Presentation 23 11_10.34265106 (1)

Department of Posts Presentation to Unions Dak Bhavan 23 rd November 2010

Increase Market Share and Revenues
Deliver Improved and Consistent Customer Service
Offer New Products and Services
Drive High Employee Satisfaction
Radically Aid Rural Empowerment and Social Development
To Be A Technology Enabled,
Self Reliant Market Leader
Development of last mile infrastructure
Radical increase in access to financial protection in rural areas (e.g., RPLI, Small savings)
IT Modernization Project- Phase-2 helps
Multitude of new products improved/ launched (e.g., eGovernment, Rural ICT, RPLI)
Rural customer experience re-engineered (more secure and less anxious)
Service Delivery Levels increased substantially
Enhances revenues significantly from the current state
Provides new products and services to better meet their changing needs
IT Modernization Project- Phase-2 aligns with and delivers to Vision of Department of Posts
Enhanced revenues and market share through new products

IT Modernization Project- Phase-2: automation and improvement The programme looks at the automation and improvement of postal and Government services through the re-engineering and build of operations and systems.

India Post 2012 Programme is structured into 2 tracks Track 1: Blueprint Track 2: Implementation
Design
Understand current status (process, people, technology)
Conduct Field Studies
Carry out Benchmarking studies
Business Process Re-engineering
Develop To-Be processes
Develop IT Blueprint and Implementation roadmap
Prepare Detailed Project Report
Assist in preparing RFPs and Vendor Selection
Programme monitoring
Monitor the programme plan, issue and risk logs and contingency plan
Assist in managing the vendors
Implementation
System design
System development and implementation
Process redefinition
Change management
Month 1 to Month 12 Month 9 to Month 45 IT Consultant role
The IT Consultant will not respond to RFPs (to ensure no conflict of interest) under this IT Project

Field Study Site Visits Secondary Research - Private Secondary Research - Posts India Post 2012 deliverables in Track 1 and where we are today Inception Report CCEA’s Approval obtained To-Be Processes and Technology Design Detailed Project Report Gather Facts* Detailed Future Solution Design Current State Assessment Report Conceptualisation Report Benchmarking Report Feasibility Reports – Banking, ERP & AFS Assess Current State Approval and RFPs Technology, Change Management & Implementation Plans * Fact-finding was conducted with support from the Circles Request for Proposals In progress

Post Offices to be computerised: The IT project would also account for the computerisation and networking of Mail offices, RMS sorting offices, Postal Stores Depots, Circle Stamps Depots and other Administrative, Operative & Accounts Offices *As on 01.04.2010 # Activity under progress Post Office Total Number* Offices Computerised* Offices not yet Computerised* Double Handed POs Left over from EFC-I 2,223 # Single handed Pos 11,497 554 10,943 Extra Departmental Post Offices 1,29,497 -- 1,29,497

IT Modernization Project- Phase-2 Project Approval Steering Committee
Implementation of the project for computerization of Post offices, Mail offices, administrative and other offices, establishment of required IT Infrastructure, development of required software applications with an outlay of Rs.1877.2 Crore as recommended by the EFC;
Authorizing flexibility to the Steering Committee to adjust the number of offices, locations and the number and specifications of hardware and devices within the overall outlay of Rs.1877.2 Crore.
Approval of CCEA obtained on:

Overview of the Solution *Information & Communication Technology Customer Interaction Channels Setting up IT Infrastructure – Data Centre / Connectivity MIS Reporting / Business Intelligence / IT Security India Post Data Warehouse

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

Banking services for the “unbanked” and improved banking services
Availability of multiple channels for ease of transaction
Expedited distribution of insurance policies to the customers, especially rural customers
Personalised smart cards for policy holders to enable paperless transactions
Electronic and secure mode of money transfer into rural India
SMS confirmation of successful transfers
Focal point of delivery of social security schemes of the State
Reduction in fraud and errors through biometric authentication
Bridging gap between urban and rural India
Utility bill payments (water, electricity,)
Phone top ups, rail ticket bookings
Tracking of accountable articles
Streamline mail process by scanning bar codes
Postal Banking Money Order Transfer Technology Enabled India Post The project allows India Post to achieve the outcome of extended and efficient services to the citizens Mail Operations Retail Applications Rural Life Insurance Paying Social Security Schemes

Primary Data Centre housing all transactions and data and Disaster Recovery Centre
Redundant connectivity from multiple network providers ensuring connectivity to all the offices
Fully managed, secure and centrally governed IT infrastructure
Infrastructure India Post 2012 solution improves India Post services by leveraging on a robust IT infrastructure
Improved mail services enhancing visibility of articles, improved scheduling , warehouse management, etc
Improved postal banking and postal life insurance services to the customers
Web enabled services, accessible through the India Post portal
Accrual based accounting and centralised payroll processing
Better decision making through robust MIS reports
Applications
Rural handheld devices providing all services at the rural doorstep
Application support for MGREGS and eMO application and all the other postal, financial services on the rural device
Rural ICT
Training, re-skilling, and enabling change and stakeholder engagement
Capacity building to facilitate new processes and process changes
Development of a change network to monitor and implement change management
Change Management

8 DoP 2012 Estimated Costs FY10-FY12 (Sept) Rs Cr Recommended by EFC Applications 1,877.2 Rural ICT PM &CM Infrastructure
Integrated Modular Software Applications:
Mail Operations
Postal Banking
Postal Insurance
ERP solution for HR and Accounts
MIS and Data Warehouse
Customer Interaction Management (CIM), e- Commerce, Web portal
Rural ICT:
Devices (Handheld / Mobile devices for rural BOs)
Connectivity ( Broadband, Wireless,) for both online / offline transactions
Rural ICT Applications
Infrastructure:
Hardware ( Balance Departmental POs , Mail offices & other offices)
Data Centre and Disaster Recovery Centre
Networking (WAN, Wireless etc.)
IT Security
Program Management
Change Management ( including Training for all the applications at all POs for all the Employees)
Project Management & tools- PMUs in Department, Circle, Region and Division levels for implementation of the Projects
The Programme is estimated to cost Rs 1,877.2 Cr and to be rolled out in the financial years 2010-11, 2011-12, 2012-13
Outsourcing for
Rural ICT devices,
Data centre facilities &
Networking

India Post 2012 tentative timelines Data Centre Rural Apps Postal, Enterprise Enablers Postal Life Insurance Advanced Mail & tracking capabilities Banking Change Management Training Rural ICT Hardware (Final Roll Out) Disaster Recovery Rural Connectivity Network Connectivity Hardware supply to Post Offices Pilot Roll Out Phase-I Final Roll Out Pilot Roll Out Final Pilot Roll Out Phase-I Roll Out Final Pilot Roll Out Phase -I Pilot Roll Out Phase-I Roll Out Final Select Vendor Select Vendor Select Vendor Select Vendor Select Vendor

Physical Enablements to be achieved: * Subject to vendor selection, award dates and ability to meet the timelines Project Timeline* Physical Enablements End of Year 2010-2011 (March 2011)
All RFPs floated and vendor contracting completed
Data Centre and Disaster Recovery implementation commenced
Postal Banking solution in advance stage of implementation
Rural ICT Application ready for deployment
Rural ICT Hardware pilot rollout commenced
Mail, ERP, Postal Life Insurance solutions implementation commenced
Mid of Year 2011-2012 (September 2011)
Data Centre rollout complete, disaster recovery ready for rollout
Network Connectivity rollout commenced, in line with application rollout
Postal Banking and Postal Life Insurance solutions pilots in progress
ERP (HR and Accounts), and Mail solutions commencing pilot phase
Advance mail capabilities in advance stage of implementation
Rural ICT devices in advance stage of phase 1 rollout (5 Circles)
End of Year 2011-2012 (March 2012)
Network connectivity in advance stage of rollout
ERP and off-the-shelf mail solutions completing phase 1 rollout (5 Circles)
Postal banking solution and Postal Life Insurance in advance stages of rollout (22 Circles)
Rural ICT devices in final rollout
End of project (Year 2012-2013) (September 2012)
Network connectivity deployed to all required locations
All solutions deployed nationwide
Rural ICT devices deployed to 1,29,497 BOs

RFPs in Progress: # RFP Description Issuance Type RFP# 1 Rural ICT – SI RFP RFP# 2 Rural ICT – Hardware EOI+RFP RFP# 3 Main SI (except CBS/PLI) EOI+RFP RFP# 4 CBS/PLI SI RFP RFP# 5 Data Centre RFP RFP# 6 Network Integrator RFP RFP# 7 Hardware RFP RFP# 8 Change Management RFP

Project Management- Challenges…
Scope Management : 1, 55,000 POs, 22 Circles, Multiple Functional Silos, Fragmented RFPs, Integration
Time Management: Project to be completed in 2years, RFPs 3 months, Implementation in phases
Cost Management : Cost has to be managed within budget, Avoid cost escalation due to delay,
Quality Management:
Documentation : All the processes are to be fully documented
Knowledge Management: To be learnt, assimilated, shared , improved upon
Resource Management : Scarce, Time sensitive, optimal use
Communication Management : Effective, timely, proactive
Risk Management : adaptation, avoidance, mitigation

A holistic change management approach will be used to communicate, educate and manage the change

Implementation issues
Poor availability of power in many areas including rural areas
The Departmental POs are being provided with DG sets and UPS for power back up;
Rural ICT devices with low power requirements & high battery life;
Connectivity in rural areas
Rural ICT devices will use the available broadband / wireless/ GPRS connectivity options (DoT projection of covering 2,42,069 VPs under Bharat Nirman PhII)
Where there is no connectivity, the proposed solution looks at off line processing;
Large scale of transformation & change management, given 1,55,000 POs
Provisions have been made for capacity building, change management and training of more than 5.5 lakhs employees of the Department for the IT project.
Change management , Training and capacity building will be made through professional vendors for which RFPs are in state of readiness;
Timely project Implementation
Project Management Units established in Department and Circle levels will be extended to Regions and Divisions
Professional manpower from NISG proposed for project management
The IT consultant has the responsibility for assisting in Project Monitoring

Role of Field Officers for the Project:
(A) Setting up of the Circle/Region/Divisional PMUs
Manpower planning for the PMUs
Identify resources for the Project :-
The Circle PMUs
Regional PMUs
Divisional PMUs
(B) Deployment of manpower in the critical POs/Mail Offices/Divisions
Fresh recruited 15000 PAs to be deployed after training to these Offices
Appropriate posting of System Managers in Project Offices/HPOs/Mail Offices
(C) Collection/Validation of data & finalization of Divisional/Regional/Circle IT Plans
Based on the implementation schedule for the project Circle/Region/Division should complete the collection/validation of data called for by PMU Division
Further data on all rural BOs and delivery staff of departmental POs
Finalization of Divisional/Regional/Circle IT Plan
(D) Procurement of furniture/hardware/software etc for Circle/Region/Division (funds will be provided by PMU Division)

Thank You Confidential to DoP. For Internal Discussion Only.

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Presentation 23 11_10.34265106 (1)

by Juman Mohammed Azad

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