International Bureau Weltpoststrasse 4 P.O. Box 312 3000 BERNE 15 SWITZERLAND T +41 31 350 31 11 F +41 31 350 31 10 www.upu.int Contact: Mr Andrei Soudakov T +41 31 350 32 10 andrei.soudakov@upu.int To: The designated operators of the following UPU member countries: Armenia, Azerbaijan, Belarus, Georgia, Kazakhstan, Kyrgyzstan, Moldova, Russian Federation, Tajikistan, Turkmenistan and Uzbekistan For information to: RCC Executive Committee PostEurop The UPU Master Expert for the Operational Readiness for E-Commerce project The UPU Regional Project Coordinator Berne, 4 April 2017 Reference: 7151(DCDEV.PECT)1042 Subject: Start-up workshop for the UPU Operational Readiness for E-Commerce key strategic regional project for Europe and the CIS countries, Regional Postal Training Centre, Moscow, 30 May 1 June 2017 Dear Sir/Madam, As you know, one of the essential objectives of the Istanbul World Postal Strategy adopted by the 26th UPU Congress is to improve the interoperability of network infrastructure by ensuring quality of service, efficient and secure supply chains, development of standards and information and communication technologies (ICTs), and streamlined operational processes and regulations. In this connection, Congress also approved a new regional approach to field support for postal operators aimed at improving operational efficiency and e-commerce development, based on the UPU's global vision. In accordance with the UPU regional development plan for the countries of Europe and Central Asia for 2017 2020, the UPU International Bureau (IB) has prepared an Operational Readiness for E-Commerce (ORE) key strategic regional project aimed at organizing the work in this area. The aims of the ORE project for the Europe and CIS countries are to address obstacles to online crossborder transactions for consumers, help participating designated operators (DOs) modernize operational processes, and use all available standardized IT tools and end-to-end systems to implement operational solutions that meet e-commerce requirements. To start implementing the activities included in the project work plan, the IB is organizing an initial project start-up workshop, to be held from 30 May to 1 June 2017 at the UPU Regional Postal Training Centre (RPTC) in Moscow, Russian Federation. Training and discussions will be in English with simultaneous interpretation into Russian. Given the importance of this issue to all DOs in the region, we have pleasure in inviting to this workshop directors general of Posts or their representatives, country or DO project managers and senior QS operational managers.
2 / / As in the previous cycle, each country (DO) is asked to nominate a country project manager (CPM) whose qualifications and job description meet the requirements set out in Annex 2. I should be grateful if you would indicate your CPM and the composition of your country project team (CPT) by completing the appropriate form (Annex 3) and returning it, by fax or scanned and attached to an e-mail, to the IB as soon as possible, but by 24 April 2017 at the latest. Please note that each DO's appointed CPM and CPT must be approved by its CEO and must meet the requirements set out in this letter and the project document (see Annexes 2 and 3). It is crucial that the individuals named participate actively in the project activities for the entire project cycle. If they fail to do so, the respective DO may be excluded from participating in the programme. / / / / As regards the technical and logistical arrangements for the workshop, please also find enclosed the following documents: Provisional workshop programme (Annex 1); Practical information (Annex 4); Registration and Moscow Technical University of Communications and Informatics (MTUCI) hostel reservation form (Annex 5); Visa support form (Annex 6). As regards the financial arrangements for DOs' participation, I am pleased to inform you that, within the framework of the technical cooperation programme, the IB will cover: living and accommodation costs (special daily subsistence allowance (DSA)) for two participants from Armenia, Azerbaijan, Belarus, Georgia, Kazakhstan, Kyrgyzstan (four participants two from each of the two DOs), Moldova, Russian Federation (except accommodation costs), Tajikistan, Turkmenistan and Uzbekistan please note that each participating country (DO) must cover the travel costs (airfare) of its workshop participants; and the logistical costs incurred by the host country (meeting room rental, audio-visual equipment, simultaneous interpretation, etc.). If, as I hope, your country (DO(s)) will be participating in this workshop, I should be grateful if you would also complete the seminar registration form (Annex 5) and, if necessary, the visa support form (Annex 6), and return it/them, by fax or scanned and attached to an e-mail, to both the MTUCI seminar coordinator and the IB as soon as possible, but by 24 April 2017 at the latest. We draw your attention to the fact that visa support forms must reach us by the above-mentioned date; if they do not, we cannot guarantee that visas will be issued in time. For more information about this event, please feel free to contact either of the following individuals: Ms Nina Barabanova Deputy Director of the MTUCI Advanced Telecommunications Training Institute (MTUCI Workshop Coordinator) Tel: +7 499 192 86 50/+7 499 192 75 74 Fax: +7 499 192 85 51 Mobile: +7 916 260 73 92 E-mail: nab@mtuci2.ru Mr Youriy Spiriev UPU Regional Project Coordinator for Europe and CIS Countries (UPU Workshop Coordinator) Tel: +41 31 350 34 89 Fax: +41 31 350 31 10 E-mail: youriy.spiriev@upu.int Yours faithfully, Rudy Cuadra Acting Director of Development and Cooperation for the Director General
Annex 1 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 Start-up workshop for the Operational Readiness for E-Commerce key strategic regional project, Regional Postal Training Centre, Moscow, 30 May 1 June 2017 Provisional programme Tuesday, 30 May 2017 8.30 9.00 Participant registration 9.00 9.30 Opening ceremony Introductory speeches (representative of MTUCI) Message from the UPU Director General Welcome speech by the representative of the RCC Executive Committee 9.30 10.00 Coffee/tea break (time for mingling) and photo session 10.00 10.30 Presentation of workshop participants, profiles, backgrounds, etc. (all) 10.30 10.45 Operational Readiness for E-Commerce (ORE) project within the context of the 2017 2020 UPU regional development plan (RDP) for the Europe and Central Asia region 10.45 12.30 E-commerce: market needs and key elements for the Post 12.30 14.00 Lunch break The way forward Domestic, regional and global markets E-commerce market needs E-commerce value chain as a strategic asset for the Post Global and regional e-commerce situation of Posts Global threats to e-commerce: cybersecurity 14.00 15.30 E-commerce key elements Web hosting Payment Logistics Customer relationship management Promotion channels Data exchange Support elements 15.30 15.50 Coffee/tea break E-commerce business models and strategies 15.50 17.30 UPU electronic services for e-commerce.post 17.30 End of session Online offline data exchange interfaces UPU physical services and product specifications Overview of EDI messages Introduction to E2E process mapping
Wednesday, 31 May 2017 9.00 10.30 Training on IT tools and reporting systems 10.30 10.50 Coffee/tea break 11.00 12.30 ORE project 12.30 14.00 Lunch Project goals 2 Key performance indicators (KPIs) Project and process review methodology Governance Reporting system 14.00 15.30 ORE project (cont.) Project goals Key performance indicators (KPIs) Project and process review methodology Governance Reporting system 15.30 15.50 Coffee/tea break 15.50 17.30 ORE project (cont.) 17.30 End of session Guidelines for gap analysis and assessment of DOs against standards and objectives Group session to devise roadmap and country action plan Thursday, 1 June 2017 9.00 10.30 Roadmap and action plan (group and individual work) 10.30 10.50 Coffee/tea break 11.00 12.30 Group discussion of the draft country roadmap and action plan 12.30 14.00 Lunch 14.00 15.30 Group discussion of the draft country roadmap and action plan 15.30 15.50 Coffee/tea break 15.50 17.30 Summary, conclusions and preparations for the next workshop (all) 17.30 Workshop closing ceremony
Annex 2 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 Operational Readiness for E-Commerce project in Europe and CIS countries Country (designated operator) project manager Professional background Experience in managing high-level projects. Broad experience in postal service fields. Good knowledge of quality of service measurement systems. Extensive experience in organizing and managing quality of service activities. Good knowledge of GMS, IPS and similar systems. Good knowledge of operational processes. Good knowledge of national and international postal networks. Personal qualities Interest in working in a multicultural community. Results-oriented. Capacity for analysis and synthesis. Ability to work with others in a complex environment. Job description Manages the country project in accordance with the methodology and new approach to field support for designated operators (DOs). Prepares and submits to the senior management of his/her DO for decision: proposals concerning country-specific action plans and common action plans; the QS improvement activities to be implemented; the investment required and sources of funding. As host of a workshop, assumes responsibility for its detailed planning and arrangements in cooperation with the UPU, PostEurop or the RCC Executive Committee, the regional project manager and the UPU Master Expert. Proposes QS improvement activities to be carried out by the DO. Prepares country-specific action plans and proposals for common action plans. Plans, coordinates and implements the activities assigned to the DO. Analyzes quality of service performance. Consults with the management of his/her DO on the selection of experts needed to fulfil the project obligations. Reports to the management of his/her DO on the outcome of each workshop, collects information and formulates relevant proposals, to be submitted to the regional project manager for evaluation. Presents a report at each workshop on the outcome of the improvement activities implemented, agreed actions to be carried out by the next workshop and other items necessary for achieving the project objectives.
2 Country project team In order to assist the implementation of the project and the work of the country project manager, each country/designated operator must create a country project team (CPT). Composition and responsibilities of the country project team The CPT must include employees of the designated operator assigned to the various services and able to contribute to the implementation of the project and/or achievement of the project action plan objectives in the following areas: Mail processing and delivery (e.g. Director of Mail); IT (e.g. Director of IT or his/her representative); Sales and network (post offices) (e.g. Director of Marketing or his/her representative); Logistics (e.g. Head of the office of exchange); Any other areas deemed necessary within the framework of the project (e.g. representative of the Director General, other (according to the requirements of the designated operator)). The CPT members must have the necessary competence, experience and expertise in the area(s) concerned. They must also be sufficiently responsible to help make decisions and implement the action plan and improvement measures defined. Personal qualities of the CPT members Ability to work as part of a team; Results-based approach; Capacity for analysis and synthesis; Ability to work in cooperation with others in a complex environment. Areas in which CPT members assist the CPM Managing the project at the national level and applying the concepts and methodology defined as part of the new approach to field support for designated operators; Defining proposals on milestones to be reached, deadlines to be observed and resources required within the framework of the project; Defining the improvement measures to be put into place; Determining the investment required and planned sources of funding; Carrying out the detailed plan and overseeing the implementation of the national action plan in conjunction with the UPU, the UPU expert and the regional project manager; Formulating the improvement measures to be implemented by the designated operator; Coordinating and monitoring implementation of the improvement measures to be put into place by the designated operator; Analyzing quality of service performance; Reporting periodically within the framework of the project.
Annex 3 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 As part of the Operational Readiness for E-Commerce key strategic regional project for countries in the Europe and CIS region, each participating designated operator (DO) is required to nominate a country project manager (CPM) matching the profile set out in Annex 2, and form a country project team (CPT). Please designate your CPM by faxing or e-mailing a scanned copy of this registration form, duly completed, as soon as possible but by no later than 24 April 2017, to the following number or addresses: Mr Andrei Soudakov Coordinator, Europe and CIS and Transversal Coordination Programme Development and Cooperation Directorate Universal Postal Union 3015 BERNE SWITZERLAND Fax: +41 31 350 31 11 E-mail: soudakov.andrei@upu.int; youriy.spiriev@upu.int N.B. It is vital that the CPM attend the project start-up workshop at the RPTC in Moscow from 30 May to 1 June 2017. Country: Designated postal operator: a Contact information for the CPM Full name Position/title Ms Mr Tel. Fax E-mail
2 b Composition and responsibilities of the CPT Position/title Given name Family name E-mail address Director of Mail Director of IT or his/her representative Director of Marketing or his/her representative Head of the office of exchange Representative of the Director General Other, according to the DO's requirements c Project continuity requirements Each DO's appointed CPM and CPT must be approved by its CEO and must meet the requirements set out in the project document and in this letter (see Annex 2). It is crucial that the individuals named participate actively in the project activities for the entire project cycle. If they fail to do so, the respective DO may be excluded from participating in the programme. DOs must also: ensure the preparation and implementation of the action plans and roadmaps to be developed during the project; ensure the participation of the nominated CPM in all specified project activities/events (workshops, etc.); avoid changing the designated participants during project activities. d Commitment of the DO The DO hereby designates the person named above as CPM of the ORE key strategic regional project for countries in the Europe and CIS region, and the CPT members listed above, and undertakes to provide all necessary support for the implementation of their missions as described in the project document. (read and approved) Place and date: Signature of the DO's Director General:
Annex 4 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 Start-up workshop for the Operational Readiness for E-Commerce key strategic regional project, Regional Postal Training Centre, Moscow, 30 May 1 June 2017 Practical information 1 Venue 32 Narodnogo Opolcheniya Street 123995 MOSCOW Second floor of the Advanced Telecommunications Training Institute (ATTI) of Moscow Technical University of Communications and Informatics (MTUCI) follow the instructions below. http://ipk.mtuci2.ru/en/ * Institut Svyazi stop: buses 243, 691, 800; trolleybuses 19, 59, 61 (third stop from Oktyabrskoe Pole metro station). Participants should arrive during the afternoon of Monday, 29 May, and depart on Friday, 2 June 2017. They will need to make their own way from the airport to the hotel. Special "Aeroexpress" trains run from the airports to the nearest metro stations: Vnukovo Airport Kievsky rail terminal Kievskaya metro station; Domodedovo Airport Paveletsky rail terminal Paveletskaya metro station; Sheremetievo Airport Belorussky rail terminal Belorusskaya metro station (or by shuttle and bus); Sheremetievo Airport Rechnoy vokza metro station; Domodedovo Airport Domodedovskaya metro station; Vnukovo Airport Yugo-Zapadnaya metro station.
2 Then, from Oktyabrskoe Pole metro station (nearest station to seminar venue) or Sokol (terminus of trolleybuses 19, 59 and 61) by bus 691 or trolleybus 19, 59 or 61 to the Institut Svyazi stop. The ATTI is located in a large grey building at 32 Narodnogo Opolcheniya Street. The ATTI hostel is located behind the academic building on the MTUCI campus, at the following address: 18 Marshala Tukhachevskogo Street (16-storey building; see diagram above; three-minute walk from venue). 2 Registration Registration will be at 8.30 on Tuesday, 30 May 2017, at the workshop venue on the second floor of the MTUCI ATTI. 3 Working languages The workshop will be conducted in English with simultaneous interpretation into Russian. 4 Accommodation and hotel reservation Participants will be accommodated at the ATTI hostel, in either a two-room unit (shared) or a single room. The cost of accommodation in a two-room unit (shared) will be 1,936 RUB/33 USD per night, and in a single room 2,178 RUB/38 USD per night (breakfast not included). All rooms have a shower (or bath) and toilet and are equipped with a television, refrigerator and telephone. Reservations for the ATTI hostel should be made using the form in Annex 3, to be duly completed and sent to the seminar coordinator, Ms Nina Barabanova, Deputy Director of the ATTI, MTUCI, by fax (+7 499 192 8551) or е-mail (nab@mtuci2.ru) by 24 April 2017 at the latest. 5 Information for UPU fellows Participants receiving a UPU fellowship will be covered from 29 May to 1 June 2017 inclusive (for four nights). Participants should arrive during the afternoon of Monday, 29 May, and depart on Friday, 2 June 2017. As indicated in the letter of invitation, the UPU International Bureau (IB) will cover the cost of accommodation at the ATTI hostel for two participants from each of the invited countries (except the Russian Federation), and meals for two participants from each of the invited countries (three breakfasts, three lunches and three evening meals). Meals will be taken in a dining area located on the ground floor of the hostel; all necessary arrangements will be made by the UPU IB and the MTUCI ATTI. Participants will not be insured by the IB against sickness or accidents. They are asked to purchase private insurance providing the necessary coverage for their travel to/from and stay in the Russian Federation. 6 Contacts Questions concerning the organization of the seminar should be addressed to the following individuals: Ms Nina Barabanova Deputy Director of the MTUCI Advanced Telecommunications Training Institute (MTUCI Workshop Coordinator) Tel: +7 499 192 86 50/+7 499 192 75 74 Tel/fax: +7 499 192 85 51 Mobile: +7 916 260 73 92 E-mail: nab@mtuci2.ru Mr Youriy Spiriev UPU Regional Project Coordinator for Europe and CIS Countries (UPU Workshop Coordinator) Tel: +41 31 350 34 89 Fax: +41 31 350 31 10 E-mail: youriy.spiriev@upu.int
7 Currency/exchange of currency/credit cards 3 The national currency of the Russian Federation is the rouble (RUB). Credit cards are accepted for payments in banks, large hotels, some tourist agencies and shops. Information about exchange rates is available in banks or exchange points. For your information, the official rates effective on 24 March 2017 were: 1 USD = 57.15 RUB; 1 EUR = 61.75 RUB. Information on the RUB in relation to other currencies can be obtained at the following address: www.cbr.ru/eng/currency_base/daily.aspx. 8 Banks Foreign currency can be exchanged at banks, open Monday to Saturday from 9.00 to 19.00. 9 Communication services Participants can access the Internet on computers in ATTI classrooms, or via Wi-Fi with a password. Highquality, inexpensive telephone services are available using IP telephony cards. The code for Moscow is +7 495/499. For international calls from Moscow, dial 810 + the code of the country and city (or follow the instructions on the telephone card). 10 Climate Moscow has a continental climate. The weather may vary considerably over the duration of the workshop. The average daytime temperature in Moscow in May is 15 C and the average night-time temperature is 11 C. 11 Electrical appliances The voltage in the Russian Federation is 220 V/50 Hz. 12 Public transport In Moscow, you can use public transport (metro, bus, tram, trolleybus) or take a taxi. It is recommended to use official taxis, which belong to large companies and have special identification signs. 13 Visa formalities Participants requiring an entry visa to the Russian Federation are requested to contact their local embassy/ consulate for the Russian Federation well ahead of the workshop. Participants needing visa support are kindly requested to e-mail by 24 April 2017 at the latest a duly completed visa support form (Annex 6) together with a copy of their passport to Ms Olga Kaprielova, Head of International Relations, MTUCI (ird@mtuci.ru or kaprielova1@mtuci.ru). Note that requests for visa support must be sent to us by the abovementioned date, otherwise we cannot guarantee that the visa will be delivered in time.
Annex 5 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 Registration and MTUCI hostel reservation form Start-up workshop for the Operational Readiness for E-Commerce key strategic regional project, Regional Postal Training Centre, Moscow, 30 May 1 June 2017 To confirm your participation in the workshop and make a reservation at the MTUCI hostel, please fax or e-mail a duly completed registration form to the following numbers or addresses by 24 April 2017 at the latest. Ms Nina Barabanova Deputy Director of the MTUCI Advanced Telecommunications Training Institute (MTUCI Workshop Coordinator) Tel: +7 499 192 86 50/ +7 499 192 75 74 Tel/fax: +7 499 192 85 51 Mobile: +7 916 260 73 92 E-mail: nab@mtuci2.ru Mr Youriy Spiriev UPU Regional Project Coordinator for Europe and CIS Countries (UPU Workshop Coordinator) Tel: +41 31 350 34 89 Fax: +41 31 350 31 10 E-mail: youriy.spiriev@upu.int The following person will participate in the above workshop: Country Ms Gina Pascale Mansueto Assistant Europe, CIS and Transversal Coordination Programme Tel: +41 31 350 35 89 Fax: +41 31 350 31 10 E-mail: gina.pascale@upu.int Organization Ministry Regulator Operator Full name Position/title Ms Mr Address Tel. Fax E-mail With UPU fellowship Date Yes No Entry visa to Russian Federation needed Signature Yes No Accommodation: Advanced Telecommunications Training Institute (ATTI) hostel, located on the MTUCI campus (18 Marshala Tukhachevskogo Street) three-minute walk from the venue (http://ipk.mtuci2.ru/ en/hostel.php). If you need to book a room in the MTUCI hostel, please tick the appropriate box below: Single room in a two-room unit (shared), 1,936 RUB/33 USD per night Single room, 2,178 RUB/38 USD per night Check-in date: Check-out date:
Annex 6 to letter 7151(DCDEV.PECT)1042 of 4 April 2017 Visa support form Start-up workshop for the Operational Readiness for E-Commerce key strategic regional project, Regional Postal Training Centre, Moscow, 30 May 1 June 2017 If you need visa support, please complete this form and e-mail it to the following addresses by 24 April 2017 at the latest: Ms Olga Kaprielova Head of International Relations, MTUCI Tel: +7 495 957 77 09 Tel/fax: +7 499 192 85 51 E-mail: ird@mtuci.ru kaprielova1@mtuci.ru A scanned copy of your national passport must be attached. Please use BLOCK CAPITAL letters. Mr Youriy Spiriev UPU Regional Project Coordinator for Europe and CIS Countries (UPU Workshop Coordinator) Tel: +41 31 350 34 89 Fax: +41 31 350 31 10 E-mail: youriy.spiriev@upu.int Family name and given name(s) Gender Position Organization Address Tel. Fax E-mail Nationality Passport No. Date of issue Date of expiry Country and city where you will obtain visa for Russian Federation Date of birth Place of birth Date of arrival in Russian Federation Date of departure from Russian Federation