Standard Operating Procedure (SOP)

For
Training of Trainers and End Users (BPMs) V.1.0

1. Introduction:

As part of implementation of RICT project, under India post IT Modernization Project, training will be
imparted to users at different levels with respect to their roles in department so that they are skilled
in carrying out their duties & responsibilities

There will be broadly two levels/types of training –

1.1 Trainers’ Training – Trainers will be the officials who will be imparted training for train or educating
the end users (BPMs). Trainers may include ASPs, IPs, SAs & WCTC Trainers.

1.2 End User Training – End Users will be BPMs, GDCMD/MC, Substitutes, etc.

2. Train the Trainers Training (TTT)

Trainers training will be imparted to Departmental employees by Trainers from M/S Infosys
(Will be hence forth addressed as RSI in document). Also, an alternate plan is thought
upon in order to expedite Rollout & Training process at divisions where in WCTC/ DTC
Trainers will be first trained at PTC Mysore and they will be further training Trainers of their
division.

2.1 Trainers will include all ASPs/IPs of the Division, System Administrators & WCTC /DTC
Trainers of a Division.

2.2 Divisional Superintendent will ensure that there are at least 10 RICT Trainers to train
end users in their respective divisions.

2.3 The Training will be imparted at the Divisional/ Regional Office or any other place chosen
by the DOs depending on feasibility & availability of resources for training. The information
related to nominations & location will be informed to RSI CPO well in time.

2.4 CPO RSI will also ensure that IP/ASPs from RMS / RO/CO/ Directorate are also
imparted training and will devise a suitable plan for the same.

2.5 The training will be imparted to the trainers in English/ Regional language and will be
conducted on both aspects – Theory & Hands on (Practical). Trainers will be trained about
their duties and responsibilities with respect to RICT project (RICT admin role) and also
regarding the End users role as after completion of their Training they have to act as trainers
and train the End users of their Division/ Subdivision.
3. The process of Training the Trainers to be followed at every Division is as follows:

Preparatory Activities:

3.1 The Divisional SPOC will ensure that all the nominated trainers from their division have
CSI Employee ID and an active India post webmail account.
3.2 The details will be provided to CPO, RSI two weeks before start of scheduled TTT of their
division .The training plan will be informed to division beforehand by regional office.
3.3 DO SPOC will also share training venue details with RSI at each DO location along with
IP address, ports and wedge code details at least 2 weeks before scheduled TTT training
start date. RSI will ensure that those Ports are opened by Sify and are connected to
Training environment at least one day before commencement of training.

3.4 DO will ensure that required training infrastructure is available for smooth conduction of
training at the selected location , like :
o Training Room with basic infrastructure
o Number of computers: at least 10 for trainee + 1 for trainer
o Projector
o White board and writing stationery (if needed)
o Printer and paper for any printing required during batches
However, the list is exhaustive and DO Supdt. & SPOC may use their own acumen &
experience for smooth conduction of training.

3.5 RSI will ship the training material at least one week before the training start date at DO
addressed to Supdt. DO. Quantity shipped would be one training material per DOP RICT
Trainer (10) and one training material per BPM in the DO in the language already specified
by the division.

3.6 DoP DO SPOC will verify the shipped quantities with delivery agent and provide
confirmation via mail to RSI circle project officer of the same while master box contents
can be verified later in presence of RSI technician during the Device Testing. DO SPOC
will sign-off the Training Material shipment report after validation of quantities with RSI
technician.

3.7 DoP SPOC will issue one carrying case (of any BO’s) and class room training material to
each part of the trainer batch at the start of training and make entry in inventory record
(manual) as the trainers too will be given hands on training on device client application
along with the web applications part.

3.8 The DO SPOC will be usually the first RICT admin for the division and will register other
SDHs as RICT admins to carry out their duties in normal course but for the training purpose
trainers will be assigned different roles like RICT Admin, BPM, and HAA etc.
 The Training

3.9 RSI trainer will report at the training venue 1 hour before the scheduled start time and
deliver the training in Instructor lead training (ILT) mode.

3.9 RSI trainer will take the participants first through the workflow and concepts followed by
practical hands-on session training on device and web applications.
Trainer Training is divided mainly in two parts to be covered in three days:
a) RICT Device Training: Day 1
b) Client Application & Web application Training : Day 2 and Day 3

3.10 The trainers will be registered for different roles and role plays will be conducted so that
they may understand end to end process flow.

3.11 After completion of the training on the third day, RSI Trainer will collect the Assessment
& Feedback of the participants through Moodle Learning Management tool.

3.12 DO SPOC will ensure that training is conducted aptly and assessment has been carried
out fairly. A participant will be considered qualified only if he/she scores more than 90% in
the assessment.

3.13 After successful completion of Trainer’s Training, The devices will be collected back by
the DO SPOC and will be handed over to RSI Technician for clearing the Training data.

3.14 SDHs of the concerned division will be registered as RICT admin for their respective sub
division.

4. End Users’ Training

The process of Training the End Users to be followed at every Division is as follows:

Preparatory Activities:

4.1 The Divisional SPOC will ensure that details of all the devices and BPMs have been
registered in the BPM Modules web Application.

4.2 The Biometrics, photo and scan image of ID in respect of each BPM will be captured by
the concerned SDH during the day 1 of the training itself.

4.3 First two batches of BPM Training will be conducted by the RSI Trainer and subsequent
two batches will be conducted by RICT Trainers from DO but will be supervised by RSI
Trainers. After completion of these 4 batches of end user training, the training will be
independently conducted by DoP RICT Trainers of the division.
 4.4 DO will ensure that required training infrastructure & training material (in regional
language) is available for smooth conduction of training at the selected location and
devices are issued to BPMs for hands on training.

The Training

4.5 The Trainer (RSI/DoP) will take the participants first through the workflow and
concepts followed by practical hands-on session training on device applications. It will
be ensured that DoP trainers observe the training conducted by RSI trainers so that
they understand the curriculum and process for conduction of BPM training clearly.

4.6 End User Training is divided mainly in two parts to be covered in two days:
c) RICT Device Training: Day 1
d) Client Application Training : Day 2

5. Updation on web portal

For Updation of progress on Training, the DO SPOC should login to the RICT Project
Management Web Portal using the assigned credential and follow the following steps:

Step 1 On Trainers Details page, details of each trainer of the division will be entered.
 Step 2 On completion of Trainers training the results details will also be updated on PM Web
Portal:

Step 3 similarly, the BPM Training details will also be captured on RICT Project Management
Web Portal.

6. Training Sign Off at Divisional Office

On successful completion of TTT Training and 2 Batches of BPM Training conducted by RSI
Trainers and 2 batches supervision by them, Training Signoff will be given by the divisional head.
.
7. Action by Regional & Circle Offices:

a. Regional Office & Circle Office to Co-ordinate with Divisional Office & ensure that the training
is carried out as scheduled.
b. Regional Office & Circle Office to log-in to the web portal and check the status of training as
per schedule.

8. Terms used:
Acronym Explanation
BO Branch Post Office

BPM Branch Post Master

DO Division Office

DoP Department of Posts

MCD Main Computing Device