Department of Posts Overview of IT Modernisation Project 4.1

SCOPE India Post IT 2012 is a Rs 4909 Cr Project This includes Operating expenses for 5 years Project was approved by CCEA on 22nd Nov 2012 Project will be implemented thru eight RFPs FSI----POSB, PLI & Enterprise Content Mgmt System (is a Mgmt Tool, Integrates silos & Info Content in silos to give a unified picture) CSI---POS, Daily Account, Call Center, Help Desk, HR & A/c, Mail & Logistics, Business Process Mgmt & Workflow, Business Intelligence, Brain of the Postal System which integrates all SIs RSI—MGNREGA, POSB, eMO , application for rural device Rural Hardware ------1,30,000, Laptop, HH Device, Smart Card Reader, Solar Panel, Battery with Backup, Thermal Printer, Biometric Reader Data Center & Disaster Recovery Center NSP-----Primary & Secondary Mail Office Hardware Including 15,000 Postman Handheld Device Change Management 4.1

COMPUTERISATION STATUS All Departmental Post Offices provided with computers : 24,969 Total no. of GDS POs to be computerized in the IT Project : 1,30,000 4.1

India Post 2012 Vision How Vision 2012 Helps ? 100% post offices computerised / networked IT based products are more attractive to today’s customers Scope for business expansion & revenue growth Multitude of new/improved products/ facilities (e.g. eGovernance, Rural ICT, Cash Ttransfer, SS Payments, eCommerce, NEFT, RTGS, ATMs, CBS, Anytime-Anywhere Banking, Net Banking, Mobile Banking etc Rural customer transactions will be more transparent, secure and less cumbersome India Post Employees proud to be part of tech driven organisation at par with the best in industry, banking and financial services Offer New Products and Services Empower Rural Infrastructure Increase Market Share and Revenues Deliver Improved & Consistent Customer Service Drive high Employee satisfaction To Be A Technology Enabled, Self Reliant Market Leader 4

Overview of IT Solution Customer Interaction Channels Rural ICT* Solution Setting up IT Infrastructure – Data Centre / Connectivity Web Portal (e-Commerce) Mobile Banking ATMs Call Centre Mail & Retail Operations Postal Banking Postal Life Insurance HRMS & Payroll Finance & Accounts MIS Reporting / Business Intelligence / IT Security India Post Data Warehouse *Information & Communication Technology

Project Overview Network connectivity to all Departmental Post Offices Infrastructure Network connectivity to all Departmental Post Offices Shared Data Centre for hosting applications Mail Office Hardware Data Centre Facility RFP Network Integrator RFP MoH RFP Postal banking and insurance services Mail Operations & Logistics ERP solutions for F&A ,HR & Payroll. Customer Interface- ATM, Call Center, Portal Reporting and Analysis to assist in decision making Applications FSI RFP Core SI RFP Rural Systems Rural handheld devices MGNREGS, eMO /iMO applications All the other Postal, Financial and e-Commerce services on the rural device RICT –SI RFP RICT-RH- RFP People Management Enabling change and stakeholder engagement Training, re-skilling, Capacity building to facilitate new processes and process changes Change Management RFP

Benefits to Government Impact Areas Countrywide financial inclusion particularly in rural areas Effective delivery of MGNREGS DBT, & Social Security Schemes Faster , transparent and more reliable postal services Faster and Transparent financial services Multiple channels of access for customer like ATM, mobile banking, net banking, NEFT, RTGS Last Mile IT network connecting more than 1,55,000 post offices Improved delivery of Govt. schemes in Rural Areas Improved quality of service Reduction in operations cost New products and services based on IT enablement Faster and better decision making based on on-line data availability Benefits to Citizens Benefits to Government Benefits to DoP

Current RFP Status RFP Name Status Remarks Financial System Integrator Project Kicked off on 28th Sep’12 and Vendors On-board FSI – Infosys NI – Sify CM - TCS Network Integrator Change Management Data Center Facility Data Center completed & handed over on 3. 4.13 DC - Reliance Rural System Integrator (RSI) Contract signed but T to be synchronized with RH RSI - Infosys Rural Hardware (RH) Being re-tendered Core System Integrator (CSI) Project kicked off on 15.4.13. CSI – TCS Mail Operations Hardware (MOH) RFP under evaluation 4.1

Project Timelines Implementation Phase O&M Phase 2012 2013 2014 2015 RFP Completion Date 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Q1 Q2 Q3 Q4 H1 H2 CM Jul’   RSI May’ FSI Feb ’ 2019  CSI May’ 2019  RH Apr’ 2019  NI Jul’ 2019  DCF  Mar’ 2018 MoH Nov’ 2018  Implementation Phase Implementation Phase O & M Implementation Phase O & M Implementation Phase O & M Implementation Phase O & M Implementation Phase O & M Implementation Phase O & M O & M Implementation Phase O&M Phase 4.1

Implementation Phases & Roll out plan Project phases: The entire project to be implemented in three phases in the following manner: Pilot Phase Phase 1 Phase II Pilot Phase: 8 Pilot circles identified for the roll out of Pilot phase, namely- Assam UP Rajasthan Maharashtra Karnataka Tamil Nadu Delhi AP Circles The Pilot stage would be rolled out in identified Post Offices in the 8 Pilot Circles. After which the solution will be modified / improved based user feedback. Roll out Phase : Thereafter Phase I roll out would commence in the Pilot Circles For CBS, Phase I will include all the HOs in the country . Phase II will involve the roll out in all the 22 Circles in 18-20 Months from commencement. 4.1

Implementation Phases & Roll out plan ~28000 Offices Project Pilot (6 Circles)* Phase 1 Phase 2 Financial System Integrator (FSI) CBS – 124 PO/ 300 BO PLI – 218 PO CBS – 2223 PO / 13242 BO PLI – 11414 PO / 54709 BO CBS – 23447 PO / 113876 BO PLI – 10219 PO / 72709 BO Rural Systems (RSI & RH) 4000 BO 45000 BO 81000 BO Core System Integrator (CSI) 204 Offices / 300 BO 2124 Offices / 13242 BO 24262 Offices / 113876 BO Network Integrator (NI) 4.1

Implementation Phases & Roll out plan RFP Name Function Pilot Phase 1 Phase II Financial System Integrator (FSI) Banking 8 Pilot Circles*: 112 HO 12 SO 8 CPC 300 BO All circles: 697 HO 14 CPC 6 circle: 1512 SO 13242 BO Remaining circles: 23447 SO 113876 BO PLI 7 Pilot Circles**: 8 HO 191 SO 19 Other Offices Attached BO 7 Circles: 355 HO 11059 SO 54709 BO 446 HO 9773 SO 72709 BO Rural Systems (RSI &RH) MNREGS & eMO 6 Pilot Circles: 4000 BO 16 Circles (including 6 Pilot Circles): 45000 BO Remaining Circles: 81000 BO RFP Name Mar 2013 Jun 2013 Sept 2013 Dec 2013 Network Integrator Pilot locations 50% Location 75% Locations 100% Locations 6 Pilot Circles: Assam, UP, Rajasthan, Maharashtra, Karnataka, Tamil Nadu * 6 Pilot Circles + 2 POs from Delhi Circle + 2 POs from AP circle ** 6 Pilot Circles + 2 POs from Delhi Circle 4.1

Implementation Phases & Roll out plan RFP Name Function Pilot Phase 1 Phase II CSI Wave 1 (E-Mail & other common Infrastructure) Rollout across all Circles Wave 2- POS Mail Operations F&A HR Rural 6 Circles: 108 HO 16 SO 300 BO 80 Other Offices 10 Circles: 241 HO 1509 SO 13242 BO 374 Other Offices Remaining All Circles: 457 HO 23207 SO 113876 BO 598 Other Offices Wave 3- Advanced Mail tracking Philately HR- Self Service CIM- Web & Mobile Rollout in remaining POs across all Circles 4.1

1. Data Centre Facility The overall scope includes: Data Center Providing Data Centre for hosting Department’s Primary Data Centre . The Vendor will provide the space, services and facilities Servers will be installed by the concerned SIs Connectivity & related Hardware will be provided by the NI vendor The Primary DC will also house the Department’s Network Operating Centre (NOC), which will be manage by NI The Data Center located at the M/s Reliance’s facility at Navi Mumbai Disaster Recovery Center (DRC) To be housed in Department’s own building at CEPT Mysore The Vendor will provide Services and Facilities & manage the DRC Servers will be installed concerned SIs Connectivity & related Hardware will be provided by the NI vendor The DC vendor will build, operate and transfer Disaster Recovery Centre ( at PTC Mysore) to meet DoP requirements Operations and maintenance of DCF (Data Centre Facility) and DR Site for a period of 5 years 24x7 onsite support as per SLAs

2. Core System Integrator The Core System Integrator will implement the solutions for Mail Operation, Retail, Logistics Post, Philately, Finance & Accounts & Human Resources The overall scope includes: Installation of central hardware at DC & DR locations Software applications for Mail, HR , F&A solutions Multiple customer interaction channels i.e. Point of Sale Counters, Portals, Mobiles, Call Centre Rural ICT Client application for Point of Sale, Mail Operations and F & A Integration of solutions brought by other SIs with the overall solution architecture Set-up and operation of Call Centres for customers covering all aspects of DOP’s business. Centralized help desk for employees for managing issues related to operations. Help Desks First Level Help Desk (L1) will be provided by the respective SIs for an initial period of one year. Thereafter CSI will takeover the Helpdesk operations. Level 2 & Level 3 Help desks, which will provide detailed technical help will be provided by the respective SIs.

3. Financial Services Integrator The FSI vendor will implement the solutions for Core Banking and PLI in all Post Offices and provide Multiple delivery channels- internet, IVR, Mobile, ATM & SMS. The overall scope includes: Installation of central hardware at DC & DR locations Software applications for Core Banking & PLI solutions Data migration from Sanchay Post & NIC PLI application to new system Installation & Management of Department’s ATMs at 1000 locations. Setting up of Central Processing Centers (CPCs)- One each for 22 Circles in the case of Core Banking Setting up of CPCs for PLI – 1000 Nos. Rural ICT Client application for Core Banking & PLI Training DoP resources on the new solution Operations & maintenance for 5 years RTGS- real Time Gross Settlement min – 2lakhs max no limit- through RBI bet 9 to 16 30 on working days and sat upto 2 pm . IFSC code is mandatory Individual transmission NEFT national electronic fund transfer- work in batches. That is the basic difference

Postal Banking Solution(CBS) clearing Savings Accounts Deposits Charges CBS Rural ICT Devices Enterprise GL mobile IVR internet ATM NEFT CRM POS others 4.1

4. Network Integrator The Network Integrator will link all Departmental Post Offices, Administrative office, Account offices, Sub Divisions etc. (~ 30,000 locations) though one single WAN. The overall scope of NI includes: Planning and design of the entire Network . Connectivity for each location from 2 different network service providers in order to ensure uninterrupted network connectivity. Installation of Network Hardware, i.e. Switches & Routers at each location including the Data Center & DRC. NI will bring a secure network having all security features; application integration requirements; & intermediate transition needs Program Management of entire Network Integration implementation and Operations and maintenance of entire DoP Network environment for 5 years Network Management Tool and process will be setup by NI for managing the entire network including setting up a Network Operations Centre, (NOC) at the Primary Data Centre site, which will be operational 24 x 7

5. Rural ICT Solution: Rural SI and Rural Hardware The Rural ICT Solution is being implemented through two distinct sub-projects- Rural ICT System Integrator (RSI); Rural ICT Hardware (RH); Rural ICT Hardware: The vendor will supply the hardware, network connectivity & solar panels to ~ 1,30,000 Branch Offices. Depending on Workload, BOs will be supplied with either Handheld Mobile Devices or Netbooks Each Device will have standard peripherals like Biometric Identification device, Camera, Thermal printers ,2D Scanner along with Solar Panel The Devices will be mobile and the vendor will also provide a box/bag for carrying the devices and peripherals. A spare battery will be provided to ensure that at least one charged battery is available. RH Vendor will also provide Connectivity for the Devices. Operations and maintenance support for 5 years 10% Critical reserves of inventory will be maintained at Divisional Levels to enure immediate replacements in case of faults in hardware.

6. Rural ICT Solution: Rural SI and Rural Hardware RFP Rural ICT System Integrator: Rural System Integrator (RSI) will provide the software solutions relating to MGNREGS, eMO & Integration of EDOs for Rural ICT devices. Installation of central hardware at DC & DR locations Software applications for MGNREGS & eMO , for Rural ICT Devices (client applications) Development of a SDP (Service Delivery Platform)which acts as a gateway to rendering the client applications on Rural ICT devices. This will ensure device neutral client application development. Data migration from Sanchay Post to new system Training through “Train the Trainer approach” - where 4000+ employees of DoP will be trained by RSI who will in turn train 130000+ GDS Operations & maintenance during the contract period Client application in multiple languages Support for the application is expected to be available in atleast 11 languages

Rural ICT Solution Overview Handheld Computers Biometric Scanner Thermal Printer 2D Imager Devices Smartcard / Mag Stripe Reader and Writer 4.1

7. Mail Operations Hardware The overall scope includes: Supply of procurement of Mail Operations Hardware for all Mail Offices & TMOs The Hardware will include desktop computers, printers, barcode scanners, weighing scales, tag printers, Power back up devices Supply of 15,000 departmental postman with handheld devices including maintenance and operations of the hardware Maintenance and operations of the hardware during the tenure of the contract Hardware to be supplied to the different offices, located in different parts of India on demand basis MOH vendor will also provide the hardware with latest software / operating system and coordinate with the other System Integrators viz. CSI, FSI, Network Integrator to provide the necessary assistance for successful installation, integration and functioning of all applications

8. Change Management Change Management: The scope includes an integrated CM approach encompassing: Stakeholder Management to align all stakeholders to the program objectives & understanding their concerns at the Directorate, C O, Region, Division, H P O & GPO Change Readiness Survey for assessing readiness to accept change. The survey is planned in 4 cycles with atleast at least 20000 responses in each cycle Developing Change Network leaders in the Circle/Region offices and will comprise of 5 to 10 senior stakeholders from each Circle and Region office of DoP Conducting Change Management workshops – 2 workshop at each Circle HQ/ Regional HQ Communication and Awareness for engaging and informing employees about the changes Capacity Building Plan etc. Training: Preparation of training plan for all solutions and Training coordination with all vendors in respect of their training components. In order to ensure that the training is targeted and received by the right recipients high level coordination will circles/ regional authorities is required.

Project Implementation Committees Project Governance Structure Project Implementation Committees Circles/ Regional Deployment Committee ( in each circle) FSI Com Circle Committee Rural Com Region Committee Region Committee PCC* Tech Com Budget & Legal Responsible for Implementation including- Project Monitoring Data Migration User Training Deployment Coordination Status Reporting ARC** PCC/ ARC functions CSI Com CM Com *PCC- Project coordination Committee **ARC- Architecture Review Committee 4.1

Project Governance Structure in Circles Circle Monitoring Committee NISG Executives & Circle PMU Regional Committee Chairperson: CPMG Convener: PMG/DPS Chairperson: PMG Convener: DPS Responsible for Project Implementation across Offices with in the respective Regions 4.1

Roles & Responsibilities of Circle / Regional Committees The Monitoring committee in each circle will be chaired by the respective CPMG and will be accountable for ensuring the progress of the project in it’s the respective circle. Regional Implementation committee be chaired by the respective PMG ; will have one person each, nominated to represent each Project Implementation committee & this committee will be accountable for the timely completing of all the activities in their respective Regions. The Circle Committees & Regional Committees to meet regularly to review progress of project , status of tasks and to resolve issues in their respective Circles. 4.1

Roles & Responsibilities: Circle Monitoring Committees Ensure that progress on the project is as per overall project implementation plan and timelines Review the issues/ risks with the Regional Deployment teams and take decisions as required Migration of data and data validation in the circle Change Management and Training Activities in the circle H/W, N/W and S/W deployment activities in the circle Co-ordination with vendors’ representatives in the circle Monitoring of the progress of the project and weekly reporting of project status to PMU and Project Implementation Committee. Manage conflicts and resolve them 4.1

Roles & Responsibilities: Regional Implementation Committee Data Migration: Provide & collate data in the template (when) provided Verify the accuracy of data collected. Verify the accuracy of data migrated in the system. Validate the completeness of the data migration activity as per the defined process. Provide status reports Training: Develop a list of trainees for each process Assign the trainees to the respective training programs Provide Status report on the training programs Provide feedback H/W and Network Deployment Ensure AMC for LAN and computers Provide site access & other facilities ( as defined) to the vendor Receiving of the material supplied on site Verification of the completeness of the activity. Provide Status Report Support: Raise Problem Tickets, when required Close Problem Tickets, when resolved 4.1

Project Specific role of Circles / Regions in Implementation* Implementation Committee Project Pre Implementation RFP specific activities during Implementation FSI Implementation Committee ( FSI PIC) FSI CBS & PLI Data Readiness and Site Readiness CBS / PLI Data Migration and Data Validation Sign Off of the CBS and PLI roll out completion in POs Acceptance of installation and Commissioning of Branch Hardware Rural Systems Implementation Committee ( RS IC) RSI & RH MNREGS data migration readiness MNREGA Data Migration and Data Validation Receipt of Handheld Device from vendor at Divisional Offices Distribution of Handheld Device to BOs Acceptance of handheld Hardware device Sign Off of on the roll out completion in BOs Technical Projects Implementation Committee (TPIC) NI & MoH Ensure Site readiness and availability LAN availability & AMC Provide Site Access and other facilities to vendor Receipt of the material delivered on site by the vendor Monitor WAN roll out plan in respective Circle Verification and Acceptance of Network deployment and hardware installation activities *Specific activities will be communicated by the Implementation committees 4.1

Project Specific role of Circles / Regions in Implementation* Implementation Committee Projects Pre Implementation Implementation CSI Implementation Committee (CSI PIC) CSI F&A, HR & Service Books Data Readiness and Site Readiness F&A, HR and Service Books Data Migration and Data Validation Site access for installation of POS applications. Sign Off roll out completion of (F&A, HR, mail operations, CIM, POS etc.) Solutions in Pos Change Management Implementation Committee CM Identify the list of Trainees Readiness of Training Centers ( PTCs and WCTCs) Identify trainees for the training of various processes Assign Trainees to the respective Training programmes & Ensure trainee attendance Ensure availability of the Training Centres as per schedule provided Provide Status report on the training program Ensure Infrastructure readiness of training centres as per the requirements Ensure Availability of User Champions for the End User Trainings Provide feedback *Specific activities will be communicated by the Implementation committees 4.1

Assignment Divide the class into four groups Group-1 Discuss the impact of mail solution on the functioning of HO’s, SO’s, BO’s , RMS and mail processing centres in the department after the implementation of the project. 4.1

Group 2 Discuss the impact of HRM solution on the functioning of HO/SO, administrative units and F and A in the department. 4.1

Group 3 Discuss the impact of Postal banking in the operations of HO/SO/BO . What are the benefits envisaged for the customers. 4.1

Group 4 Discuss the change in the operations in field after implementation of the IT 2012 project. What are the benefits expected out of the project for the department and for the public. How the project will help to achieve the vision and mission of the department. 4.1

Thanks 4.1