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PROJECT MANAGEMENT UNIT, DEPARTMENT OF POSTS

JULY 2009

IT CONSULTANT

E-TECHNEWS
Rural Technology Update...
The Committee on IC Technology on Rural Post Office made a presentation before Secretary (Posts) and Member (Technology) at Bangalore. The Committee comprised the following members: Shri M.P. Rajan, CPMG Karnataka, Shri A.K.Dash, DDG (PMU), Mr Salim Haque, DDG (Rural Business Division), Shri Kaushal Kishore, GM Finance BD Directorate, Dr Ashok Jhunjunwala – IIT, Chennai, Prof V. Ranganathan, Professor V. Sadagopan, IIIT Bangalore, Professor IIM Banglore, Shri Shatrunjay Rawat, Professor IIIT, Hyderabad and Dr Kushal Pathak, Director PMU. The committee made the presentations on three areas, Rural connectivity, Hardware option and Public Private Partnership model.
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Technical bid opened for hiring Consultant for IT Projects

The Technical and Finncial Bids were received by the Department of Posts on 10th June 2009 and the technical bids were opened on 11th June 2009. The RFP envision IT revamp of the whole department in the next 3 years. On 8 May 2009 the RFP for hiring consultant was floated. The RFP assigns a 50% weightage to the qualifications of people to be assigned by the consultant, 30% to the approach and 20% to the institutional

knowledge of the consultant. Project
Management Unit which, had earlier floated Expression of Interest for hiring IT consultant on 31st December 2008 and five bidders were shortlisted. The Draft was approved by the Department and published on 8th May 2009 to the short-listed bidders. The evaluation of the technical bids is under process

BUSINESS PROCESS REENGINEERING UPDATE On 2nd June 2009, presentations were made by the BPR Nodal Officers of various divisions on Business Process Reengineering before the Secretary (Posts) and Members of the Postal Services Board. Director Postal Staff College Ghaziabad coordinated the ‘Corporate Vision’ by presentation on synthesizing the individual vision

documents of different verticals. (Mails, FS, Accounts, Support Services and Management Support Services). It was informed that Mail Vertical, Support Service vertical & FS Division (SB) have completed the mapping of the ‘To-Be’ processes while other verticals/groups/ division are under the process of completion of work. Continued on Page 3...

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PROJECT MANAGEMENT UNIT, DEPARTMENT OF POSTS

JULY 2009

CURRENT STATUS OF TECHNOLOGY INDUCTION IN THE DEPARTMENT OF POSTS

Approval of the Cabinet
Committee on Economic Affairs (CCEA) on the EFC (Ist Phase) -2008-09 & 2009-10: Computerizing and networking of 6915 post offices, 2222 administrative offices including divisional offices and sub-divisional offices 23 PAOs including the PA Wing in the Directorate, Upgradation of the software centre at PTC, Mysore, Establishment of the project management unit (PMU),

Hiring of a IT consultant and annual maintenance contract for the existing hardware and software. Total outlay of Rs.628.66 crores for the years 200809 and 2009-2010. Funds allocated to DDG (Tech), DDG (PAF) and DDG (Estt)) for implementation of the plan project for the year 2008-09 and for the period from April to July 2009 under the vote of accounts amounting to Rs 205.17 crores. In the last financial year 1847 number of Post offices were supplied with new hardware.

Computerization and Networking of 6915 Post offices,2222 administrative offices including division office and sub-division offices.

COMMITTEE ON IC TECHNOLOGY ON RURAL POST OFFICE
Background: • Thrust of the Government on the social pensions and financial inclusion in the rural areas • The widest physical network of the Post office in the country • Retailing of various services & products • Bill collection • Delivery of Government services • Making Internet accessible to Rural India • Delivery of information through web Objectives •Rural ICT Network design • Power issues – poor power supply situation in many parts of the country Connectivity issues • • Device issues • Network security issues •Software integration- multiple services are to be provided on multiple software platforms (keeping the different connectivity and device options in mind) •Network maintenance issues • Redundancy issues • Remote maintenance •Network implementation issues

Evolution of Mobile Technology

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PROJECT MANAGEMENT UNIT, DEPARTMENT OF POSTS

JULY 2009

BUSINESS PROCESS RE-ENGINEERING: CORPORATE VISION SYNTHESIS
In the earlier presentation made by the nodal officers on 27th April 2009, it was decided that individual vision documents of the verticals should be synthesized into ʻCorporate visionʼ which will be coordinated by the Director, PSCI. It was also decided that the nodal officers from all divisions will participate in a workshop at the Postal Staff College, Ghaziabad under the guidance of Director, PSCI for a weekʼs duration when they will devote their full time and energy to the BPR exercise and complete the mapping of “To Be” processes of the respective divisions. The vision document presented by Ms. Manju Kumar, Director (Philately) on behalf of the all verticals / groups was appreciated by the board. However, clarity in the following was required to be brought in by the groups. Accounts: Money Order Accounting – without any presentation on the processes involved. Following were the outcomes: BPR processes of PLI Directorate were not presented. It was decided that nodal officer from PLI Directorate would complete the exercise by 15th of June and submit the same after approval from the Member, PLI. All other Divisions viz. FS division for remittances, Management support divisions for Vigilance, PG, MM & Estates were similarly requested. Accounts division did not present any of the ʻTo beʼ BPR processes. They were requested to complete the exercise by 15th June 2009 including the accrual based accounting and submit to the board after approval by JS&FA. On earlier occasion it was requested to all Nodal Officers to list all the processes and prepare an index as many of the Nodal Officers may have suggested new processes / products. They are requested to send the indices of all the processes to the PMU. The sample processes presented by representatives from mail vertical, support services group and the FS division was appreciated by the board. The Secretary desired that the process documents should be got approved by the concerned Member and submitted to the PMU for using them as inputs for the IT consultants. Member (Technology) briefly summed up the developments in the BPR exercise and requested the nodal officers of all divisions to complete the process of getting the documents vetted by the respective Members by mid June 2009. He also requested Director, Postal Staff College to continue to mentor the nodal officers in finalizing the BPR exercise and also developing a more refined vision documents for the department and make a further presentation before the Board after completion of the exercise.

At the outset Director, Postal Staff College informed the Secretary and the Members of the Board that the nodal officers have attended the workshop on the BPR conducted from 9 – 15 May, 2009 at the Staff College, Ghaziabad. They were working in five different groups for the following verticals under the guidance of Director, Postal Staff College, on the BPR exer- The vision was more of a synthesis of the various verticalsʼ visions rather cise as well as defining a combined than a combined corporate vision. vision for the Department of Posts. Therefore, the document needs to be further streamlined to manifest Mail Vertical (Mail Dn., BD Directorate, the outlook for the future from a Philately Dn., Global Business Dn., holistic angle. International Relations Dn.) Financial Services Vertical (FS&PLI The vision has to be more refined keeping in view its acceptability for Dn.) all the employees of the departSupport Services Group (Personnel, ment. Establishment and HR Dn.) Account Services Group Director, Postal Staff College, Management Services Group (Vigi- Ghaziabad was requested to coordilance, PG, MM and Estates Dn.) nate the above exercise and submit The Faculty from MDI Gurgaon the vision document after further regave necessary support to the nodal finement to the board for consideraofficers during their stay at Staff Col- tion. lege Ghaziabad. So far the divisions Four verticals made the presunder the Mail vertical and the Support services group and the FS division entations before the board on a ʻTo beʼ (savings bank) have completed the sample process each. mapping of the “To Be” processes of their respective divisions, while other Mail Vertical: On collection of Article verticals/groups/divisions are yet to complete the process. The nodal offi- Financial Services Vertical: SB Accers of the divisions which are yet to count opening in HO/SO complete the mapping of “To Be” processes were requested to complete the Support Services Group: Work Load Assessment of a Post office. same.

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PROJECT MANAGEMENT UNIT, DEPARTMENT OF POSTS

JULY 2009

Planned phases of IT Induction in the Department of Posts
Phase-I Supply of hardware to the offices which have not been supplied by hardware, i.e. remaining departmental post offices down up to double handed POs, administrative offices and remaining sections of the accounts wings, training facilities, Civil Wing etc. The momentum of computerizing the post offices, administrative offices and accounts offices is continued by completing the supply of hardware on more or less the same lines adopted in the X Plan. This will bring in the benefits accrued from computerization to the remaining offices. It will also enable utilization of funds. It will also prepare the computerized offices to be in readiness for implementation of the integrated software in the next phase. The existing software would be used in these POs with emphasis on consolidation of networking and better training of the manpower. Phase -II Development of integrated modular software which will allow seamless flow of data between the various postal units, with other service providers like Telecom, Railways, Banks, State Governments and other postal administrations and setting up of a National Data Centre and Disaster Recovery Centre. Provision of hardware to the single handed offices and the BOs / GDS offices and connectivity to the rural post offices to enable payment of remittances and social delivery schemes such NREGS, Scholarship etc.
Constitution of PMU: Under the overall guidance of Shri. S. Samant, Member TechProject Management Unit, Department of Posts DDG PMU Shri. A.K. Dash Director PMU Dr. Kushal Pathak

Project Management Unit publishes a Monthly Newsletter highlighting its current work development and strategies. The newsletter is also available in the online version that can be read from Intranet Portal of Department of Posts here: http://www.sahuliyat.comFor comments and suggestions kindly post it at sahuliyat.com Forums or send them to Dr. Kushal Pathak Director PMU, kushal@indiapost.gov.in The newsletter is for information purpose only and no official circulars are posted here, for any clarifications kindly contact the respective divisions of directorate.

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