Prerequisites

4. Prerequisites Learners should be familiar with: • Basic knowledge of working with computers • Basic knowledge of navigating through application interfaces

5. This module deals with the activities that are performed by ECMS for processing of documents. After completing this course, you will be able to: • Describe ECMS. • Explain the steps to process and scan documents at CPC. • Log in to the DataCap application. • Describe the steps in scanning, page identifying and corrections for the scanned document.

6. Lesson 1 Overview of ECMS

7. Overview of ECMS The ECMS application has a user-friendly interface that allows easy navigation. After completing this lesson, you will be able to: • Describe ECMS. • List the proposal forms processed by ECMS.

8. Introduction to ECMS • The Enterprise Content Management System (ECMS) is designed to support India Post in scanning the documents received at various Post Offices (PO). • It is used to capture, manage, store and deliver documents related to organizational processes. • Overview of ECMS

9. Proposal Forms Processed by ECMS • Overview of ECMS

10. Overview of ECMS You have reached the end of the lesson. You should now be able to: • Describe ECMS. • List the proposal forms processed by ECMS.

11. Lesson 2 ECMS at CPC

12. ECMS at CPC This lesson will explain the steps required to process documents at Central Processing Center (CPC). After completing this lesson, you should be able to: • Explain the steps to process and scan documents at CPC. • Log in to the DataCap application. • Describe the steps in scanning, page identifying and corrections for the scanned document.

13. Customer Visit to India Post Office • ECMS at CPC • A customer comes to Post Office. • Customer fills the form and attaches the required documents along with the form. • Counter clerk receives the form and required documents from the customer. • Post Office Counter person checks the documents thoroughly i.e. • Form is dully filled. • Writing of the person is clear. • Documents are attached.

14. Proposal Number Generation - New Business: New Proposal • ECMS at CPC • Counter clerk generates the Proposal Number by logging to the McCamish application. Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. • One copy is given to the customer and another copy is affixed on the blank A4 size paper. • A4 sheet having Acknowledgment Receipt is put over the Proposal documents as covering.

15. New Business: Missing Requirement • ECMS at CPC • Counter clerk accepts the missing documents from the customer. • Counter clerk verifies the Proposal Number by logging to the McCamish application. • Counter clerk prints the Acknowledgment Receipt on receipt stationery in two copies having Proposal Number mentioned on it. • One copy is given to the customer and another copy is affixed on the blank A4 size paper. • A4 sheet having Acknowledgment Receipt is put over the submitted documents as covering.

16. Policy Servicing: With Barcode • ECMS at CPC • Counter clerk checks if photocopy of passbook or policy bond containing barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same. • In case all documents are dully submitted, counter clerk generates a Service Request ID using McCamish application. • Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. • One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond provided, it doesn’t hamper the barcode.

17. Policy Servicing : Without Barcode • ECMS at CPC • Counter clerk checks if photocopy of passbook or policy bond even without barcode is submitted with documents. If photocopy is not submitted, Counter clerk won’t accept the service request and ask for the same. • In case all documents are dully submitted, counter clerk generates a service request ID using McCamish application. • Counter clerk prints the Acknowledgment Receipt in two copies having Service Request ID, Policy Number & Customer ID mentioned on it. • One copy will be given to customer and another copy is affixed on the photocopy of passbook or policy bond.

18. Bundling and Dispatching • ECMS at CPC • Counter person staples all the documents pertaining to one form/request together to make one bunch for each form/request. • All the bunches will be tied together by counter person in a big set of maximum possible size. If document are huge in number, multiple sets can also be created. • A code will be given to each set at PO with convention as “OfficeCode_Date_SetNo”. • Counter person generates a serial list of all service requests to be sent to the CPC and affix it over the set with clear marking of the serial numbers of forms/request enclosed in the set. • In case of multiple sets, report should be pasted on each set with marking of serial numbers of forms enclosed in each set. • Set/Sets will be dispatch to the CPC for scanning. McCamish system internally updates the status of all documents to Pending for Scanning.

19. Receiving Documents • ECMS at CPC • CPC Clerk will differentiate the set/sets of PO on the basis of code and report affixed on each set. • Clerk unpacks the set/sets and performs a sanity check to confirm that all the documents sent from branch are received in good shape. • Clerk at CPC ticks the serial list of service requests received with bundle to check missing set of documents if any. • In case of any discrepancy, CPC clerk contacts the branch to resolve the same.

20. Batch Preparation • ECMS at CPC • CPC clerk creates the multiple bundles out of the one big set received from a PO with 50 pages or less in each bundle. • CPC clerk will also provide the bundle number to each bundle with naming convention as “OfficeCode_Date_BundleNo”. This Bundle number will used to fed into the system. • Clerk un-staples all the documents of a bundle. Clerk checks the sequence of sets and corrects it to maintain in a serialized order as received in the list. • Clerk adds the appropriate separator sheets between and within the set of documents.

21. Scanning Process • ECMS at CPC • The documents are grouped together in a group of 50 pages each at max, which will be fed into the Automatic Document Feeder (ADF) scanner. • Scanning operator also ensures that every form is grouped along with its supporting documents in a single batch. • Once configured, scanning operator feeds the batch to ADF and hits the scan option from the scanning software installed on the desktop. • The folder structure hierarchy for saving the documents is CPC name, Post Office name and date of scanning. • Once scanned, Scanning operator saves all the images to local desktop with a naming convention generated by the scanner.

22. Scanning Process • ECMS at CPC • Scanning operator will perform sanity check to confirm if all the sets have got scanned properly. • In case of any discrepancy Scanning operator rescans all the documents pertaining to that particular proposal/service request. • Finally Scanning operator removes all the separator sheets from the documents and bundle them back.

23. Upload to ECMS • ECMS at CPC • Desktop operator logs in to ECMS. Desktop operator enters the same bundle number as received on the physical bundle from the branch. • Browses to respective batch folder where images are available. • Selects the image/s and virtual scans (VScan) all the documents to DataCap. • DataCap web service uploads the scanned images to DataCap server in the background. • Desktop operator performs the operations like Page Identification & Verification on the other batches while upload is running in the background.

24. ECMS at CPC Demonstration: Upload Scanned Documents to DataCap Use the application to do the following actions: • Entering the Bundle Number • Scanning the documents

25. DataCap Workflow • ECMS at CPC • Page Identification by the system based on the separator sheets. • Manual Page identification and correction if required. • Optical Character Recognition (OCR) • Correction of extracted data and entering required data. • Submission of data.

26. ECMS at CPC Demonstration: Identifying Scanned Documents Use the application to do the following actions: • Identifying the documents • Verifying the documents

27. Export to McCamish • ECMS at CPC • Exports extracted OCR data in a flat file to McCamish. • All the data which has been captured by the DataCap or corrected by Data entry operator or entered by Data entry operator will be sent to McCamish for further usage.

28. Export to FileNet • ECMS at CPC • In parallel to export to McCamish, the system exports the scanned images along with metadata information to FileNetrepository. • FileNet stores the images with metadata received from DataCap in a temporary folder.

29. Upload of Document Reference • ECMS at CPC • Once uploaded to FileNet, the system creates a flat file with document reference and exports it to McCamish. • McCamish uses the flat file to change the status of the service request from Pending for scanning to Scan completed.

30. Completion & Approval of Proposal/Policy Servicing in McCamish • ECMS at CPC • India Post users at CPC use the information passed by ECMS and enters the additional required fields in McCamish screen by referring the documents. • McCamish accepts the proposal/service request and generates the policy number incase of accepted proposal.

31. Printing of Policy Bond on Pre-printed Stationary • ECMS at CPC • McCamish then generates the policy bond in two copies; one for customer and another as office copy(Policy Docket) on pre-printed stationary which will be scanned and uploaded manually to ECMS. • McCamishalso sends a flat file to ECMS for generating and storing the office copy(Policy Docket) of same policy bond without signature.

32. Generation of Policy Bonds in Filenet (Incase of new Proposals) • ECMS at CPC • ECMS generate the office copy of policy bond (Policy Docket) by document generation utility using the flat file sent by McCamish. Difference in this copy is that it will not have any signature on it as in the case of printed version of policy bond(Policy Docket). • McCamishsends a trigger to ECMS on approved documents. On receiving approval trigger from McCamish, Filenet moves the document from temporary folder to permanent folder and also tags the documents with respective Policy ID received from McCamish.

33. Manual Upload of Policy Bonds Printed by McCamish • ECMS at CPC • Policy Bonds will be printed by the Postal Assistant(PA) in CPC. PA will get those policy bonds signed from CPC In-charge. Once signed, PA will scan all the Policy Bonds outside DataCap process. • Once scanned PA will open the FilenetWorksplace XT and search the Policy ID folder. PA will upload the respective image and enters the Policy ID and Customer ID by looking at the textual information available in Policy Bond. • PA selects the “Source” metadata as “Manually Uploaded” so that policy bond can be identified later as uploaded manually. • PA will also select the appropriate document type to be tagged based on the type of Policy Bond. PA will finally save the document inside Filenet Repository. • System will tag the Policy Bond with entered metadata and save it inside the folder selected by PA.

34. Rescanning Process • ECMS at CPC • Branch PO sends the bundle to CPC with Bundle number as Office Code + Date + Packet Number along with serial list of service requests included in the bundle. • During upload of documents, the system captures the bundle number as user input. • The system auto-assigns a serial number in the same fashion as listed in the serial list of service requests. • If any of the pages in a set requires rescanning, the Scanning Assistant selects RESCANrequired - YES for the related Proposal Form. • The set with RESCAN required - YES will not be exported to FileNet. The other set of documents with RESCAN required – NO will be exported to FileNet.

35. Rescanning Process : Handling the Problem Set • ECMS at CPC • Aflat file will be generated in rescan folder (on the local m/c & server) with the following information: Bundle # | Proposal # | Date Scanned | Rejection reason • Scanning assistant reads the flat file and take out the set from the bundle which require rescan. • Scanning Assistant rescan the rest of the set separately or in next batch. • Verifies and uploads to FileNet. • Marks the report flat file as complete.

36. Correction Process for wrongly entered Proposal Number • ECMS at CPC • Once India Post user identifies a discrepancy in the Proposal Number tagged with a particular proposal document, he will notify the administrator for correcting the same with wrong as well as correct proposal number mentioned in the notification. • Once administrator receives the request he/she will perform the following activities. • Admin checks if the folder already exist with correct proposal number. If not he/she will create the same in ECMS. • Admin search the proposal documents using wrong proposal number. Once retrieved, admin modifies the proposal number metadata of each document with correct proposal number. • Finally, admin move each document from the wrong proposal folder to correct proposal folder.

37. ECMS at CPC You have reached the end of the lesson. You should now be able to: • Explain the steps to process and scan documents at CPC. • Log in to the DataCap application. • Describe the steps in scanning, page identifying and corrections for the scanned document.

38. What is the full form of ECMS? • What are the steps for logging in to the DataCap application? • What are the steps of the scanning process? • List the proposal forms processed by ECMS.

39. You have reached the end of the module. You should now be able to: • Describe ECMS. • Explain the steps to process and scan documents at CPC. • Log in to the DataCap application. • Describe the steps in scanning, page identifying and corrections for the scanned document.