Standard Operating Procedure (SOP) for Installation and Decommissioning of Infrastructure at DoP ATM Sites

1. Purpose

To standardize the process for installation and disposal of infrastructure—namely Air Conditioners (ACs), ATMs, E-Surveillance Systems, Uninterruptible Power Supply (UPS), at Department of Posts (DoP) ATM locations, for ensuring compliance and safety.

2. Scope

This SOP covers:

• Coordination with IPPB and MSP M/s CMS Info System Ltd. for delivery, setup, verification, and documentation.
• Installation & Commissioning of new ACs, ATMs, UPS systems, and e-surveillance equipment.
• Decommissioning and disposal of old ATMs via buyback by the new Managed Service Provider M/s CMS Info System Ltd.

3. Roles and Responsibilities

FS Division:

1. To share schedule of delivery for ATM assets with all Circles.
2. Coordinate with Circles for smooth delivery and operationalization/commissioning of ATMs.

Circle DOP Teams:

1. Coordinate with FS Division and Post Offices for scheduling of delivery of ATMs and its peripherals ie AC, UPS, E-Surveillance System etc.

Post Office Custodian:

1. Provide site access, supervise activities, and ensure safety and security of assets.
2. Verify deliveries and oversee installation/removal process of new Assets and decommissioning & removal of old ATMs.
3. Validate operational readiness and compliance with specifications.
4. Sign off checklists (Annexure-A/B), retain documentation, and ensure cleanliness.
5. Maintain the records related to assets received and installed.

Manager Service Provider (M/S CMS Ltd):

1. Deliver assets as per schedule.
2. Execute installation of new assets and removal of old ATMs as per checklist Annexure-B and safety norms.
3. Filling Installation checklists (Annexure A) and obtain DoP sign-off.
4. Share configuration details, software verification and demonstration.

4. Pre-Installation / Pre-Disposal Requirements:

1. Confirm site readiness (power, network, physical space) in terms of parameters shared via email dated 09.06.2025.
2. Ensure safety of ATM room and surrounding assets.
3. Document pre-activity status and remove previous assets where applicable.

5. Specification/Installation verification and testing of Assets to be delivered at each ATM Site:

5.1 ATMs

Specification	Installation	Verification by the Custodian
Processor: 9th Gen Intel® Core™ i5 or higher, ≥3.0 GHz, 6MB cache. RAM: 8 GB DDR3 or higher, expandable up to 16 GB. Storage: 500 GB SSD (Primary) & 1 TB HDD (Secondary – for video footage). OS: Windows 10 or higher (with OS hardening).	1. MSP will ensure drilling, sleeving, anchor fastening and adhesive bonding. 2. MSP will provide the physical keys of ATMs to the custodian for safekeeping	1. Verify male, model, Sr No EPP (Encryption PIN PAD), cassettes 2. Verify the configuration of ATM Machine in coordination with MSP 3. MSP will hand over the ATM in Running after commissioning of the ATM.

5.2 Air Conditioners (ACs)

Specification	Installation	Verification by the Custodian
Quantity: 2 units of 1.0 Ton High Wall Split Inverter AC. Star Rating: Minimum 5-Star. Stabilizer: One 3 kVA compatible stabilizer per AC. Remote: Cordless remote included.	• Copper connecting pipe and drain pipe as per site requirement (minimum 3 meters). • L-type enamel-coated stand for outdoor unit. • Analog/digital timer for automatic switching. • Power and communication cables concealed.	• Confirm cooling, timer auto-cut off, and stabilizer fluctuation response. • Validate remote control functionality. • Check AC units, remote, timer, stabilizer, copper pipes etc.

5.3 E-Surveillance System

Specification	Installation	Verification by the Custodian
Cameras (Minimum 4 per site): • 1 Vandal-proof outside camera (2 MP IR). • 1 Face cam (with lighting for clarity). • One or two cameras to cover the back room/UPS room with adequate lighting shall to capture clear images.	1. Mount cameras covering ATM lobby, cash tray, UPS room. 2. Lock DVR in a cage; install alarm/audio systems. 3. Conceal all wiring.	1. Confirm DVR, cameras, Panic button, sensors. 2. Confirm recording, timestamp, alarm and sensor functionality. 3. Should ensure that entire backroom/UPS room is covered with the camera installed through 1 or 2 cameras as required.

Recording Specs:

• Full HD 1080p @ 24 FPS (Local).
• Central Storage for 120 days (2 years for flagged cases).

Sensors:

• Thermal, vibration, tilt, motion, smoke, metal contact sensors.

Features:

• Panic switch.
• 2-way audio.
• Intrusion detection (helmet/face cover, loitering detection, >2 persons).
• DVR/NVR in concealed cage.
• Dashboard with live health status & feed.

Support by MSP:

• QRT (Quick Response Team) within 15–60 mins based on location.
• 24x7 centralized monitoring with escalation system.
• Integration with CMS for ATM, UPS, and AC health.

5.4 Uninterruptible Power Supply (UPS)

Specification	Installation verification	Verification by the Custodian
Each ATM site will have a minimum 2 kVA UPS with the following configuration: Isolation Transformer: Inbuilt compatible isolation transformer (IT). Battery Backup: Minimum backup ≥4 hours.	- Securely install UPS and battery rack. - Verify wiring polarity, grounding, and isolation.	- Measure voltage (Earth-Neutral, Phase-Neutral, Earth-Phase). - Confirm 30-minute operation and backup duration. - Check UPS make/model/serial no., battery quantity.

6. Buyback/Disposal of Old ATMs

Since the ATMs are being procured under Buy Back model, the MSP will be responsible for degrouting and taking the old ATM Machines. Custodian will ensure that before the Old ATM is handed over, cash has been extracted and the HDD (Hard Disk Drive) and EPP (Encryption Pin Pad) has been taken from the MSP and hand it over to Divisional Head for safe custody.

Recording: Log ATM ID, Make, Serial No., Cassettes.

Component Removal: MSP to Remove and document HDD and EPP serial numbers and Securely hand over to DoP officials.

Photo Evidence: DoP Officials and MSP to Take photos of ATM, removed HDD and EPP.

De-grouting and Handover: DoP Officials to Supervise safe removal and Fill buyback checklist and obtain MSP Name, Contact Information and signature.

7. Documentation and Record Maintenance

For each activity, maintain a permanent register/log including:

• Serial numbers, make, model, capacity of equipment.
• Configuration details, power/network parameters.
• Component status (HDD, EPP, timer, stabilizer, batteries, sensors).
• Filling of and Signature and seal of both DoP Official and MSP Agent in Annexure A and B and keeping the record.
• Photo records of installations and disposals.

ATM Buyback Checklist

Field	Entry
Date of Activity
Branch / PO Location
ATM ID / Make / Serial No
Cash Evacuation Done (Yes/No)
No. of Cassettes
HDD Serial No (submitted to DoP)
EPP Serial No (submitted to DoP)
Photos Taken (ATM, HDD, EPP) (Yes/No)
MSP Name & Mobile
DoP Official Name & Designation
MSP Official Name and Designation
Signatures with Seal
Signature with Seal

Annexure-B

Post-Installation / Post-Handover Checklists

1. AC Installation Checklist

Item	Status
AC units received in full	✅
Timer installed and functional	✅
Stabilizer installed and functional	✅
Photos of completed work taken	✅
Checklist signed by DoP official	✅

2. ATM Installation Checklist

Item	Status
ATM make, model, serial number verified	✅
Power/network connectivity tested	✅
ATM grouted as per RFP specs	✅
EJ Agent and software functional	✅
Photos taken	✅
Keys handed over & lock configured	✅
Installation certificate signed	✅

3. E-Surveillance Checklist

Item	Status
Surveillance coverage verified	✅
DVR installed securely	✅
Panic switch functional	✅
Sensors activated and tested	✅
Checklist signed by DoP official	✅

4. UPS Installation Checklist

Item	Status
UPS model and battery VAh confirmed	✅
Wiring safety verified	✅
Cage and rack installed securely	✅
Voltage parameters within limits	✅
Checklist signed by DoP official	✅

DoP Official Name & Designation

MSP Official Name and Designation

Signatures with Seal

Signature with Seal