CENTRAL POLICE CANTEEN (CPC), MINISTRY OF HOME AFFAIRS (GOVT OF

INDIA)

SUBJECT: - QR FOR TRANSFORMATION OF CENTRAL

POLICE CANTEEN

Central Office, CPC proposes to float tenders for execution of QR

transformation for Central Office, CPC. In this regard a discussion

meeting is proposed to be held to discuss on execution of QR

transformation of Central Police Canteen. Time, date and venue will be

communicated to interested firms/consultants later on

2. During meeting the interested vendors/consultants are supposed

to submit their views/suggestions regarding implementation of the

project and designing of the specifications. The interested

vendors/consultants may forward their willingness to attend the meeting

on CPC website on or before 31-08-2017. The concerned firms are

required to come prepared with presentation/suggestions on ways and

means including financial implications to achieve the stated objectives

for CPC website. The overall assessment of needs is placed as

APPENDIX-A for information.

Contact Person

DIGP/CEO-Cum-GM,

Central Office, CPC,

MHA, Block No.01, CGO Complex,

Lodhi Road, New Delhi-110 003

(Tel No.011-24362550, 24365547,24362665).

e-mail: centraloffice-cpc@nic.in

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APPENDIX – “A”

QR FOR TRANSFORMATION OF CENTRAL POLICE CANTEEN (CPC)

The Ministry of Home Affairs has created (Central Police Canteen) CPC with

a view to provide Canteen facilities to all serving and retired police personnel of

CAPFs, the state Police including IB, CBI, R&W, MHA and their family members as

a major welfare measure. The mission of the CPC envisages, providing

products/stores of best quality to all beneficiaries, wherever they are, at rates

cheaper than the market price. The total number of beneficiaries is approx. 35

lakhs. The CPC runs through a three tier system with Central Office as the first tier

that negotiates products/prices with firms and looks after the policy issues. Further

down, at the second tier there is a network of Master Canteens (119 at present) that

act as ordering/warehousing points. The third tier comprises the subsidiary

Canteens (around 1613 at present) that draw stores from MCs and act as points of

sale. Large number of firms are registered with CPC for sale of various products

through the linked subsidiary canteens that include both branded and standard

items.

The journey of CPCs growth has been impressive. The turnover in 2007 of

10 Lakhs has risen to about 1607 Crs in the year 2016-17 and this has come from a

Selective Network to a Nationwide Network of Canteens. There is spectacular

potential for growth, which needs to be extended to each jawan and his family since

it is not only a major welfare measure but also a great source of satisfaction and

motivation, leading to substantial savings.

The proposed transformation would entail a series of steps for the

achievement of the stated objectives, from where we are, to where we want to go

present large possibilities and scope for enhancement in the ways and means of the

present functioning of the CPC. Coping up with rapid change, would require a

relook at the structure and function of CPC to gear it up for organized and smooth

future growth. This would mean that CPC would require better SOPs, IT supported

systems and Training along with structural and procedural streamlining.

The methods of transformation to be formulated need re-design/re-engineer

the flow of material and money in order to transfer benefits to beneficiaries by

putting in place relevant and transparent processes that will be supported by

appropriate IT system and organizational structures.

1. CORE OBJECTIVE

The idea of proposed transformation is to equip the manpower/resources at

all the tiers adequately with technological interventions, better/standard workflows

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and appropriate training enabling them to be guided by streamlined procedures and

considered inputs for decision making, leading to a visible, efficient, accountable

and transparent system of canteen services for the ultimate welfare of the jawan

and his family members.

2. IMPACT OF TRANSFORMATION

Suggested changes will result in an efficient supply chain ensuring

continuous replenishment of goods at the Subsidiary Canteens in alignment with

the consumer demand and forecast, without accumulating excess inventory at the

distribution Centers or the Subsidiary canteens. Upgraded infrastructure and

improved processes/SOPs will result in vendor efficiency, availability and better

work output. The structures, processes and governance at all Tiers need to be

streamlined and supported by information technology systems.

3. SCOPE OF INFORMATION TECHNOLOGY SET UP

The overall business operations of CPC would be based on underlying

integrated information technology platform. Robust information systems will help

increased efficiency, transparency and accountability in the system. IT will form the

backbone of the CPC business operations. The following IT ini tiatives are

imperative for a successful implementation of CPC operations:

Automating the backend supply Chain operations at Master Canteens

integrated with Central Office, CPC and subsidiary Canteens, the objective would

include:-

a) Demand forecasting and Ordering, Inventory management and

Replenishment

i) Distribution and Logistics

ii) Vendor Credit management and payment systems

b) Standardizing the retail front and systems for

i) Point Of Sale

ii) Cash reconciliation

iii) Reporting

c) Implementing uniform user authentication platform

i) Card based authentication systems

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d) Monthly quota on purchase limits for grocery and liquor

e) Move towards a cashless CPC system

i) Partner with reputed national banks to introduce cashless

payment systems at CAPF canteens through tailor-made smart

cards.

ii) Gradually mandate all transactions with vendors to be carried

out electronically

f) Build a robust data analytics based system for policy and

planning

i) Reporting and MIS

ii) Demographics, Consumption Analysis and market study

The application systems needed to support the business is required to be

tailor-made to suit CPCs future requirements and growth.

4. PROPOSED SCOPE OF ACTIVITIES

The idea of proposed transformation will be to equip the

manpower/resources at all the tiers adequately with technological interventions,

better/standard workflows and appropriate training enabling them to be guided by

streamlined procedures and considered inputs for decision making, leading to a

visible, efficient, accountable and transparent system of canteen services for the

ultimate welfare of the jawan and his family members.

Briefly the scope of work can be divided into 6 broad activities.

A) Need Assessment:-

This involves understanding the present systems and process being followed at

the various levels of Central Police Canteens and recommending the desired

processes, systems for implementing the dame on Pan India basis. The idea is

to create a robust institutional framework with an efficient supply chain

operation and better financial rigor and discipline leading to enhanced

beneficiary experience. All this is required to be complemented by adequate and

appropriate IT system.

B) IT Enablement study

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This involves conducting a detailed review of the existing technical landscape

and recommend a digital interface and associated IT infrastructure to enable

process optimization as defined in the SOPs.

1) At Central Office:-

Study and recommend suitable improvements in the following areas of

IT enablement:

Recommend automation requirements of all the processes related

with vendor empanelment/registration and including auto updation

in revision of prices, terms and conditions etc.

Recommend integrated financial transactions and accounting,

double entry book keeping automated tax calculation, tracking of

payments, transfer and re-conciliation of profit funds etc.

Creation of e-database and fi les and integration with other tiers for

various types of correspondences with them.

Automatic electronic updation of various records/information of

firms, MCs & SCs, newly introduced policies etc.

Performance measure analysis :- Central monitoring of

transactions (sales inventory, fund generation and utilization) of all

MCs and SCs and subsequent electronic report generation for

decision making. Module for report generation for vital KPI (Key

performance Indicators like Network and Coverage, Discount

levels achieved, Range availability achieved, IT performance,

Promotions, SOP compliance, vendor KPIs) alongwith total

daily/monthly/quarterly/annual sales, items required to be

purchased, price list, balance sheet, profit & loss account, daily

sales report, monthly, quarterly, half yearly and annual module for

reports etc. Details of monthly or annual turnover at the

CPC/Master Canteen and Subsidiary Canteen level separately for

each CAPF/CPO and centrally at CPC level across various

regions.

A dashboard at Central Office, CPC integrated with all MCs & SCs,

inventory details of all MCs and SCs, demands generated by

subsidiary Canteens, indent placed to vendors by master

Canteens, availability of fund and infrastructure at all levels by out

of subsidiary canteens, payment and outstanding dues, status of

subsidiary canteens and Master Canteens daily summary of

transactions at the end of the day etc.

2) IT enablement MCs and SCs:-

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Recommend the systems that needs to be incorporated to support and enable

various processes at MCs & SCs covering the function of the following areas:

Inventory Management : There is a need to create and integrate a supply chain

management system covering all tiers of CPC for efficiency and transparency from

demand forecasting to ordering, to supply, to final sale. Ability to track inventory

balance & availability with linkages to ledgers, online ordering, fix replenishment

levels, order fulfillment, reconciliation of inventory balances, new orders and

dispatch consolidation etc.

Procurement Management:-To enable need based procurement and avoid over

stocking, flash availability of products, new arrival, updation in prices, templates for

frequently requested items, online alert for tracking, set record levels, ability to

segregate & compile interstate/intrastate transactions, record & exchange shipment

notices & match invoices etc.

Order Management:- Ability to create & view orders, track and consolidate

multiple, multisource orders, support high volume order processing and credit holds,

ability to match and exchange invoices/forms, manage incoming and outgoing

orders, match orders with stock availability, automated shipping notes, logistics

linked to ledgers, Daily sales consolidation and reporting etc.

Demand Forecasting:- Based on past data trends and other factors for ordering of

products for optimum availability, operational and financial planning needs to be

assessed monthly, quarterly, half yearly and yearly etc.

Payables, Accounting & Tax Management:- support for compliances to

accounting and Tax norms, ledger management, tracking of payment of inbound &

outbound logistics accounting, generation of bills/invoice with tax component, GST,

payment dues/alerts, cash management, tax & profit accounting & transfer to

relevant heads, Cashbook adjustment & reconci liation, Cashbook payment entry,

Challan preparation & bill generation etc.

C) Smart Card

Recommend a detailed process after working with CPC and its banking partner SBI

to deliver Smart Card that could act as ATM cum CPC beneficiary Card. A combo

card with financial data of individual as an ATM Card for Direct Debit/Payment from

Bank Account with additional contactless Smart chip for loading CPC data for

Monitoring of details of CPC items purchased/balance.

D) Training needs assessment

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Formulate and provide with a training policy and methodology in retail and IT to a

defined set of personnel for efficiently handling and managing canteen operations at

various tires of CPC. The modules of training needs to focus Vendor Management

and negotiations, Retail operational skills enhancement, Commercial skill

enhancement, Finance , accounting and taxation skills, order management and

forecasting skills and IT skills etc. Through a mix of outsource training, refresher

training on the job training. There is also a need to evolve and develop a long term

HR training and development policy in consonance with the expectations in the

feature. CPC would like to follow train the trainer approach.

There is a need to create a central data base to maintain data and monitor

day to day operations of CPC Head office, Master Canteen & Subsidiary

Canteen. The enhancement of other IT tools/peripherals at all tiers needs to

support the objectives of the proposed transformation.

The resources and operating model required for enhancing the institutional

capacity of CPC head office. There is a need to recommend the desired

governance structure so as to enable operational dynamism and better role

clarity leading to flexibility, financial autonomy, legal sanc tity, decision

making, ownership by forces and other legal compliances. There is a need

for better role for clarity on the policy issues including.

a) Financial Policy for Cash, management in the entire value chain

b) State Police Canteen Policy

c) Order/Inventory Management and Indenting Policy

d) Store Operations Policy

e) Manpower and staffing policy

f) Vigilance audit and monitoring policy

g) Policy for utilization of welfare funds

h) Liaison with Government

i) Grievance redressal policy

E. Mobile Application software: - mobile application software is required to be

developed on the line of online trading sites like flipkart, Amazon, Snapdeal etc. The

application should be enable to run on the Smartphone or tablet. The mobile

application would be making easier to see the availability of items in canteens,

online shopping, manage his/her e-shopping cart and online payment portal.

F. Modification of the existing website to include e-marketing capabilities, product

information, search within categories, cost comparison as well as provide scope for

feedback and consumer grievances redressal.

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PILOT PROJECT – QUESTIONAIRE

1 Name of the Company :

2 Head Office & Total Staff :

3 Govt Projects handled :

4 Retail Projects handled :

5 Total time for Pilot required (Study, SOP design, IT Set up, monitoring & training)

:

6 MIS features that can be provided

:

7 Tax/audit, Legal & Accounts compliance

:

8 SOP: : - Designing & features for all levels

: -Reorg. Of office systems/procedures

: - Network planning

: - Ambience/Awareness study

9 IT : - Server specifications/location

: - Hardware Specifications

: - Software Specifications

10 Remote area connectivity : - Solutions

11 Trg & Capacity building : - Methodology

: - Time Period

: - Total Persons

12 Monitoring & Support : - How and at what levels

: - Frequency & Feed back

: - Disaster Recovery

13 Smart Card Integration : Features and solution for cashless system

14 Any other remarks/Info :

15 Features of the system already implemented

:

AT POS :

At warehouse :

16 Whether aware of CSD system

requirements

:

17 Whether ready to undertake SRS (System Requirement Study) at

NCNC (No cost no commitment basis )

:

Government of India Ministry of Home Affairs

Central Office, Central Police Canteen Block-1, CGO Complex, Lodhi Road, New Delhi

(Tele No. 24362550(Fax) 2436557(o) E mail centraloffice-cpc@nic.in )

No.HD.CLK/PP/CPC/17/______________ Dated the , August’2017

To,

The Dy.Inspector General (IT) BSF HQR, Block No.10 CGO Complex, Lodhi Road,

New Delhi

The Dy.Inspector General (IT) Dte.Gen,CISF Hqr. Block-13,CGO Complex

Lodhi Road, New Delhi

The Dy.Inspector General (IT) Dte.Gen SSB Hqr

R.K.Puram, New Delhi

The Dy.Inspector General (IT) Dte.Gen CRPF Hqr

Block No.1, CGO Complex Lodhi Road, New Delhi

The Dy.Inspector General (IT)

Dte.Gen ITBP Hqr Block No.2, CGO Complex Lodhi Road, New Delhi

The Joint Secretary Police

Andaman & Nicobar Police Andaman Nicobar Island

Sub: - Uploading of QR for Transformation of Central Police Canteen

on official website.

Please find enclosed a copy of QR for transformation of Central Police

Canteen alongwith Annexure regarding execution of Project on strategic

enhancement of Central Police Canteen.

2. The QR for transformation of Central Police Canteen along with

connected documents may please be uploaded on the official website of your

respective organization for wide publicity.

Encl : as above

( R N Yadav )

DIGP/CEO-cum-GM Central Office, CPC

Copy forwarded to:-

Shri Raman Kumar,US(PMS) - For information and publishing in MHA R&W Directorate, MHA website for wide publicity. New Delhi