Abhishek SinghExecutive Director, FCI

07th January 2016

Workshop on Data Based Decision Making

FCI Depot Online SystemA Case Study

28.02 Million MT of Wheat procured

31.37 Million MT of Rice procured

69.9 Million MT of Peak Stocks

71.1 Million MT of Storage Capacity

61.42 Million MT of grains is NFSA requirement

44.8 Million MT of Grains moved

FCI Operations

Slide 3

• Government of India has taken an important initiative to implement Depot Online System across all the FCI depots in the country.

• This project is a part of the overall vision of Government of India to transform the food distribution supply chain in the country and one of the key initiatives taken up by the PMO

• The key objective of this project is to bring IT enabled transformation in the FCI operation

• Depot Online System would facilitate process automation, standardization and efficiency of management of food grains distribution and would enable real time monitoring of operations and timely data reporting

About the Project

Vision Statement“Transform the food supply chain management through innovative use of

Technology for ensuring transparency, reliability and efficiency of procurement, storage and distribution operations”

Slide 4

Dynamic & complex operations of procurement, storage & movement

Magnitude of operations during peak procurement season

Optimizing movement across rail and road networks

Off take dependent on States

Difficult Labour operations – Deptt– DPS – NWNP - Contract

Quality Control operations, gunny inventory, chemicals

Authenticity of data and flow of data from depot upwards

Current Operational Challenges

Slide 5

Need for Integrated IT SystemExpected benefits from Integrated System 1. End to end visibility of food distribution supply chain operation

2. Seamless connection between depots and district/regional offices of FCI

3. Capture data at source and in real time through Handheld, reduce redundancy

4. Integrate with weigh bridge to read data automatically

5. Standardize and improve current processes to increase efficiency

6. Free up manpower from laborious data collation and report preparation

7. Leverage IT as decision support systems to handle dynamic nature of business

8. KPI driven dashboard for the top management

9. Proactive alerts and notification

10. Integrate and share data with upstream and downstream stakeholders

11. Align with ‘Digital India’ vision

Slide 6

Key Components of the Implementation

• Study and standardization of existing process and Process Gap analysis and to-be change recommendation

• Derive application functionality from to-be processProcess

• Works on desktop and mobile handheld devices• Online & Offline access mode in handheld application• Application hosted in NIC Cloud Infrastructure

Application

• Initial piloting in 25 depots, followed by roll out in 553 depots• Adequate handholding support at the depot level for rolling

out the system at each depotRollout

• Training at all levels including HO, ZO, RO and districts• Application usage, Change Management, Basic Computer

Training and awareness workshopTrainings

• 4 Year application warranty• 1 years Onsite Support at each level upto district level• 4 years Application helpdeskSupport

• Client hardware at depot -Desktops, Tablets, Printers, UPS• Use existing Connectivity through Broadband/2G/3G• VSAT connectivity where no availability of

internet/broadbandHardware & Networking

Slide 7

Depot operation process to be automatedProcurement of Wheat/Paddy/Coarse Grain

Procurement of CMR and Levy

Storage operation – Shed and Silo

Movement via Rail/Road/Riverine/Ship

Movement cost optimization

Import and Export of food grain

Quality Control and Preservation

Management of Workers/Labour

Sale to PDS and other schemes

Depot Infrastructure Maintenance

Engg works and maintenance

Physical Verification

Key processes in the Depot Online System

Slide 8

Movement Quality Related

1. Daily Operations Report2. Daily Statement of

Receipts3. Daily Statement of Issue 4. Evening Stock Position5. Stg. Loss Statement6. Monthly stock account

statement7. Gunny Statement

1. Log Book2. Rough Register3. Stack wise Register4. Shed wise Register5. Work done register6. Unloading Register7. Stg. Loss Register8. Gunny Register9. Stack Card

1. Inspection Register2. Receipt Register3. Propylene treatment

Register4. Curative treatment

register5. Priority Register6. Quality Complaint 7. Disinfectant Records

1. Fortnightly State of Food grains crop wise/age wise / category wise

2. Prophylactic statement3. Monthly Inspection

Report4. Assessment Report

1. Weekly Movement report

2. Monthly movement report

3. Day end Weightment report

1. Siding / Shunting Register

2. Demurrage Register3. Unit wise Register4. Inward and Outward

Register5. Receipt Register6. Unit Movement Register

Unit Records & Reports

Report

Record

Report

Record

Report

Record

List of Key registers/reports maintained currently

Slide 9Depot Online System for Food Corporation of India • Implementation Strategy

Overview of Depot Online System

Depot Online System/PortalProcuremen

t Distribution

• SGA/Farmers / Adhatias / Societies

• Millers• Railways• Sub-Contractors

(Handling / Transit / Transport / Private Sector)

External Stakeholders

• Release Order (RO)• FOIS• IISFM• PMS• FAP

Integration Requirements

• Web Based• Mobile• Offline• SMS/Email

Accessibility

• GPRS• Desktop/Handheld• POS device• M2M Integration• E Payments

IT Infrastructure

Depot Online System for Food Corporation of India • Implementation StrategyFinance Personn

elVigilenc

e.Int.

AuditComplia

nceIntegrated/Other Modules

Slide 10

Data Driven Approach

Depot Online System provides various types of data visualization techniques to see key real time information

It builds a decision support system to enable better and efficient operational decisions based on data and prevent leakages

Allows top management to see key operational aspects centrally and helps in better utilization of resources

It enables the end to end visibility of supply chain operation up to the last mile of the operation i.e. stack level in a depot

Slide 11

System Dashboards

Current Stock of Commodities in the depot

• Depot Online System provides real time dashboards for Depot Utilization levels and current stock position

• Dashboards are aggregated at various levels to provide current utilization at a particular operating level e.g, Depot wise, District wise, Region wise, zone wise, HQ level

• Online Generation of Evening Stock Register and circulation to the relevant stakeholders

• Better decision making based on the real time stock information, utilization and availability levels

• Better planning of depot operations (storage/labor) based on the alerts/notification from mandi/millers

Depot Space Utilization

Slide 12

Sample Visualization of Depot statistics

• Real time availability of Shed Utilization an Stack positions for better storage and issue planning.

• System driven allocation of sheds/stacks during inward receipts based on stack position

• System based labour gang allocation

• Storage losses computation as soon as the stack is killed

Slide 13

Sample Graphical Reports

• Real time graph depicting Storage and Transit Loss Trends at various levels

• Real time graph depicting Daily Offtake Vs Procurement at various levels

Slide 14

Sample Online Report

Slide 15

Alert based planning for PV

PV Plan creation in the System

SMS Alerts to the depots for upcoming

Routine PV

Escalation mechanism with auto alerts with

levels of escalation if routine PV is not completed as per

schedule

Capture the Routine PV results online

Compare PV results with Past PV and existing records

online

Quarterly/Half Yearly/Annual PV Plan creation in the System

SMS Alerts at all levels for upcoming PV/Delays

Inbuilt Escalation mechanism

Online Report Generation

Slide 16

Alert based monitoring of Demurrage/Leakages

Demurrage Prior intimation to the depot

for upcoming rakes

Better planning (Storage /Transportation /Labour /Gang) of Depot operations based on prior intimation

SMS Alerts to various stakeholders

SMS alerts for delays

Escalation mechanism for better coordination

Real time reports at various levels

Leakages System generated loss

computation, No manual intervention

Real time monitoring of Storage & Transit Losses

SMS alerts if leakages beyond threshold

Escalation mechanism based on the quantum of losses

Department initiates preventive measures to reduce leakages based on real time alerts/reports

Enhanced system transparency

Slide 17

List of KPI in the systemFCI Services

Key Performance Indicators

Procurement

Number of days for stock movement from Mandi to DepotOccurrence of spot contracts with transporterProcurement vs. lifting at Mandi for each districtVariation in procurement against target across regionsRejection of stocks at MandiPayment made to agents against procurement

Movement

Detention period beyond free time and demurrage of rakesPercentage shortfall from movement plan district wise and region wiseRake accommodation capacity for destination depotsTransit lossMonth wise region wise lifting data for stocks

Storage Storage lossUtilization of gangsUtilization of depot storage spaceTurnaround time for quality check of stock during receiptLifting efficiency of stock

Chemicals utilization for storage and preservationDaily stock accounting deviation between QC and Shed RegistersNumber of days for stock movement from Mandi to Depot

FCI Services

Key Performance Indicators

Quality Control

Capacity stored in ‘kachcha’ or vulnerable position for each district and regionAge of the stocksAmount of stock in upgradable and non-issuable category at the district levelInfestation level classification of stock (clear/few/heavy)Category of stock (A/B/C) and downgrade at depot levelPre-monsoon fumigationStack wise priority violationChemical stock reserve of 3 months at each depotCategorization and approval of non-issuable stockDisposal of non-issuable stockBRL quantity in a depot and its timely replacementShortfall in mandatory inspections for the procuring regions

Purchase/ Sale

Validity of schemes and their extensionScheme wise monthly lifting position of each depot/districtRO issued v/s executed

FCI • IFS Training

Slide 18

List of Online Reports (1/3)

Report Category List of Reports

Daily Reports • Daily Statement of Receipts• Shed wise Daily Statement of Receipts• Daily Statement of Issues• Shed wise Daily Statement of Issues• Daily Dispatch Report• Shed wise Daily Dispatch Report

Labour Details • Gangwise Labor List• Labor Gang Work Slip• Labor Attendance Register

Storage Loss report • Commodity Storage Loss Report• Depot Storage Loss Report• Shedwise Storage Loss Report• Killed Stack History

Quality report • Quality Register• Inspection Register• Fumigation Register• Spraying Register• Inventory Stock

Slide 19

Report Category List of Reports

Procurement • CMR Procurement Report• Mandi Procurement Report• Agency wise CMR transaction• CMR Rejection• Procurement Moisture

Movement • Movement By Road – Transit Loss• Movement By Road - Monthly Transit Loss• Movement By Road – MBR Transaction• Movement By Rail – Generate Convoy Note• Movement By Rail – Loading Statement• Movement By Rail – Pending Wagon• Movement By Rail – Unloading Statement• Movement By Rail – Missing & Disconnected Wagons Statement• Movement By Rail - Demurrage & Wharfage Report• Movement By Rail - Movement Transit Loss• Movement By Rail - Wagon wise Movement By Rail Transit Loss Report

List of Online Reports (2/3)

Slide 20

Report Category List of Reports

Storage • Current Asset Summary• Asset Consumption Report• Gunny Reconciliation Report• Gunny Procurement Report

RO report • RO Issue Report• RO Monthwise Report

Dumping Details • Procurement Dumping Report

Truck Fleet • Truck Fleet Report

Other Reports • Priority Override Report• Gatepass Report• Shed wise Stock Register• Depot wise Commodity Current Stock Report

List of Online Reports (3/3)

Slide 21

Q&A