Smart TransportA Secure Commute for Employees

Functional Modules

Contents

Introduction

Smart Transport Overview

Functional Architecture

Mobile

Safety & Security

Process flow

Benefits

Implementation Overview Account Management

Approach

Timelines

Introduction

Company Name iCtrlBiz Consulting Pvt Ltd

Operational Commencement Jan 2016

Team Size 37 (14 Development, 5 ECM, 10 Operations, 8 Management, Finance & Administration)

Team Experience 500 Man Years

Business Verticals

Sm

art T

ran

spo

rt • Solution - Smart Transport

• Services -Outsourcing of Transport Operations with PnL

En

terp

rise

Co

nte

nt

Man

age

men

t• Consulting - ECM Deployment & Architecture

• Solutions -Laserfiche

• Services -Digitization

• Shared Service Technology Implementation

So

ftw

are

Dev

elo

pm

ent • IT OffShoring

• Custom Software Development

Introduction

Company Name iCtrlBiz Consulting Pvt Ltd

Operational Commencement Jan 2016

Timeline and Clientele

Smart Transport Overview

1. Employee Requests Booking

2. Automated

Routing

3. Transport Desk

4. Rostering

5. Roster Distribution

to vendor

6. Vehicle Tracking

7. Vehicle Detail to be

shared with staff

8. Shift Reports to

be generated

9. App based

closing by passenger

10. Billing

11. MIS

12. Dashboard

CENTRALIZED CONTROL ROOM

Employee Online Roster

Function Module & Feature

Employee BookingRequest

- Online Roster Management allows employees to define / amend their Shift Schedule for a week or more upto 90 days (configurable)

- Employee can define / amend roster via Mobile App also

Geocode Update - Transport Desk updates Geocodes by using Masters

- Employees can update Geocodes through Mobile App

New Employee Registration

- New Employees Registration for Transport facility

- New Employees while selecting address update Geocodes

Automated Routing

Function Module & Feature

System Routing - System generates route 24 hrs in advance based on following• Employee address geo locations• Cab occupancy• Shift timing• Area clubbing pattern• Maximum travel time defined as per company

policy, and• Pre-approved speed at which the vehicle will run• Security Guard Requirement (First Pickup / Last

Drop of a female)

Benchmarks - Routing for 10,000 employees generated within 3 to 4 minutes

Checks - Routes should not be generated for Employees who had “No Shows” for 3 or more days in a month

- Deduplication to ensure any individual has not been assigned two routes due to rescheduling of roster and / or cancellation of a pick / drop

Transport Desk & Vehicle Rostering

Function Module & Feature

Transport Desk - Transport desk to “Scan” the routes based on following

- Changes received post route generation- Single Occupancy Routes

Rostering / TripsheetManagemant

- Tripsheet Management (Manual Add-Ons on Demand)

- Buses- Tempo Traveller- On-demand Trip Creation

- Tripsheet Printing in case e-Tripsheets is not applicable

- Start and End the Trips in case of GPS not working for any reason

Vehicle Assignment - Assignment of Vehicles to Tripsheets / Rosters

TripsheetDistribution

- For eTripsheets auto distribution happens- For printed tripsheets distribution happens

based on assignment

Employee Communication & Vehicle Tracking

Function Module & Feature

Employee Notification

- Employees receives notification on vehicle details immediately after Vehicle Assignment

Vehicle Tracking

Vehicle Tracking by Transport Team

- Vehicle Tracking on the go by Transport Team- Track Vehicles based on Date and Shift Time

Vehicle Tracking by Employee

- Employee can use Mobile App to know the current location of the cab

Trip Closure

Trip Closure – Pickup - Vehicle Scanning at entry gate by RFID or Barcoding

Trip Closure – Drop - Reached Home Confirmation by Employee / Passenger

Reporting & MIS

Function Module & Feature

Operational Reports - On-Time Arrival & Departure- Route Cancellation- Manual Route Creation- SMS Report- Trip Tracking- Vehicle GPS Validation- Employee Roster Variance

Compliance Reports - Masters Data- Active Vehicles, Drivers & Guards- Compliance Dashboard

Finance Reports - Billing Report- Penalty Report- Cost Reports

- Process / Program / Department- Vendor

ON – DEMAND REPORTING FRAMWORK

Functional Architecture SMART TRANSPORT SERVER MODULES

SMART TRANSPORT CLIENT MODULES

Functional Architecture

Deployment Architecture

INTERNET - Webservices Over Port 443, SFTP Port 22 for Route Upload over,

TCP Port 636 for Secured LDAP Authentication

Ove

r In

tern

et

Thirdparty Gateway

DMZ Zone

Transport Team

Employees

Facility Entry / Exit

SmarT IVR Gateway

https://client.safecommute.in 184.168.xxx.xxx

Web Server Cluster

SmartT Web server 1

184.168.xxx.xxx

(AWS)

SmartT Web server 2

184.168.xxx.xxx

(AWS)

System / Content DB

Server

Oracle Cluster Server

IP: 184.168.xxx.xxx IP: 184.168.xxx.xxx

System / Content DB ServerAWS

Cloud

Client HRMS Mail Server Directory Server

Master Data Management

Vehicle Tracking

TripSheet Management

Employee Mobile App

1. Adhoc Request

2. Cancellation of Pick & Drop

SmarT SMS Gateway

1. Adhoc Request

2. Cancellation of

Pick & Drop

Employee Self Service @ Web

Vehicle Scanning

OTA & OTD

Mobile

Safety & Security

Auto “Reached Home Confirmation” call to all women employees.

Auto SMS sent to all employee with cab number, driver and security guard name as soon as the cab leaves office premise for pick up.

Real Time cab location information available on employee smart phones.

Integrate with “Panic Button” in all cabs with auto SMS alert to pre-defined individuals.

Smart Transport team can “Immobilize” any vehicle in case panic button is pressed and there is NO response from the employee, driver or security guard.

Calls are made and

updated manually post

expected time of Drop.

CURRENT PROCESS

This is an automated call from Smart Transport. Please

press 1 to confirm your safe

drop.

Additional Features

Auto SMSAuto SMS sent to employees when cab is within 3 KMs away from employeeresidence.

Auto SMS sent to remaining employees as soon as the first and subsequent pickups are done.

In case of pick up “NO SHOW”, system automatically cancels subsequentemployee drop.An email is sent to employee supervisor (2 levels) requesting them to click on the“Drop Required” button on the email in case the employee came to office, andrequires company transport for his / her drop.

Centralized repository of all data including fingerprints of driver, vendorsupervisors and security guards.

Robust vehicle, driver and security guard induction process.

Key Benefits

BenefitsTo

EmployeesTo Client

Increased Employee Safety 👍 👍

Increased Employee Satisfaction 👍 👍

Increased employee retention 👍 👍

Increased employee productivity 👍

Increased revenue and profit margins 👍

Corporate Social Responsibility 👍

Data Integrity and Authenticity 👍

Limited manual intervention 👍 👍

System generated reports and analysis 👍 👍

Real time information of employee arrival and departures

👍 👍

Increased Transparency - System generated billing 👍

Implementation Overview

Account Management Team

The following account team for Client will bring the right fit of industry knowledge, technical expertise, and service delivery experience.

Client Account TeamChandresh Sharma, COO, is the overall account director for Client. He has overall responsibilities for strategic account management.

• Masters in ECM from AIIM• Functional and Technical expertise. • Responsible for assisting with day-to-day account management.• Responsible for needs analysis, requirements gathering• Executed 43 key projects including Ranbaxy (now Sun Pharma), ESSAR, IOCL,

BSNL

Shailendra Tripathi , Director-IT. He will be responsible for the executive relationships between Laserfiche and Client, as well as the quality of overall services.

• Prince 2 Practitioner and SCRUM Master• Align Client’s goals with solution delivery• Responsible for project management• Executed key projects in Ranbaxy, ESSAR, Flowserve• SME for Oracle, MS SQL and Java

Nimitesh Kumar, Technical Lead,• ITIL v3 professional, Laserfiche Certified CPP• Responsible for overall Laserfiche ECM and workflow implementation.• Executed key projects in Ranbaxy, ESSAR• SME for .NET Development, Mobile Applications

Chandresh SharmaCOO

Shailendra TripathiDirector – IT

Nimitesh Kumar

Technical Lead

Account Management

Professional Services Staff

Satish Chandra

Operations Lead

Approach

Major Activities:

Conduct interviews

with project

stakeholders and

process owners to

obtain business

requirements

Interview Client IT to

obtain technical

requirements

Develop a

Requirements and

Design document

Obtain Client sign-off

on the Requirements

and Design document

Configure Smart Transport Modules

– Master Data Management

– Roster Management

– Geocoding

– Routing

Configure Smart Transport in

accordance with the Requirements and

Design document

– Compliance Management @

Masters

– Update Online Roster Schedule

– Update City specific Geocode

Masters

– Update Area Clubbing Pattern

Provide periodic solution

demonstrations

Set up users, vehicles,

drivers, guards using

Smart Transport

Perform functionality

testing

Assist Client in

performing User

Acceptance Testing

(UAT)

Address any additional

bug fixes/

documentation updates

as necessary

Obtain Client

acceptance of the

system

Provide administrative training

Provide end-user training

Work with Client to promote

the system to the Production

environment

Address any production-

specific issues as necessary

Perform post-

deployment system

verification

Transfer day-to-day

system maintenance to

Client

Perform knowledge

transfer activities

Introduce Smart

Transport post-project

support team

Major Deliverables:

Requirements and Design document

Project Plan

Status Reports

Configured System in the Test environment

Status Reports

Formal Client Acceptance

Status Reports

Systems Administrationdocumentation

Deployed system in Prod

Status Reports

Project Summary documentation

2. Development 3. Testing 4. Deployment5. Transition to

Support1. Requirements/

Design

Ongoing Project Management, Status Reporting & Governance

Timelines

Sr. No. Activities Elapsed Duration*

1. Pre-Requisites- Masters Data- Roster Schedule- Functional GPS

Day 01 to 15

2. Smart T Configuration- Masters & Compliance Rules- Online Roster- City Geocode Masters- Employee Geocode Update- Area Clubbing Pattern- Routing Business Rules- TripSheet Management

Day 07 to 30

3 On Ground Test Deployment- Identify 5 Vehicles, 5 Drivers, 20 to 25 Employees

Day 25 to 35

4 Training- Transport Team

- Operations- Drivers- Guards

- Employees

Day 25 to 35

Day 35 to 40

5 Move to Production Day 41 to 45

*Elapsed Duration is based on Day “0” being agreement signing

Q&AThank You