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

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Document Release Note

Customer: Department of Posts

Project: DoP CSI Project

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CSI Implementation Bluebook Version 1.0

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

Customer: Department of Posts

Project: DoP CSI Project
Document Name: CSI Implementation Bluebook v1.0

Release Notice Reference (for release)

Revision
Revision Date Revision Description Version Author
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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

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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

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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

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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.

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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.

2.1 Mail Operations

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.

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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.
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 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.

2.2 HR (Human Resources)

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

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

Figure 3: CSI HR System – Key changes and Benefits

2.3 F&A (Finance and Accounts)

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
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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.

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3 CSI BUSINESS SOLUTIONS ROLL OUT

3.1 CSI Roll out Approach

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.

3.2 Local Infrastructure of Field Office(s)

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
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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 Completion Guidelines / Verification
Factor Status steps
1 Is required hardware (Desktops and Desirable Yes / No Office-wise compliance to HW
servers) available as per specifications Specifications, plan for
with compatible OS with updated SPs replacing windows XP and any
(Service Pack)? other non-supported
desktops and so on.
2 Is there an availability of Sify connectivity Mandatory Yes / No Office-wise compliance on
with required bandwidth? And Is it required bandwidth
ensured getting requisite bandwidth in 1-2 system office - 512 Kbps;
place before rollout? 3 to 5 system office - 1 Mbps;
> 6 system office - 2 to 8
Mbps
3 Have all relevant HW joined to CSI AD / Mandatory Yes / No Office-wise compliance;
domain? Are systems regularly being kept Division team to verify using
in India post domain? AD system report.
4 Have all systems installed with CSI AV and Mandatory Yes / No Office-wise compliance;
have latest signatures of CSI AV? Division team to verify using
AV system report.
5 Are all peripheral devices available and Mandatory Yes / No System Admin to check the
compatible with CSI (Printers, bar code peripheral devices make and
scanners, weighing machines and so on) so on, and also verify the
based on experience from Karnataka compatibility with CSI system.
pilot?
6 Have CBS/PLI applications (if applicable) Desirable Yes/No Office-wise roll out status for
been rolled out? CSB and PLI application.

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

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Figure 4 : Rollout Dashboard – Local Infrastructure

3.3 Training of DoP Users

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

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# 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 End Users Training Package Names Training Duration
Package ID (Days)
1 P1A 4.5
PO Mail Operations
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

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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.

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Training Dashboards

Figure 6: Roll Out Training Dashboard – User Champion

Figure 7: Roll Out Training Dashboard – End User

3.4 Installation of CSI Client Applications in Offices (POS

and SAP GUI-Graphic User Interface)
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
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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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3.5 Digitization of Service Books and HR Records

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 Completion Guidelines / Verification
Factor Status steps
1 Service Are Service books available Mandatory Yes / No Verify count of employees
Book (with required markings) for from payroll with number of
Readiness all employees in the service books.
before Division?
2 start of Are Service Books (in Desirable Yes / No Division to review and verify
Digitization Physical copy) up-to-date service book updation.
until the current quarter?
3 Establish a count of service Mandatory Yes / No Service books for employees
books that need to be retiring in near future and
digitized? inclusions/exclusions and so
on.

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# Category Prerequisite Checklist Criticality Completion Guidelines / Verification

Factor Status steps
4 Verify the one pager Mandatory Yes / No Refer attached one pager
Employee Summary employee summary form.
information filled by CSI Ensure filled form is attached
vendor in the digitized with each available service
format. Also to check the book.
correctness as per paper
service book.
5 GDS HR records and other Mandatory Yes / No Verify counts vis-a-vis payroll
HR records are available for records in Meghdoot and
digitization. count of service books as
established above.
6 Establishment data/reports Mandatory Yes / No Verify the count of current
have section-wise employee + vacancy roaster
sanctioned post details. with post-wise sanction
strength for each office.
7 During the Availability of quick support Mandatory Yes/No Ensure availability of SB
Digitization for Verification / Resolution SPOCs at Digitization hubs
of Service Book data issues depending on number of SBs.
during digitization and
verification.
8 Service Books Verification by Mandatory Yes / No A critical review of Digitized
DoP after QC check by CSI handbook.
Vendor.
9 Regular Progress monitoring Desirable Yes / No Monitor through Digitization
for digitization activities Progress report shared by
- Weekly review by circle / TCS on weekly basis.
division team.
10 Post Completion of Service Books Mandatory Yes / No Verify through a report for
Digitization review and updation by the SB digitized / updated.
Employees.
11 Divisions / Administrative Mandatory Yes / No Extremely critical for
offices to validate Employee employee data upload and
Key information (Current user mapping.
office, current Post,
Designation, Section and so
on)

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:

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Figure 9: Roll Out Dashboard - Digitization

3.6 Data Migration from Identified Legacy Applications

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.

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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 Completion Guidelines / Verification steps
Factor Status
1 All modules of Meghdoot Mandatory Yes / No Special check for 'Other Bill', 'income
Payroll (Accounts, Schedule, tax'', 'rent receipt' related data to be
Income Tax) used by DDOs are available in Meghdoot,
running on latest application
No payroll component should be
version.
calculated/maintained outside
Meghdoot etc.
2 HRA exemption computation Mandatory Yes / No Implement a consistent policy
logic is uniform in all DDOs in
the circle?
3 Ensure availability and Mandatory Yes/No Consistent format/value of GPF / PRAN
correctness of GPF / PRAN / / SDBS No between Meghdoot and
SDBS No in Meghdoot for all GASP as this is the only connecting field
employees. 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:

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Figure 10: Roll Out Dashboard - Data Migration

3.7 Data Collection/Upload through Data Collection

Templates (DCT)
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

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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

3.8 Roll out Communication and Roll out Checklist

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

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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

3.9 Reference Roll out Plan/ Tasks

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

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# Roll Out Preparation Tasks Ownership Target Start Date Target End date
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 T-8weeks (static)
templates. T-4weeks
(Dynamic)
T-1day (Dynamic
DoP cutoff)
18 Upload the data for pilot offices from data T-8weeks (static) T-3weeks (static)
collection templates. T-4weeks T-4weeks
(Dynamic) (Dynamic)
T-1day (Dynamic T-1day (Dynamic
CSI cutoff) cutoff)
19 DoP to resolve and validate the migrated T-3weeks (static)
data post loading. T-4weeks
(Dynamic)
T-1day (Dynamic
DoP 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

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# Roll Out Preparation Tasks Ownership Target Start Date Target End date
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 CSI/DoP/F
interfaces - Communicated and Agreed with SI/Third
DoP for rollout. 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 FSI
migration to production for new interfaces,
if any. 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 DoP, FSI,
week of Go Live. CSI T-2days T+1week

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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.

3.10 CSI Application Support

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.

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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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