csi implementation bluebook - cept implementation bluebook verison 1.2.pdf · pos central instance...

CSI Implementation Bluebook

for Department of Posts

Ministry of Communications & IT, Government of India

16 Aug 2016

Version 1.0

Tata Consultancy Services 4th and 5th Floor, PTI Building,

4, Parliament Street, New Delhi -110001, India

DOP – CSI PROGRAM CSI Implementation Bluebook

TCS-DoP Confidential of 31

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All communication received in this regard will be treated and kept as confidential.



Document Release Note

Customer: Department of Posts

Project: DoP CSI Project

Document Details

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CSI Implementation Bluebook Version 1.0

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description

The documents or revised pages are subject to document control.

Please keep them up-to-date using the release notices from the distributor of the document.

These are confidential documents. Unauthorized access or copying is prohibited.

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Project: DoP CSI Project

Document Name: CSI Implementation Bluebook v1.0

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Contents

1 INTRODUCTION ....................................................................................................................................... 8

2 CSI BUSINESS SOLUTIONS OVERVIEW ...................................................................................................... 9

2.1 MAIL OPERATIONS ..................................................................................................................................... 9

2.2 HR (HUMAN RESOURCES) ......................................................................................................................... 11

2.3 F&A (FINANCE AND ACCOUNTS) ................................................................................................................. 12

3 CSI BUSINESS SOLUTIONS ROLL OUT ..................................................................................................... 14

3.1 CSI ROLL OUT APPROACH .......................................................................................................................... 14

3.2 LOCAL INFRASTRUCTURE OF FIELD OFFICE(S) ................................................................................................. 14

3.3 TRAINING OF DOP USERS .......................................................................................................................... 16

3.4 INSTALLATION OF CSI CLIENT APPLICATIONS IN OFFICES (POS AND SAP GUI-GRAPHIC USER INTERFACE) ................ 19

3.5 DIGITIZATION OF SERVICE BOOKS AND HR RECORDS ....................................................................................... 21

3.6 DATA MIGRATION FROM IDENTIFIED LEGACY APPLICATIONS ............................................................................. 23

3.7 DATA COLLECTION/UPLOAD THROUGH DATA COLLECTION TEMPLATES (DCT) ..................................................... 25

3.8 ROLL OUT COMMUNICATION AND ROLL OUT CHECKLIST .................................................................................. 26

3.9 REFERENCE ROLL OUT PLAN/ TASKS ............................................................................................................. 27

3.10 CSI APPLICATION SUPPORT ........................................................................................................................ 30

4 ANNEXURE ............................................................................................................................................ 31


TCS-DOP Confidential of 31

List of Figures

FIGURE 1: CSI MAIL OPERATIONS SYSTEMS .................................................................................................................... 10

FIGURE 2: CSI HR SYSTEM OVERVIEW .......................................................................................................................... 11

FIGURE 3: CSI HR SYSTEM – KEY CHANGES AND BENEFITS ................................................................................................ 12

FIGURE 4 : ROLLOUT DASHBOARD – LOCAL INFRASTRUCTURE ............................................................................................ 16

FIGURE 5: USER CHAMPION NOMINATIONS – SUGGESTED REPRESENTATION ........................................................................ 17

FIGURE 6: ROLL OUT TRAINING DASHBOARD – USER CHAMPION ....................................................................................... 19

FIGURE 7: ROLL OUT TRAINING DASHBOARD – END USER ................................................................................................. 19

FIGURE 8: ROLL OUT DASHBOARD – CSI CLIENT INSTALLATION .......................................................................................... 20

FIGURE 9: ROLL OUT DASHBOARD - DIGITIZATION ........................................................................................................... 23

FIGURE 10: ROLL OUT DASHBOARD - DATA MIGRATION ................................................................................................... 25

FIGURE 11: ROLLOUT DASHBOARD - DCT ...................................................................................................................... 26

FIGURE 12: ROLLOUT CHECKLIST DASHBOARD ................................................................................................................ 27



List of Tables

TABLE 1: LOCAL INFRASTRUCTURE CHECKLIST FOR ROLL OUT .............................................................................................. 15

TABLE 2: USER CHAMPION TRAINING PACKAGES ............................................................................................................. 16

TABLE 3: END USER TRAINING PACKAGES ...................................................................................................................... 17

TABLE 4: DIGITIZATION CHECKLIST ................................................................................................................................ 21

TABLE 5: ROLLOUT DATA MIGRATION CHECKLIST ............................................................................................................ 24

TABLE 6: REFERENCE ROLLOUT PLAN ............................................................................................................................ 27

TABLE 7: LIST OF ANNEXURES ...................................................................................................................................... 31



1 INTRODUCTION

This document details out the CSI business Solutions implementation activities/ tasks which are pre

requisites and need to be completed for the roll out of CSI business solutions for all types of offices

(Post offices, Mail offices, Administrative offices, DAP, Training centers, store depots and so on. It

details out the roll out tasks, pre requisites, checklist and dashboards to be used for roll out tasks

execution, tracking and monitoring. This document is intended for the DoP circle/ region/ division

offices to understand the CSI roll out scope, tasks, pre requisites and monitoring mechanism.

This document is prepared based on the CSI roll out learnings from Karnataka pilot offices and will

be updated further also as required based on the learning / feedback from further CSI roll outs.



2 CSI BUSINESS SOLUTIONS OVERVIEW

The overview, key changes and benefits of CSI Business Solutions have been outlined in this chapter

for quick reference. The complete training on CSI Business Solutions will be planned for all the DoP

users as part of the roll out plan prior to the Go Live in each circle / division. CSI Business Solutions

brings the following business functions.

22..11 MMaaiill OOppeerraattiioonnss

Mail Operations is one of the core DoP business functions, which enables all mail bookings / sales,

logistics, Track and Trace, and Delivery operations. Mail Operations provide DoP one integrated

system for their daily operations which includes integrated process flow and seamless flow of data

between the various applications. Mail Operations covers:

Point of Sales (POS)

Mail Booking Engine (MBE)

Mails & Logistics Appointment Scheduling System (MLASS)

India Post Visibility System (IPVS)

Delivery and Postman Management System (DPMS)

Labour Scheduling System (LSS)

Sort Program System (SPS)

Philately & Franking

Transportation Management System (TMS)

All the mentioned functions/ capabilities enable booking, transmission and delivery of mail.

The Point of Sales (POS) solution has been designated to enable Post Offices to perform all sales

operations seamlessly. The POS solution operates in ‘Online’ and ‘Offline’ mode and provides all the

post office designed banking and insurance operations at counter and at back office, and is also

integrated through options within the solution. The Point of Sale application broadly comprises of

the following components:

POS Counter - Post Office Counter components allow all the daily operations and transactional

functions. It mainly comprises of all Sales function and customer facing functions which a POS

Operator will execute at the counter. It is accessed and operated by post office counter operators at

the Post Offices and deals with citizens.



POS Back Office - The back office (Post Office) component has various aspects of post office

operational control options like counter configuration and set up, counter assignment, Bagging and

dispatch, reports, post office data maintenance and post master’s dashboard. This is a back office

function for Post Office who manage these activities.

POS Central Instance - This is the central POS database system / instance at DoP data center that

governs all the central configuration, master data control and post office set up. It takes the master

data from SAP solution and transfer to POS Post office through POS Central Instance. This is

managed by CSI team.

Figure 1: CSI Mail Operations Systems

CSI Mail operations solution will bring the following key changes and benefits to Citizens/ DoP

employees:

Multiple channels to book an article will be available to the customers, for example through

counters, online using the web portal, and through call centers.

Customers would be able to request for pickup of the articles from their premises.

Articles would be monitored centrally after their induction into the system.

Pre-printed barcodes will be tagged with the articles which will enable end-to-end tracking

of the articles.

Customers can be notified about the status of the articles through SMS.

Article pickup request from premises can be generated through call center or the web

portal.



Online payment facility will be available to the customers.

Expected workload information would be available at Post office and mail offices.

Customer’s signatures would be captured for receiving through the handheld devices which

will reduce the number of frauds.

Enhanced reporting functionality.

22..22 HHRR ((HHuummaann RReessoouurrcceess))

CSI HR system covers business processes from DoP employee’s recruitment to retirement. All the

DoP employees will have access to the HR system to perform their personal HR activities (like apply

leave, loan, advance and so on) and respective administrative HR functions for the role they are

assigned. The overview of the CSI HR systems is depicted in the following figure.

Figure 2: CSI HR System Overview



CSI HR solution will bring the following key changes and benefits.

Figure 3: CSI HR System – Key changes and Benefits

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DoP F&A processes are divided into following modules:

General Ledger

Account Payable

Account Receivable

Cash and Bank

Budget

Procurement

Inventory management

Asset Accounting

Tax

Controlling

Profitability Analysis



CSI F&A solution brings the following key changes and benefits:

Identification of all DoP entities as Cost center or Profit center

Each employee will be assigned to a particular cost center.

All transactions will be posted by the post offices on the SAP system.

Revenue or expense details will be available for each section in offices on the system

across the department.

Introduction of Accrual Based Accounting-Assessment of the performance and position of any

post office across the country by recognizing transactions when they occur regardless of when

the cash is actually transferred while core reporting to MOF will be available through cash basis

(CGA reporting) at each DDO level.

On line basis automatic budget checking during placement of Purchase or Service Orders.

Bottom up basis budget data accumulation process from the level of Head Post office.

Top down basis budget allocation process from Directorate to HO with re-appropriate of budget

facility.

Cost /Fund center wise cost data accumulation for Activity Based Costing.

Seamless integration with e payment application for biller payments as per CSI cash offices.

Automation of document creation - Automatic creation on the system of purchase orders, sales

orders, inventory documents, goods receipt acknowledgements, invoices, billing documents and

clearing documents as per the entries recorded and approved on the system.

Minimized Voucher Movement -Time consuming and error prone movement of vouchers

between various offices for accounting and reconciliation will be reduced considerably as all

information will be available on the centralized system for access by a DoP user. This will be

available on CSI is rolled out completely.

Capturing of transactions at the point of sale -Number of unaccounted transactions in the

Suspense Account will reduce as transactions will be captured instantly and will be

mapped/posted in SAP application with respective GL in near real time basis.



3 CSI BUSINESS SOLUTIONS ROLL OUT

33..11 CCSSII RRoollll oouutt AApppprrooaacchh

CSI Business Solutions are planned to be rolled out in three phases – Pilot, Phase I circles and Phase

II circles. As per the system design and agreed approach, CSI business solutions will be rolled out in

all the offices of the complete division together. CSI business solutions for mail operations, logistics

post, F&A and HR will ‘Go live’ together in the division. As per finalized roll out date for each division,

DoP employees / users will start using the CSI business applications and will stop using the legacy

applications.

The following are the key task areas which are pre-requisites and need to be completed prior to the

CSI roll out from legacy application to CSI business solutions:

1. Local Infrastructure of field office

2. Training of the DoP users for CSI business applications

3. Installation of CSI Client applications in offices (POS and SAP GUI)

4. Digitization of Service Books and documents, verification and updation

5. Data migration from identified Legacy applications

6. Data collection, upload through Data Collection Templates (DCT) and verification

7. Roll out communication and Roll out Checklist

All of these areas are detailed out in the sub sections. These key areas will be monitored jointly by

TCS and DoP through the location-wise dashboard by the respective circle/central teams.

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The local infrastructure required at the field offices need to be provisioned and completed at least

six weeks prior to the roll out date in respective circle / division / roll out offices as this is a pre-

requisite of other roll out tasks like installation of CSI client applications (POS and SAP GUI). The

hardware-software and bandwidth specifications required for the field offices for CSI business

solutions is available in Annexure A. The pre-requisite local infrastructure tasks which need to be

ensured and tracked for CSI applications are as follows:

Local Infrastructure Pre-requisites:

1. Availability of hardware (desktops and servers) as per specifications with compatible Operating

System and updated latest SPs (Service Pack) - Desirable

2. Availability of Sify connectivity (both NSP1 and NSP2) in the office with the required network

bandwidth have been provisioned and available - Mandatory



3. All offices systems (desktops and servers) are joined to CSI AD / domain and systems are

regularly kept in India post domain - Mandatory

4. CSI AV (Antivirus) is installed on all office systems (desktops and servers) along with latest AV

signature - Mandatory

5. All peripheral devices (such as Printers, Bar Code Scanners, Weighing Machines and so on) are

compatible with CSI as per specifications - Mandatory

6. CBS/PLI applications (if applicable) have been rolled out and being used for banking and

insurance business functions - Desirable

It is recommended that all the above pre-requisites completion is tracked and monitored for closure

using the following checklist and using the suggested verification guidelines.

Table 1: Local Infrastructure checklist for roll out

# Prerequisite Checklist Criticality Factor

Completion Status

Guidelines / Verification

steps

1 Is required hardware (Desktops and

servers) available as per specifications

with compatible OS with updated SPs

(Service Pack)?

Desirable Yes / No Office-wise compliance to HW

Specifications, plan for

replacing windows XP and any

other non-supported

desktops and so on.

2 Is there an availability of Sify connectivity

with required bandwidth? And Is it

ensured getting requisite bandwidth in

place before rollout?

Mandatory Yes / No Office-wise compliance on

required bandwidth

1-2 system office - 512 Kbps;

3 to 5 system office - 1 Mbps;

> 6 system office - 2 to 8

Mbps

3 Have all relevant HW joined to CSI AD /

domain? Are systems regularly being kept

in India post domain?

Mandatory Yes / No Office-wise compliance;

Division team to verify using

AD system report.

4 Have all systems installed with CSI AV and

have latest signatures of CSI AV?

Mandatory Yes / No Office-wise compliance;

Division team to verify using

AV system report.

5 Are all peripheral devices available and

compatible with CSI (Printers, bar code

scanners, weighing machines and so on)

based on experience from Karnataka

pilot?

Mandatory Yes / No System Admin to check the

peripheral devices make and

so on, and also verify the

compatibility with CSI system.

6 Have CBS/PLI applications (if applicable)

been rolled out?

Desirable Yes/No Office-wise roll out status for

CSB and PLI application.

The dashboard for the same will be created and tracked. Snapshot of the tracker is shown in the

following figure.



Figure 4 : Rollout Dashboard – Local Infrastructure

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The Training of DoP end users need to be completed at least one week prior to the roll out. User

champions will be trained prior to training the end users. The training of User champions / End users

will need to be started around 6 to 8 weeks prior to the roll out so that training can be completed.

Training of User champions will be done by CSI team and subsequently the trained DoP user

champions will need to train the DoP end users. The suggested average number of number of User

champions from each postal division across business functions (mail operations, HR , F&A) need to

be around 50 to 60 users and it should have representations from all offices types (HO, SO, Division,

Circle and region, PTC, DAP and so on). The agreed selection criteria for identification of user

champions is as follows:

Suggested User Champions selection criteria:

User champions should possess basic computer skills.

User champion should have good communication skills.

User Champion should also have good understanding of existing DoP IT applications.

User champion should have knowledge of the existing functional processes and domain for

the training capsule/ solution for which he/she is required to impart training to DoP users.

Employees who are recognized as experts/ knowledgeable/ problem solvers in their

respective functional areas will be good candidates for User Champions.

User champion should not be in a role which would restrict his/her location or mobility. User

champions may be required to travel across divisions/ circles to conduct training.

User champions training will consist of the following packages:

Table 2: User Champion Training Packages

# User Champion Training Package Training Duration (Days)

1 Mail Operations (POS, DPMS, IPVS, LSS, SPS and so on) 8

2 F&A (Finance and Accounting) 4

3 HR 4



# User Champion Training Package Training Duration (Days)

4 Logistics Post (WMS, TMS) 2

The suggested representation from all office types is as follows, which need to be used as guidelines

for nominations of user champions.

Figure 5: User Champion Nominations – Suggested Representation

The template will need to be used for nomination of user champions and sharing with CSI team.

Refer the User champion’s nomination template in Annexure B.

End Users training will consist of the following packages:

Table 3: End User Training Packages

# Training

Package ID

End Users Training Package Names Training Duration

(Days)

1 P1A PO Mail Operations 4.5

2 P1B PO Admin. functions 5.5

3 P2 Mail Office Operations 2.5

4 P3 DAP operations 4.5

5 P4A Admin Functions - Philately & Franking 2

6 P4B Admin Functions - F&A 3.5

7 P4C Admin Functions - Approvals/MIS 2.5

8 P-REC Admin Functions - Recruitment 2

9 P-TAM Admin Functions - TAM 2.5

10 P-PIS Admin Function – PIS 2.5

11 P-LP Logistics Post End Users 1.5



A detailed training package document for user champions and end users is available and attached as

Annexure J & K. The training package document provide the following details

Selection and Nomination of Users

Structure and content of training including Hands On Training

Schedule of training (Batch scheduling)

Venue of training

Participant Attendance

Evaluation Tests

Participant Feedback

To ensure the completion of the training of users for your respective circle/ division, the following

tasks need to be tracked and completed:

1. Identify and finalize the nominations for User Champions and share with CSI team. Verify

proportionate nominations from all Org Units (HOs, SOs, Circle/Region/Division; Mail Office;

DAP; PSD/CSD; PTC/WTC and so on) for respective business functions - Mandatory

2. Share the training room capacity and availability with CSI team - Desirable

3. Share IP range of machines in the training center for port opening for connectivity with

training server. Training center should have Sify connectivity - Mandatory

4. Finalization of batch scheduling for the User champions training - Mandatory

5. Installation / Set up of training environment / data in respective PTC/WTCs - Mandatory

6. Training of User champions as per finalized batch schedule ensuring that nominated team

members attends and complete the user training - Mandatory

7. Identify, finalize the nominations for end users training. Verify proportionate nominations

from all Org Units (HOs, SOs, Circle/Region/Division; Mail Office; DAP; PSD/CSD; PTC/WTC

and so on) as per functional roles - Mandatory

8. Finalization of batch Scheduling for the end Users training by DoP user champions except for

pilot offices where CSI team will conduct the end user training also - Mandatory

9. Training of end users as per finalized batch schedule ensuring that nominated team

members attends and complete the user training - Mandatory

All the above pre-requisites completion need to be tracked and monitored till training completion

through the following dashboard for your respective circle / division. The training attendance and

evaluation records need to be maintained and preserved. The sample training dashboard for the

Assam pilot offices is attached as reference.



Training Dashboards

Figure 6: Roll Out Training Dashboard – User Champion

Figure 7: Roll Out Training Dashboard – End User

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aanndd SSAAPP GGUUII--GGrraapphhiicc UUsseerr IInntteerrffaaccee))

There are two CSI client applications which needs to be installed on all desktop computers at all the

field offices. These applications are used by DoP employees for mail operations, F&A and HR

processes.

POS (Point of sales) – This application need to be installed only in post offices where mail

booking (including bulk booking) is done.

SAP GUI – This application need to be installed in all the working desktops of the office in all

types of the offices.

The installation of CSI client applications need to be started about 4 to 6 weeks prior to the roll out

and completed one week before the roll out. The CSI client installation activity will be done by CSI

team. DoP system admin need to ensure the availability of the desktops and servers for client

installation as per the HW SW specifications and provide support to resolve the local system issues if



any. CSI team will finalize the CSI client installation schedule for the division in consultation with the

division/circle team.

Point of Sales (POS) applications will have two types of the clients and POS Database server:

POS Counter

POS Back office

POS Database server

SAP GUI client application need to be installed on all working desktops of the office.

To ensure the completion of the installation of the CSI client applications for your respective circle/

division, the following tasks need to be tracked and completed.

1. Identification of the desktops for the POS counter, POS back office and POS database server as

per hardware-software specifications in the attached template in Annexure C and share with CSI

team -Desirable

2. Ensure that all the identified systems (desktops and servers) have - Mandatory

a. Latest OS service packs

b. CSI Anti-Virus installed and updated with latest signature.

c. Systems are joined to CSI AD with Sify connectivity.

3. Finalize the tentative installation schedule with CSI team for CSI client applications - Desirable

4. Installation and Validation of POS counter, POS back office on all the identified systems in Post

offices - Mandatory

5. Installation and validation of SAP GUI client on all the systems. (Note: Windows XP is not

supported by Microsoft and not recommended, Any Windows XP need to have SAP version 7.3.)

- Mandatory

6. Local POS database server need to be remain switched ‘ON’ for 24 * 7 for data synchronization

with DC and database back up need to be ensured on daily basis - Mandatory

All the above pre-requisites completion is tracked and monitored till roll out through the following

dashboard for your respective circle / division. The sample training dashboard for the Assam pilot

offices is attached as reference.

Figure 8: Roll Out Dashboard – CSI Client Installation



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The Digitization of Service Books and HR records will need to be started around 12 weeks prior to

the roll out in each circle / division. The Digitization of Service Books (identified Employee Key

summary data) need to be completed at least 4 weeks prior to the roll out whereas the rest of

Service Book data and HR records digitization can continue and can be uploaded post roll out. The

identified Employee Key summary data which is pre-requisite for the roll out is attached as

Annexure D. The digitization, verification by DoP for this identified data set is critical and must be

completed at least 4 to 6 weeks prior to the roll out.

A detailed digitization handbook is available and attached as Annexure E. This digitization handbook

clearly provides the following details:

List of the documents which will be digitized

DOP staff involvement in digitization activities

Activities to be completed before digitization at a digitization hub

Digitization Process

Location (Office) where the documents will be digitized

Self Verification of the digitized service book by the employee

Maintaining Service Books after the digitization is completed at the hub

Digitization Summary

Please read and refer to the detailed digitization handbook for the details of the above mentioned

points. The key points to be tracked and monitored prior to the digitization, during digitization and

post digitization along with verification guidelines are as follows:

Table 4: Digitization Checklist

# Category Prerequisite Checklist Criticality Factor

Completion Status


steps

1 Service Book Readiness before start of Digitization

Are Service books available (with required markings) for all employees in the Division?

Mandatory Yes / No Verify count of employees

from payroll with number of

service books.

2 Are Service Books (in

Physical copy) up-to-date

until the current quarter?

Desirable Yes / No Division to review and verify

service book updation.

3 Establish a count of service

books that need to be

digitized?

Mandatory Yes / No Service books for employees

retiring in near future and

inclusions/exclusions and so

on.



# Category Prerequisite Checklist Criticality Factor

Completion Status


steps

4 Verify the one pager

Employee Summary

information filled by CSI

vendor in the digitized

format. Also to check the

correctness as per paper

service book.

Mandatory Yes / No Refer attached one pager

employee summary form.

Ensure filled form is attached

with each available service

book.

5 GDS HR records and other

HR records are available for

digitization.

Mandatory Yes / No Verify counts vis-a-vis payroll

records in Meghdoot and

count of service books as

established above.

6 Establishment data/reports

have section-wise

sanctioned post details.

Mandatory Yes / No Verify the count of current

employee + vacancy roaster

with post-wise sanction

strength for each office.

7 During the

Digitization

Availability of quick support for Verification / Resolution of Service Book data issues during digitization and verification.

Mandatory Yes/No Ensure availability of SB

SPOCs at Digitization hubs

depending on number of SBs.

8 Service Books Verification by

DoP after QC check by CSI

Vendor.

Mandatory Yes / No A critical review of Digitized

handbook.

9 Regular Progress monitoring

for digitization activities

- Weekly review by circle /

division team.

Desirable Yes / No Monitor through Digitization

Progress report shared by

TCS on weekly basis.

10 Post

Digitization

Completion of Service Books review and updation by Employees.

Mandatory Yes / No Verify through a report for

the SB digitized / updated.

11 Divisions / Administrative

offices to validate Employee

Key information (Current

office, current Post,

Designation, Section and so

on)

Mandatory Yes / No Extremely critical for

employee data upload and

user mapping.

Location-wise Digitization dashboard for the digitization, employee verification and upload will be

created and tracked jointly. Snapshot of the tracker for Assam is as follows:



Figure 9: Roll Out Dashboard - Digitization

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The data migration from identified legacy applications need to be started around 4 weeks prior to

the roll out in respective circle / division and need to be completed one week prior to the roll out

date except for the current months payroll and pension data.

Following legacy applications have been identified from where the data need to be migrated from

legacy applications to CSI business applications prior to the roll out:

RMFS (Franking Application) - Franking customer data

Customer Data from Speednet , Rnet, Parclenet , eMO

Fixed Asset Data from Asset Register

Payroll and Pension data from Meghdoot (Accounts, Schedule, Income tax )

RMFS application data is maintained at CEPT centrally. CEPT provides the complete data backup.

Franking customer master data is taken from this legacy application. This data is taken 4 weeks prior

to the roll out date as this data is not likely to change in this duration. In case any new customer or

customer status is modified during the duration, the data for the same will need to be provided

again by DoP. The Franking balance is updated through integration on the roll out date.

Customer data is being maintained centrally at CEPT in four different applications and respective

data is taken Speednet, Rnet, Parclenet, eMO applications. This data is taken 4 weeks prior to the

roll out date as this data is not likely to change in this duration. In case any new customer or

customer status is modified during the duration, the data for the same will need to be provided

again by DoP.



Fixed Asset Data is maintained centrally in NIC maintained application Asset Register. The data for

the same is either provided through excel file or Database dump. This data is taken 4 weeks prior to

the roll out date as this data is not likely to change in this duration.

Payroll and Pension data from Meghdoot Payroll (Accounts, Schedule, Income tax) – This payroll

data is currently maintained at DDO level and provided accordingly. The Payroll and pensions data

for the current financial year starting 01 Mar of respective finance year till the last month prior to

the roll out data is taken 4 weeks prior to the roll out. The data for the last month will be taken post

payroll and pensions run for the month which need to be completed by 26/27 of the respective

month.

In order to extract data from these locations, scripts have been prepared and validated by CSI and

DOP. Scripts will need to be run on DOP servers. Local System administrators of respective offices

where the servers reside will help to provide the data to CSI team using the scripts. The extracted

data will be loaded in the data center servers for which ports will be opened in advance between the

DOP servers and data center. Local system administrators will be expected to provide IPs of the

servers to CSI team for port opening.

As per the experience from Karnataka pilot circles, the following points must be validated and

ensured at least 2 months prior to the roll out.

Table 5: Rollout Data Migration Checklist

# Prerequisite Checklist Criticality Factor

Completion Status

Guidelines / Verification steps

1 All modules of Meghdoot Payroll (Accounts, Schedule, Income Tax) used by DDOs are running on latest application version.

Mandatory Yes / No Special check for 'Other Bill', 'income

tax'', 'rent receipt' related data to be

available in Meghdoot,

No payroll component should be

calculated/maintained outside

Meghdoot etc.

2 HRA exemption computation

logic is uniform in all DDOs in

the circle?

Mandatory Yes / No Implement a consistent policy

3 Ensure availability and

correctness of GPF / PRAN /

SDBS No in Meghdoot for all

employees.

Mandatory Yes/No Consistent format/value of GPF / PRAN

/ SDBS No between Meghdoot and

GASP as this is the only connecting field

between two applications.

Location-wise Digitization dashboard for the Legacy data migration, upload need to be created and

tracked jointly. Snapshot of the tracker for Assam is as follows:



Figure 10: Roll Out Dashboard - Data Migration

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TTeemmppllaatteess ((DDCCTT))

The application data being collected through DCT templates consists of three types of the data:

Static Master Data

Dynamic Data

Dynamic Cut-off (Open Balance data)

Static master data collection and upload need to be started 10 to 12 weeks prior to the roll out date

and need to be completed around 8 weeks prior to the roll out date as this data is static in nature

and not likely to change.

Dynamic data collection and upload will need to be started 8 weeks prior to the roll out date and

need to be completed around 3 to 4 weeks prior to the prior to the roll out date. The data set is

dynamic in nature but not likely to change in short duration.

Dynamic cut-off (Open Balances) is data set which contains open balances which will need to be

collected and uploaded on the cut-off date. The collection, upload and verification of this data set is

very time critical and need to be completed during the cut-off period prior to the start of day 1.

There are total 107 DCT templates across all the CSI business solutions (Mail operations, F&A and

HR). The detailed list of DCT is attached below in Annexure F. All the DCT templates data need to be

collected, verified for completeness as per suggested timelines and shared with CSI team for upload.

The following points need to be taken care during data collection:

1. All the DCT templates will have “Read me” that explains the key points for filling the DCT

template. Ensure that Read me is read and followed - Desirable

2. All the DCT templates will have identified mandatory fields which need to be filled and not

left blank - Mandatory

3. Verify the filled DCT template for completeness and correctness including data types and

formats - Mandatory



4. DMSL Data - Verify matching of dispatch-receipt schedule; Ensure product-wise DMSL data

(speed post, registered post and parcel and so on) separately - Mandatory

5. Ensure that loans and repayment history data is up-to-date - Mandatory

6. Ensure to share complete inventory data - including counter level inventory for HOs, Serial

numbers of all IPOs (this item took time in Karnataka roll out) - Mandatory

7. DoP team to plan for collection and sharing of time critical Dynamic cut off data with CSI

team for uploading during the cut off period / last day including identification of DoP team. -

Mandatory

The following tasks for DCT collection and verification will need to be tracked / monitored till roll out

as set up of application data is key to the successful roll out. This was also a learning in Karnataka

pilot roll out.

1. Data collection for all DCT templates as per timeline, verification for completeness prior to

sharing with CSI team.

2. DCT will be uploaded in CSI system as per mentioned timelines.

3. Support / Rectification of Data for issues/errors during the data upload.

4. Data verification in CSI system post uploading prior to the roll out (This is a critical data

verification step).

Location wise DCT dashboard for the DCT collection, upload and verification will be created and

tracked jointly. Snapshot of the tracker for Assam is as follows:

Figure 11: Rollout Dashboard - DCT

33..88 RRoollll oouutt CCoommmmuunniiccaattiioonn aanndd RRoollll oouutt CChheecckklliisstt

This set of tasks are general roll out tasks which need to be planned 3 weeks prior to the roll out

date and need to be completed prior to the roll out date. This is final validation task list having filling

of office wise checklist which helps to ensure that division is ready for the roll out.

It contains the following tasks which needs to be tracked and completed prior to the roll out.

1. Formation of Roll out support team for first week - Mandatory



2. DoP to issue communication as required for end customer for last day before roll out -

Desirable

3. Distribution of roll out checklist (office Type wise). Roll out checklist is attached in Annexure

G and H - Mandatory

4. Each office to fill and provide updated checklist to division for tracking / monitoring -

Mandatory

5. All employees of roll out offices to change default SSO password - Mandatory

6. DoP team to avoid the transfers / deputation of the employees within division / across

division for being rolled out division during the last 2/3 weeks - Desirable

7. Deployment of onsite Support team for first week of Go Live - Mandatory

Location-wise dashboard for tracking and ensure completion of the Roll Out checklist for all the

offices will be created and tracked. Snapshot of the tracker for Assam is as follows:

Figure 12: Rollout Checklist Dashboard

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This section details out the reference roll out plan for a division covering all the above mentioned

roll out tasks which will be followed as per the roll out date (T).

Table 6: Reference Rollout Plan

# Roll Out Preparation Tasks Ownership Target Start Date Target End date

1 Formal notification of roll out to respective

circle/region/division/post offices by DoP. DoP

Training Tasks

2 DoP to finalize nominations for user

champions and end users. DoP T-9weeks T-8weeks

3 Scheduling of batches as per identified list

of trainees and training rooms. DoP / CSI T-8weeks T-8weeks

4 Training of User Champions by CSI Team. DoP T-7weeks T-5weeks

5 Training of End Users by DoP user

champions except pilot offices. DoP T-5weeks T-1weeks




POS/SAP set-up in post offices and

administrative offices

6 POS and SAP installation in Pilot field

offices. CSI/DoP T-6weeks T-1weeks

7 Smoke testing of user access set up by DoP. DoP T-1week T- 3days

8 Validation of devices (like printers, weighing

scale, scanners and so on). DoP T-1week

Digitization, Migration and Data Set-up

9 Formation of Joint team (TCS and DoP) for

Data migration, collection and Validation

along with SPOCs. DoP / CSI T-13weeks T-12weeks

10 Service Book verification and updation by

Employees - Employee Key data. DoP T-12weeks T-4weeks

11 Validate critical data for DoP employees

- Current office, post, section data

- Transfer / new employees data. DoP/CSI T-4weeks T-3weeks

12 Migrate Employees/GDS Data to HR system CSI T-4weeks T-3weeks

13 Final verification and resolution of SB data

issues - Employee Key data. DoP T-4weeks T-2weeks

14 Freeze Cut off Dates with DoP - RMFS,

Customer data, Asset data, Payroll and

Pensions data. CSI / DoP T-6weeks

15 Providing legacy data/ database by DoP for

listed legacy applications. DoP T-6weeks T-4weeks

16 Load Legacy data CSI T-4weeks T-3weeks

17 DoP to provide the data for all the DCT

templates.

DoP

T-8weeks (static)

T-4weeks

(Dynamic)

T-1day (Dynamic

cutoff)

18 Upload the data for pilot offices from data

collection templates.

CSI

T-8weeks (static)

T-4weeks

(Dynamic)

T-1day (Dynamic

cutoff)

T-3weeks (static)

T-4weeks

(Dynamic)

T-1day (Dynamic

cutoff)

19 DoP to resolve and validate the migrated

data post loading.

DoP

T-3weeks (static)

T-4weeks

(Dynamic)

T-1day (Dynamic

cutoff)

20 Extract last month payroll and pension data

from Meghdoot. CSI / DoP Last EoM - 4 days

21 Update GPF balance to GASP database at

DAP, for roll out location employees. DoP T+1week

22 DMSL data verification by DoP and

confirmation to CSI for roll out offices. DoP T-8weeks T-4weeks

User Roles and Access Set-up




23 Submission of Employee to Role mapping

template to DoP for pilot circles. CSI T-6weeks T-4weeks

24 DoP to Provide Employee to Role mapping

and Post to Post workflow mapping data for

pilot offices. DoP T-4weeks T-3weeks

25 Load DoP employee data in HR/OM as per

data provided by DOP. CSI T-3weeks T-1weeks

Integration

26 Communication to FSI and DoP for CSI go

live for FSI readiness and FSI training to

users. CSI/ DoP T-4weeks T-3weeks

27 Communication by DoP for third party

interface readiness at roll out offices. DoP T-4weeks T-3weeks

28 Evaluate if any master data need to be

configured for third party interfaces. CSI T-4weeks T-3weeks

29 Single Point of Contact (SPoC) for all

interfaces - Communicated and Agreed with

DoP for rollout.

CSI/DoP/F

SI/Third

Party T-4weeks T-3weeks

30 CBS Sol Id / PLI offices Id mapping with CSI

facility ID and CBS and PLI user id mapping

with CSI employee id for pilot offices by

DoP. DoP T-6weeks T-3weeks

31 Confirmation from FSI for code and data

migration to production for new interfaces,

if any.

FSI

T-1week

32 Opening of Additional ports for new FSI

interfaces (if any). FSI/CSI T-2weeks T-1week

33 CSI to push 999 messages for pilot offices to

CEPT for legacy applications. CSI T-1day

34 CEPT to consume the 999 messages and

confirm. CEPT T-1day

General Rollout Activities and

Communication

35 Formation of Roll out support team. DoP / CSI T-2weeks T-2weeks

36 DoP to issue communication for roll out

offices for last day before roll out. DoP T-2weeks T-1weeks

37 Roll out checklist (office Type wise) to DoP

for distribution. DoP T-4weeks T-3weeks

38 DoP to fill and provide updated checklist for

all offices. DoP T-4weeks T-1weeks

39 All employees of pilot offices to change SSO password. DoP T-4weeks T-1weeks

40 Deployment of onsite Support team for first

week of Go Live.

DoP, FSI,

CSI T-2days T+1week



The completion of the tasks will be monitored through the location dashboard as mentioned in

respective section. The consolidated location dashboard for Assam pilot offices is attached as sample

in the Annexure I.

33..1100 CCSSII AApppplliiccaattiioonn SSuuppppoorrtt

CSI Application issues can be logged through CSI Service desk tool with the help of the following URL.

Service desk is fully integrated with CSI SSO solution and thus users can use their employee number

and other credentials seamlessly to log on to service desk.

Service desk URL - http://servicedesk.indiapost.gov.in/

For any issues related to password, users can use IM self-service portal

http://im.indiapost.gov.in/identity

CSI Applications issues can also be reported to the CSI interim helpdesk numbers 011-66076729,

011-66076730, 011-66076755, 011-66076756 from 8 AM to 8 PM. TCS helpdesk team will log the

ticket and track the ticket till closure. You can mention the ticket number for any future reference.

http://im.indiapost.gov.in/identity



4 ANNEXURE

The Annexure section is listing the various documents/ checklist referred in the above sections.

Table 7: List of Annexures

# List of Annexure

A Hardware and Software Specifications for CSI Business solutions

B User Champions training nomination template

C Identification and collection of POS system data template (this template is filled with Assam

data as sample)

D Employee Key Summary Data template

E Handbook of Digitization

F List of DCT Templates

G Roll out Checklist for Division

H Roll out Checklist for Post Office

I Location Dashboard (Sample of Assam Pilot offices roll out)

J Training Package for User Champions

K Training Package for End Users

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