for the related Proposal Form. The set with RESCAN required - YES will not be exported to FileNet. The other set of documents with RESCAN required – NO will be exported to FileNet.

Rescanning Process : Handling the Problem Set ECMS at CPC Rescanning Process : Handling the Problem Set A flat file will be generated in rescan folder (on the local m/c & server) with the following information: Bundle # | Proposal # | Date Scanned | Rejection reason Scanning assistant reads the flat file and take out the set from the bundle which require rescan. Scanning Assistant rescan the rest of the set separately or in next batch. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in rescanning process. Verifies and uploads to FileNet. Marks the report flat file as complete.

Correction Process for wrongly entered Proposal Number ECMS at CPC Correction Process for wrongly entered Proposal Number Once India Post user identifies a discrepancy in the Proposal Number tagged with a particular proposal document, he will notify the administrator for correcting the same with wrong as well as correct proposal number mentioned in the notification. Once administrator receives the request he/she will perform the following activities. Admin checks if the folder already exist with correct proposal number. If not he/she will create the same in ECMS. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Explain to the participants the different steps in rescanning process. Admin search the proposal documents using wrong proposal number. Once retrieved, admin modifies the proposal number metadata of each document with correct proposal number. Finally, admin move each document from the wrong proposal folder to correct proposal folder.

ECMS at CPC You have reached the end of the lesson. You should now be able to: Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document. Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: State what the trainees should now be able to do.

What is the full form of ECMS? What are the steps for logging in to the DataCap application? What are the steps of the scanning process? List the proposal forms processed by ECMS. Facilitation Notes: Explanation: NA More Information: NA Facilitation Tips: Inform trainees that these questions are meant to recall the information that they learnt. Everyone should participate without being anxious for it being any form of formal assessment.

You have reached the end of the module. You should now be able to: Describe ECMS. Explain the steps to process and scan documents at CPC. Log in to the DataCap application. Describe the steps in scanning, page identifying and corrections for the scanned document.

Facilitator Notes: Explanation: NA More Information: NA Facilitation Tips: Encourage trainees to resolve their queries and clear their doubts, if they have any. It recommended that you go through all sections of the ECMS Operating Manual in order to resolve learners’ queries.