Request For Proposal “Implementation of Enterprise ... · to implement a web based Commercially Of The Shelf (COTS) ERP application(SAP or Oracle) for Centralized functions. 1.2.

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Request For Proposal “Implementation of Enterprise Resource Planning (ERP) system in Jaipur Vidyut Vitaran Nigam Limited Under IPDS”

TN –75

Purchaser

Jaipur Vidyut Vitran Nigam Limited (JVVNL),

Jaipur

Office of the Superintending Engineer

(IT), JVVNL, Jaipur

Email: [email protected]

Tel.: +919413390182

mailto:[email protected]

Page i of iv

NOTICE INVITING TENDER

Reference No: TN - 75

Jaipur Vidyut Vitran Nigam Ltd. [“JVVNL”/ “Jaipur Discom”]has invited bids from competent

Agency for work of “Implementation of Enterprise Resource Planning (ERP) system in

Jaipur Vidyut Vitran Nigam Limited under IPDS”

The implementation of the ERP system shall include entire supply and installation, rollout of

the ordered solution and completion of AMC for a period of three years after successful Go-

Live. The contract period may further be extended upto 2 years as per mutual agreement.

Mode of Bid Submission

Online through e-Procurement/e-

Tendering system at

https://eproc.rajasthan.gov.in

Tendering Authority

Superintending Engineer (IT)

Jaipur Vidyut Vitran Nigam Ltd.

Old Power House,

Near Ram Mandir,

Banipark,

Jaipur - 302006.

Estimated cost of Project Rs. 40Crores

Contact Persons

1) Ram Avatar Sharma SE (IT)

Office: +91 9413390182

2) A.K. Tyagi XEn (IT)

Office +91 9414029434

Submission of Banker‟s Cheque/ Demand Draft

in favour of AO (IT&RE), JVVNL, Jaipur or

online in the name of AO (IT&RE), JVVNL,

Jaipur, having A/c No. 51093320466 in the

SBI Collectorate Branch, Jaipur having IFS

Code SBIN0031206 against Tender

Document Fee (including GST@ 18%)

deposited in the office of the AO (IT&RE) (non-

refundable), payable at Jaipur, Rajasthan. The

bankers cheque / Demand Draft / copy of bank

statement showing payment of Rs. 5900/- will

have to be furnished with the Bid.

Rs. 5900/- Upto 11-June-2018 03:00 PM

Submission Demand Draft for e-Tender

Processing Fee with AO(IT&RE) in favour of

M.D, RISL payable at Jaipur(non-refundable)

Rs. 1180/- Upto 11-June-2018 03:00 PM

Submission of Bid Security through DD /

Bankers Cheque in favour of AO (IT&RE),

JVVNL or online in the name of AO (IT&RE),

JVVNL, Jaipur, SBI Collectorate Branch, Jaipur

having IFS Code SBIN0031206, A/c No.

Rs. 80 Lakh Upto 11-June-2018 03:00 PM

https://eproc.rajasthan.gov.in/

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51093320466 or in the form of BG in the name

of SE (IT)(BG on stamp paper of 0.25% of BG

amount or maximum uptoRs. 25,000/-).

Pre-Bid Meeting Date Time

21-May- 2018 11:00 AM

Conference Hall,

Vidyut Bhawan, Jaipur

Bid submission Last Date Time 12-June- 2018 02:00 PM

Date & Time of Opening of Technical Bids 12-June- 2018 03:00 PM

Date & Time of Opening of Financial Bids To be intimated later

Websites for downloading Tender Document,

Corrigendum‟s, Addendums etc.

https://eproc.rajasthan.gov.in.

http://www.energy.rajasthan.gov.in/jvvnl

Bid Validity&BID SECURITY Validity

Bid Validity:90 Days from the date of

Financial Bid Opening

BID SECURITY Validity: 180 days from

date of Technical Bid opening. If required,

the same shall be requested to be

extended.

The prospective bidder should have the necessary competence, adequate financial standing, sufficient experience, expertise as per Qualification Requirement detailed in this document.

Before bidding under this bid, in order to avoid non-responsiveness of bid, bidder should ensure that:

1. They are qualified as per QR mentioned in this document

2. The offered solution meets the technical requirement laid down in this document.

Scope of Work is detailed out in the subsequent sections of the RFP

NOTE:

1. The bid shall only be submitted through online tendering system of www.eproc.rajasthan.gov.in

2. Bidders who wish to participate in this tender will have to register on

https://www.eproc.rajasthan.gov.in To participate in online tenders, Bidders will have

to procure Digital Signature Certificate (Type – II or Type – III) as per Information

Technology Act-2000 using which they can sign their electronic bids. Bidders can

procure the same from any CCA approved certifying agency i.e. TCS, Safecrypt, Ncode

etc. or they may contact e-Procurement Cell, Department of IT & C, Government of

Rajasthan for future assistance. Bidders who already have a valid Digital Certificate need not to procure a new Digital Certificate.

Contact No. 0141 – 4022688 (Help desk of RISL - 10.00 AM to 6.00 PM on all working days)

https://eproc.rajasthan.gov.in/

http://www.jaipurdiscom.com/

http://www.eproc.rajasthan.gov.in/

https://www.eproc.rajasthan.gov.in/

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E-mail: [email protected]

Address: e-Procurement Cell, RISL, Yojana Bhawan, TilakMarg, C-Scheme, Jaipur.

3. Bidders should go through the website https://www.eproc.rajasthan.gov.in should refer

to the website and go through the link “Help For Contractors”, “Information About

DSC”, “FAQ” and “Bidders Manual Kit” and Section-I to know the process for

submitting the electronic bids at the website.

4. The „Instructions to bidders‟ and other terms and conditions of this tender pertaining to

the bidding process generally follow the guidelines of e-tendering system of the

government of Rajasthan, available at URL https://www.eproc.rajasthan.gov.in.

However, wherever there is any anomaly between the conditions referred to in this

tender document and the GoR e-tendering system, the latter shall be final.

5. The complete tender document has been published on the websites,

www.energy.rajasthan.gov.in/jvvnland https://www.eproc.rajasthan.gov.infor the purpose of downloading.

6. The downloaded tender document shall be considered valid for participation in the bid

process subject to submission of required Tender fees, e-Tender Processing Fee and

BID SECURITY as mentioned in the NIT Section table. A copy of receipt of the tender

fees, e-Tender Processing Fees &BID SECURITY must be enclosed along with the

Technical bid/ proposal failing which the bid will be summarily rejected. The last date of

submission of these Original instruments is mentioned in the NIT Table. The Bidder

must take due care in submitting the instruments and collecting receipts from Jaipur

Discom so that the Originals are submitted in hard copy and receipt scans are uploaded with the Technical Bid, before the Bid Submission Deadline.

7. All the communication/ correspondence including the bid document (Technical and

Financial Bid) should be signed digitally by the Bidder. The Technical and Financial Bid

which is uploaded on eproc portal must be signed and stamped on each relevant page

by the designated Authorized Representative of the bidder. The name, designation and

authority of the designated Authorized Representative of the Bidder shall be stated in

the Bid.

8. No contractual obligation whatsoever shall arise from the tender document/bidding

process unless and until a formal contract is signed and executed between the purchaser and the successful bidder(s).

9. JVVNL disclaims any factual/ or any other errors in this tender document (the onus is

purely on the individual bidders to verify such information) and the information

provided herein are intended only to help the bidders to prepare a logical bid.

10. Bids will be considered only in the prescribed manner. Bids not submitted in the prescribed format will be summarily rejected without further evaluation.

11. Copies of various documents to be enclosed along with the bids must be legible and be

self-attested by the authorized signatory with official seal. Claims made by bidder

related to the project experience and other requirements shall be considered only when

appropriate supporting documents are provided.

12. The Bids can be submitted up to date and time given as specified in the NIT Table.

13. The complete bidding process is defined in the tender document.

14. In case, a bidder imposes conditions which are in addition or at variance or in conflict

with the terms and conditions as specified in this tender document, all such bids will be

summarily rejected.


http://www.energy.rajasthan.gov.in/jvvnl


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15. Tendering Authority reserves the complete right to accept or reject in part or full any or

all the bids without assigning any reasons whatsoever. No further discussion/

interaction will be held with the bidders whose bids have been disqualified/ rejected by

the tendering authority.

16. In case, a dispute arises with regard to interpretation/ omission/ error in this tender

document, bid submitted, other documents; the decision of SE (IT), JVVNL, Jaipur will

be final and binding upon the bidders.

17. Interested bidders may obtain further information from the office of

The Superintending Engineer (IT),

JaipurVidyutVitran Nigam Ltd, Old Power House,Near Ram Mandir,

Banipark, Jaipur - 302006.

Superintending Engineer (IT)

Jaipur Vidyut Vitran Nigam Limited,

Old Power House,

Near Ram Mandir,

Banipark,

Jaipur - 302006.

TABLE OF CONTENTS

NOTICE INVITING TENDER ................................................................................................................. i

SECTION 1: INTRODUCTION AND OBJECTIVE ........................................................................... 1

SECTION2: QUALIFICATION REQUIREMENTS (QR) ................................................................. 6

SECTION3: INSTRUCTION TO BIDDERS ....................................................................................... 9

SECTION4: TERMS AND CONDITIONS ........................................................................................ 19

SECTION5: SCOPE OF WORK .......................................................................................................... 36

SECTION 6: FUNCTIONAL REQUIREMENTS ............................................................................... 48

SECTION 7: TECHNICAL REQUIREMENTS ................................................................................ 188

SECTION8: TECHNICAL PROPOSAL SUBMISSION SHEET .................................................. 216

SECTION9: OTHER UNDER TAKINGS ......................................................................................... 229

SECTION10: FORMAT FOR FINANCIAL BID SUBMISSION ................................................. 243

Implementation of Enterprise Resource Planning (ERP) System in JVVNL Under IPDS TN-75

SECTION 1: INTRODUCTION AND OBJECTIVE

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1.1. INTRODUCTION

The Ministry of Power, Govt. of India has launched the Integrated Power Development Scheme

(IPDS) in December 2014 to extend financial assistance against capital expenditure and to

supplement the resources of DISCOMs. Under the scheme, grant is available from the Central

Government for up to 75% of the project cost.

JAIPUR VIDYUT VITRAN NIGAM LIMITED (Jaipur Discom/JVVNL) is an undertaking of

Government of Rajasthan engaged in supply and distribution of electricity in 12 districts of

Rajasthan, namely Jaipur, Dausa, Alwar, Bharatpur, Dholpur, Kota, Bundi, Baran, Jhalawar,

Sawai Madhopur, Tonk and Karauli.

With this view JVVNL intends to implement Enterprise Resource Planning (ERP) system with a

pre-defined set of modules is a part of the scope of work covered under IPDS. Considering the

inherent benefits offered by the ERP system and the financial assistance offered by the

Government of India, the Jaipur Discom has decided to implement an integrated ERP system.

The following ERP modules are proposed to be implemented, as per the IPDS guidelines:

Financial Accounting and Controlling

Materials Management (Purchase and Stores)

Human Resources and Payroll

Including Self Service (Self-service for Executive officials to AE level) and

Payroll (All Employees)

Project Management

As an overarching functional requirement, Analytical tools and capabilities in above modules

Document Management System (DMS) shall also be provided.

In Order to have a centralized and robust financial, human resources and projects systems

applications across Jaipur Discom (Head-Office , various circle and sub-divisions), it is envisaged

to implement a web based Commercially Of The Shelf (COTS) ERP application(SAP or Oracle) for

Centralized functions.

1.2. OBJECTIVE

The purpose of this document is to invite Bidder to propose to the Purchaser, implementation

services for an integrated commercially of the shelf ERP system based on the terms and

conditions stipulated in this document.

This specification intends to cover the following activities, services and works in respect of:

Development of business blueprint based on the AS-IS process studies and TO-BE

process recommendations.

Customisation of ERP solution on development licenses.

Successful set up of IT infrastructure for ERP.

Demonstration of the ERP system to Discom.

Supply, installation, testing and commissioning of all necessary hardware and software

for ERP Implementation.

Rollout of system in Jaipur Discom.

Data Migration from legacy systems and paper documents.

Integration of the Financial Accounting and Controlling module of the ERP solution with

Revenue Management System.

Maintaining the system (Hardware, Software, ERP Solution Update and Changes) created

under the scope of work for a period of three years after successful Go-Live of ERP

system.



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Based on above broad level scope bids are invited for the COTS ERP application (SAP or

Oracle). Any other Local customized solutions are not allowed.

1.3. BROAD SCOPE OF WORK

To implement COTS standard OEM ERP solution(SAP or Oracle) in Jaipur Vidyut Vitran Nigam Limited (JVVNL) which will be hosted at Jaipur Data Centre (DC).

Purchaser needs to implement ERP Solution to be centrally accessed by users of Jaipur Discom. The servers will be located at Jaipur Central Data Centre and Jodhpur Disaster Recovery Centre, with network connectivity provided by the JVVNL.

The scope of services of the (Bidder) covers providing database and application

servers, conceptualization and development of any standard ERP Product with good

credentials in the electricity sector, based on redesigned processes, testing the

solution, training the core team and users, data conversion/digitization, Go-Live and

post-implementation support for as defined in RFP. The Bidder shall also arrange for

the hardware required and ERP Licenses.

The scope of work also includes program management, change management, process

improvement, and quality assurance services.

The Bidder shall be required to do the following:

1.3.1. TO PROVIDE FOLLOWING MODULES STRICTLY FROM STANDARD COTS ERP

PRODUCT WITH GOOD CREDENTIALS IN THE ELECTRICITY SECTOR (SAP or

ORACLE)

1. Financial Accounting and Controlling

2. Materials Management (Purchase and Stores)

3. Human Resources and Payroll

Including Self Service (Self-service for Executive officials to AE level) and

Payroll (All Employees)

4. Project Management

As an overarching functional requirement, Analytical tools and capabilities in above modules

Document Management System (DMS) will also be provided.

To study, understand, analyse and document the above functional areas and processes and

based on that provide OFF the shelf solution from standard OEM ERP solution (SAP or Oracle)

for Jaipur Vidyut Vitran Nigam Limited (JVVNL).

The implementation partner will provide customisation of all the above modules to suit the

needs/requirement of JVVNL, which should be done in following manner:

a. AS-IS study for all the above functional areas and processes. The requirement gathering

will be done for each Discom individually.

b. TO-BE study for all the above functional areas and processes

c. Conduct a standard gap analysis for requirements and mapping it to features of proposed

ERP to arrive at enterprise level gap analysis report for Customisation/ Workarounds

/Configuration requirements – Submit Business Blue Print document.

d. Customisation of base product based on suggestions given by JVVNL during Business Blue

Printing phase.

4.1.1. GEOGRAPHICAL SCOPE

a. Implementation of the ERP shall be carried centrally from the Jaipur Discom‟s HQ.



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b. Bidder shall be required to depute sufficient manpower/consultant at Jaipur Discom HQ

during various phases of implementation such as Business Blue Printing Phase, Testing,

Training and Go – Live.

4.1.2. PROJECT MANAGEMENT AND PLANNING

a. Prepare detailed project plan based on the methodology suggested by the Bidder. Assist in

Project Office and Structure formulation.

b. Prepare detailed plan and methodology of integration/interfacing as required and

approved by JVVNL.

4.1.3. SYSTEM ARCHITECTURE DESIGN & IMPLEMENTATION

a. Design system architecture and implement the same based on the business blueprint.

b. Develop detailed infrastructure sizing for hardware, networking and finalization of the

same along with JVVNL.

c. if any Specific item i.e. Hardware & software is required apart from the specified inventory

for running of the system , replication , DR site , storage / SAN / PORT etc. the ERP

vendor/bidder will be responsible for arranging the same , for this purpose bidder may

add all such additional items in its price bid as additional line item.

d. During implementation stage if bidder seeks for any additional item (Software &

Hardware) from JVVNL to achieve the scope of work, that will not be entertained and

bidder will require to arrange the same at no cost to JVVNL.

4.1.4. ARRANGEMENT OF APPLICATION AND DATABASE SERVERS FOR HOSTING

a. Bidder is required to provide adequate number of database and application servers

including racks. All equipment required for the servers must be provided by the Bidder.

Data Centre facilities would be provided by Purchaser like precision air conditioning, and

power.

b. Servers must be adequate in order to maintain redundancy at the data centre.

c. While sizing the servers no of users have to be considered with the 5% annual

growthincluding the AMC period.The system should maintain the performance and

response SLA‟s including the growth of users.

4.1.5. IT INFRASTRUCTURE

a. Bidder would be required to supply, Install & commission workstation PCs with preloaded

operating systems (including computer table & chair) as per this BOQ of RFP document.

b. Bidder would be required supply, Install & commission workstation Printers (B/W) as per

this BOQ of RFP document.

c. Office location for this IT infrastructure location will be provided to bidder.

4.1.6. IMPLEMENT ERP SOLUTION

a. Configuration of ERP solution

(i) Design and develop the final solution

(ii) Non-invasive customisation of the ERP modules

(iii) Test the solution

(iv) Integration of the solution with various system of JVVNL like RMS, Smart Customer Care

etc.

(v) Rollout Phase.

b. Data conversion & migration

This shall include the following tasks:



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(i) Data migration in legacy IT systems and Data digitization in manual system

(ii) Base data preparation and data integrity checking.

(iii) Developing data migration tools/ templates

(iv) Development of the data upload/download programs

(v) Integration testing of the configured system using the populated master and transaction

data

(vi) Bidder‟s responsibility shall be to ensure that data migration is complete in all aspects,

on time as per the time schedule provided.

c. Digitization of employee record

This shall comprise the following:

(i) Scanning of Recruitment forms

(ii) Last updated leave records

(iii) Details of posting from employment till date

(iv) Details of promotion, selection grade

(v) Details of disciplinary actions.

d. Hyper Care for six months and Go-Live

e. AMC of 3 years

Bidder shall provide AMC, onsite comprehensive support to complete ERP solution for the

period of 3 years.

4.1.7. IMPLEMENT AND INTEGRATE THE ERP MODULES WITH VARIOUS EXISTING

SYSTEMS

The Bidder would be required to integrate ERP solution with various legacy system like

RMS, CCC etc. The scope includes any work needed in making live the application on the

central application platform.

The bidder shall implement and install ERP system (hardware, software) in entire area of

Jaipur Discom.

4.1.8. SOLUTION SCALABILITY

The solution implemented must be easily scalable, both in terms of number of users as

well as in terms of the new modules from the same ERP suite which JVVNL may decide to

implement in the future. Solution scalability is particularly important given the expansion

plans of JVVNL.

4.1.9. DOCUMENTATION SCOPE

The Bidder must prepare documents in formats agreed with the JVVNL. In general, the

documentation is expected to cover all areas of the project such as product manual,

process study, solution design, process re-engineering, modules configuration, interface

development, testing scenarios, test results, training programs, training results, user

manuals and data conversion strategy.

4.1.10. CONDUCTING CHANGE MANAGEMENT WORKSHOPS, TRAINING AND

DOCUMENTATION

a) Conduct change management workshops with Discom users about the implemented

solution. One such change management workshop should be conducted every year for the

total duration of the project (including post implementation support).



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b) Conduct training on the configured solution for the core team and trainers of JVVNL.

Bidder will have to provide “hands on‟ classroom training to the training participants.

Training should be provided to all Discom ERP users in batches.

c) Retraining: Further Bidder would be required to conduct classroom training programme in

a year through-out the contract period for users of JVVNL in same duration.

d) Assist in End User Training

e) Prepare training manuals and documents of the implemented solution

f) For classroom training location will be Jaipur, where the necessary and required

infrastructure for hands on training will be setup by the Bidder.

4.1.11. HYPER-CARE AND GO-LIVE

The bidder shall provide hyper care period for six months after completion of roll-out. The bidder

shall facilitate in setting up a central hyper care desk for any queries. Bidder would be required

to depute requisite numbers of people who would be responsible for resolving end-user queries

and problems on application software at JVVNL.

The system will be called go-live after successful completion of this.

Before Go-Live bidder shall ensure

Resolution of all ERP-related issues (limited to software application and hardware).

Stabilisation of the system at each location.

Documentation of the issues/problems that come up and solutions.

4.1.12. PROVIDING POST GO-LIVE AMC

Providing onsite AMC support for a period of three years after Go-Live. The support will

cover all user level queries, fixing bugs in application, changes to configuration of

application if required, patch updates and providing latest version (upgrades) of

application, data base and OS software and retraining as defined above.

Bidder shall setup and manage support HELPDESK (for all components of the proposed

ERP Solution) at Discom Data Centre and Disaster Recovery Centre.

Bidder would manage the Helpdesk through-out AMC period. Necessary infrastructure for

Helpdesk in terms of Computers, software, Printers and Scanners would be arranged by

Bidder. Telephone lines and internet facility for the helpdesk would be provided by bidder.

Bidder is expected to provide Discom with the guidelines in setting up and managing such

helpdesk including the processes to be followed in logging request for assistance,

assigning requests to specific helpdesk individual, recording resolution and tracking the

overall time frame from logging a call to its resolution.

Bidder will also provide a description of their teams that would be set up for this purpose

along with their roles, job descriptions and profiles of key individuals.

Bidder will ensure that at-least one personnel are available at any given point in time on

12X7 basis for helpdesk support at both DC and DR sites, and 2 functional consultants on

12X6 basis for the on-field support at Jaipur Discom for day to day issues.

4.1.13. SIGN OFF AND CLOSURE

Prepare documentation / review reports / test results etc. as may be necessary for

JVVNL‟s to ascertain that the prerequisites to subject sign off and closure have been met

completely in accordance of the Contract Document. Detailed scope of work is explained

further in Section 5 of this tender specification document.


SECTION2: QUALIFICATION REQUIREMENTS (QR)

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The Bidder must possess following credentials prescribed as Pre-Qualification Criteria. If any

bidder fails to fulfil the Qualification Requirement (QR), his bid will be treated as non-responsive and no further correspondence/clarification will be taken into consideration for the same.

The bid shall be submitted by an individual bidder or by a consortium of maximum 2 members.

A. Qualification requirement of the Bidder

QR

No.

Qualification requirement Supporting Documents

Required

Remarks

1. The bidder shall be a registered

company in India under the Indian

Companies Act-2013 with latest

amendments.

Self-Declaration along with the following:

Copy of Self-Attested

Incorporation Certificate, MOA & AOA in case of Company

Copy of Self-Attested Partnership Deed

[In case of Consortium, the

registered consortium agreement

detailing the scope of each bidder

and clause mandating “jointly and

severally responsible for deliveries

with respect to the contract.” The

scope of each member of

consortium can’t be altered later

on.]

In case of

consortium, each

member shall be a

registered company

in India under the

Indian Companies

Act.

2. The Minimum Average Annual Turnover for last three financial years (i.e. 2014-15, 2015-16, and 2016-17) of the bidder shall be Rs.40 Crores.

Copy of the audited statement of accounts (P&L Account & Balance Sheet) duly certified by the Chartered Accountant along with certificate stating the Turnover, Profit, Net Worth shall be submitted as a proof.

Adequate proofs as mentioned above duly certified by Chartered Accountant to be provided.

In case of consortium, Lead member shall satisfy minimum 80% of the Turnover requirement while the other member

shall have minimum 20% of the turnover requirement.

3. The Bidder shall have positive net worth as on 31stMarch, 2017

Adequate proofs duly certified by Chartered Accountant to be

provided. Note: Net worth means the sum

total of the paid up capital and

free reserves (excluding reserves

created out of revaluation)

reduced by aggregate value of

accumulated losses (including

debit balance in profit and loss

account for current year) and

intangible assets.

In case of

consortium, both the

members shall have

positive net worth as

on 31stMarch, 2017.

4. The bidder shall have at least

CMM/CMMI level 4 or above

Certificate issued by SEI/CMMI In case of a



Page 7 of 244

QR

No.


Required

Remarks

certification. institute.

Valid Certificates.

consortium,

The lead member

shall meet this

requirement.

The other member

shall be ISO

9001:2008 certified,

ISO 27001:2013 for

Information Security

Management & ISO

2000-1:2013 for IT

Service Delivery.

5. (i) The bidder must have a minimum of 100 full time resources.

(ii) The bidder must have at least five OEM certified resources for proposed ERP solution.

Self-declaration on Non-Judicial

stamp-paper along with the List of

Resources.

In case of a

consortium, the

credentials of both

members shall be

considered

collectively.

6. The Bidder shall be in the IT /

Software services for the last 3

financial years (i.e. 2014-15 to

2016-17).

Self-Declaration In case of a

consortium, the

requirement shall be

met by the lead

member.

7. The Bidder must have

implemented at least one ERP

project costing not less than 10

Cr. which should be in successfully

running condition in PSU/ Govt.

Organization/ Power Utilities in

India.

• At least 4 modules out

of following functions /

modules of the offered

ERP Product must have been

implemented (which shall be in

operation)

a) Financial Accounting and

Controlling

b) Human Resources and Payroll

c) Materials Management

(Purchase and Stores)

d) Project Management

e) Production Planning

f) Quality Management

g) Business Intelligence Reporting

Work orders issued in the name of the bidder.

Performance Certificates/ Status Report issued for the orders issued.

In case of a

consortium,

The lead member

shall meet this

requirement.

While the other

member shall have

implemented

System Integration

two projects at

DISCOMS in India

involving

deployment of

Software, Training,

Support, Hardware

Deployment, On Site

support manpower,

Deployment of

application on

cloud/data centres

in the last 3 years

out of which at least

one project should



Page 8 of 244

QR

No.


Required

Remarks

h) Customer Relationship

Management (CRM)

i) Asset Management

be live as on the

date of tender.

8. Bidder shall be authorized system

integrator / implementation

partner of the offered ERP product

for sale, support and services of

the offered ERP Product.

Authorization Letter from OEM of

ERP product

In case of

Consortium, the lead

member shall meet

the requirement.

NOTE: In case of non-furnishing of requisite document along with the bid, the bid will

be considered as non-responsive and bid may be summarily rejected.


SECTION3: INSTRUCTION TO BIDDERS

Page 9 of 244


3.1 GENERAL INSTRUCTIONS

a. Tendering authority will receive bids in respect of services as set forth in the Tender

document.

b. All bids shall be prepared and submitted in accordance with terms and conditions of this

Tender Document.

c. The Bidder, in his own interest is requested to read very carefully these instructions and

the terms and conditions as incorporated in General Conditions of Contract and Technical

specification before filling and submitting the Bids.

d. If the bidder has any doubt as to the meaning of any provisions or any portion thereof,

he shall before submitting the Bid, may refer the same to the Tendering Authority in

writing, well in time before the specified date of opening of Bids so that such doubts may

be clarified.

e. Submission of the Bid shall be deemed to be the conclusive proof of the fact that the

Bidder has acquainted himself and is in agreement with all the instructions, terms and

conditions governing this Tender document unless otherwise specifically indicated/

commented by him in his Bid.

f. Bids submitted after the time and date fixed for receipt of bids as set out in the invitation

to Bid shall be rejected and returned to the bidders.

3.2 FIELD CONDITIONS

a. The bidder may in its own interest, before submitting the bid, inspect and examine the

area involved and satisfy it regarding the existing system.

b. For ascertaining the existing system, condition‟s etc., the agency may contact the

Tendering Authority.

c. No claim from Bidder or Agency for change in the bid or terms & conditions of the

contract shall be entertained on the ground that the conditions are different than what

were contemplated by them at the time of submitting the bids.

3.3 SUCCESSFUL IMPLEMENTATION AND GOOD PERFORMANCE

Any work if specifically, not mentioned but reasonably implied for the successful implementation

and good performance of the proposed work is deemed to be included and has to be executed

within the ordered price.

3.4 PREPARATION OF BIDDING DOCUMENT

3.4.1 BID SECURITY

a. The Bidder shall furnish Bid Security as per the prescribed in NIT section.

b. The Bidder shall deposit/submit the Bid Security in prescribed format to the Accounts

Officer (IT&RE), JVVNL, and Jaipur within the stipulated date & time, and obtain a

receipt.

c. Bid uploaded but not accompanied by a copy of the receipt for depositing Bid Security

shall be rejected and the Bid will not be opened.

d. In case of bidders who are declared as non-responsive, Bid Security will be refunded on

production of the original receipt within 15 working days after opening of financial bid.

e. Adjustments/proposals for acceptance of Bid Security, if any, already lying with the

Discom in connection with some other bids/orders shall not be entertained. Also, the

Discom will not adjust the Bid Security under this tender with the previous dues of bidder

if any.

f. No interest shall be payable on Bid Security.

g. Jaipur Discom reserves the right to forfeit Bid Security, if successful bidder either has not

accepted the work order or not completed the contractual requirement within the

specified period.



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3.4.2 TENDER DOCUMENT FEE & TENDER PROCESSING FEE

a. The bidders are permitted to download the bid document from websites

https://www.eproc.rajasthan.gov.in, www.energy.rajasthan.gov.in/jvvnl but must pay

the cost of Tender document fee and e-Tender processing fee as mentioned in NIT table

within the stipulated date & time in the office of Accounts Officer (IT&RE), Jaipur and

obtain acknowledgement thereof. Such processing fee shall be sent to RISL by AO

(IT&RE).

3.5 CLARIFICATIONS AND AMENDMENTS & DEVIATION FROM TENDER DOCUMENT

3.5.1 CLARIFICATIONS TO THE TENDER DOCUMENT

a. Any prospective bidder may seek clarification within 10 days. From the date of

tender uploading.

b. Verbal clarifications and information given by the Discom or his employee(s) or his

representative(s) shall not in any way be binding on the owner.

c. The bidder is required to carefully examine the Terms & Conditions including

specifications of this Tender document and fully inform himself as to all the terms

and conditions which may in any way affect the Work or the cost involved thereof.

3.5.2 CLARIFICATIONS TO THE BID

a. To assist in the examination, evaluation, comparison and post qualification of the

bids, the Tendering Authority may, at its discretion, ask any bidder for a clarification

of his bid. The Tendering Authority‟s request for clarification and the response shall

be in writing or e-mail of the Authorized Signatory of the Bidder.

b. Any clarification submitted by a bidder with regard to his bid that is not in response

to a request by the Tendering Authority shall not be considered.

c. No change in the prices or substance of the bid shall be sought, offered, or

permitted, except to confirm the correction of arithmetic errors discovered by the

tendering authority in the evaluation of the Bids.

3.5.3 AMENDMENT OF TENDER DOCUMENT

a. At any time prior to the deadline for submission of the Bids, if the Tendering

Authority deemed it necessary to amend the Tender document, it shall do so by

issuing appropriate Corrigendum/Addendum.

b. Any Corrigendum/Addendum issued shall be a part of the Tender document and shall

be published on the website of Jaipur Discom& e-proc portal.

c. To give prospective Bidders reasonable time to take a Corrigendum/Addendum into

account in preparing their Bids, the tendering authority may, at its discretion, extend

the deadline for the submission of the Bids.

d. Any change in date of submission and opening of bids would be published through

Jaipur Discom‟s website and e-proc portal.

3.5.4 DEVIATION FROM BID DOCUMENTS

a. The bidder should comply all requirements set out in the bidding document and NO

TECHNICAL and COMMERCIAL Deviation shall be entertained.

b. The Bids with Deviation from the requirement laid down in this document shall be

considered as NON-Responsive.

c. The offer must have „No Deviation‟ certificate as per bid document.

3.6 SUBMISSION AND OPENING OF BIDS



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3.6.1 COST OF BIDDING

The Bidder shall bear all the risks and costs associated with the preparation and submission of its

Bid, and the Tendering Authority shall not be responsible or liable for those risks and costs,

regardless of the conduct or outcome of the bidding process.

3.6.2 LANGUAGE OF BIDS

The Bid, as well as all correspondence and documents relating to the Bid exchanged by the

Bidder and the Tendering Authority, shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another language provided

they are accompanied by an accurate translation of the relevant passages in English, in which

case, for purposes of interpretation of the Bid, such translation shall govern.

3.6.3 BIDS ARE TO BE SUBMITTED IN TWO PARTS

The Bid shall be submitted within the specified time on https://www.eproc.rajasthan.gov.in in

electronic format in the following manner:

Part- A (Technical Bid): will contain

a. Cover 1: Fees (to be uploaded in pdf format)

(i) Copy of receipt of submission of Tender document fees

(ii) Copy of receipt of submission of Tender processing fee

(iii) Copy of receipt of submission of BID SECURITY (BG)

b. Cover 2: Techno-Commercial Bid (to be uploaded in pdf format):

(i) Complete Technical Bid comprising information in specified formats and

schedules (Except the price schedule) including details & design of the proposed

system(s) to meet out the work requirement together with its capabilities.

(ii) Supporting documents to ascertain the eligibility / qualification as per the QR

requirements of this tender

The Tendering Authority may ask any bidder to furnish the documents in original or

copy duly attested by Notary as the case may be for verification, in physical form on

short notice of three working days.

Part- B (Financial Bid): will contain

a. The Financial Bid for carrying out the scope of work defined for this project.

b. The Financial Bid is to be submitted in excel file of BOQ.

c. The Financial Bid will be opened only for the Bidders shortlisted on the basis of

Technical Bid.

d. The date of opening of such Financial Bids will be intimated on the e-proc website

3.6.4 SUBMISSION OF PROPOSALS

a. Bidder shall submit their bid in electronic format, which shall be digitally signed and

further signed &stamped on each page by the designated authorized representative of

the Bidder. Bidder shall procure Digital Signature Certificate (DSC) as per the provisions

mentioned in Note 2 of the NIT table.

b. Physical submission of bids is not allowed. If asked by Tendering Authority the

bidder is required to submit original technical bid in hardcopy which shall be the exact

replica of online bid submitted. In case of any discrepancy between online and hardcopy

Bid, the Bid submitted online shall prevail.

3.6.5 FILLING OF BIDS

a. Bids shall be submitted on e-portal with the formats and schedules given in the Tender

document duly filled in. The completed formats and schedules shall be considered as part

of the contract documents in case the same Bidder becomes Successful Bidder. The Bids



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which are not in conformity to the schedules and formats of the Tender document, may

not be considered.

b. No alteration should be made to the format and schedules of the tender document. The

Bidder must comply all the requirements laid down in this RFP.

c. Tender should be filled in only with ink or typed and must be submitted online after

signing digitally.

d. All additions, alterations and over-writing in the bid must be clearly signed by the

authorized representative of the bidder otherwise bid shall be summarily rejected.

e. The bidder must quote the prices strictly in the manner as indicated herein, failing which

bid is liable for rejection. The rate/prices shall be entered in words as well as in figures.

These must not contain any additions, alterations, over-writing, cuttings or corrections

and any other marking which leave any doubt and further may result in rejection of such

Bid.

f. The Tendering Authority will not be responsible to accept any cost involved in the

preparation or submission of bids.

g. All bids and accompanying documents shall be addressed to Jaipur Discom.

3.6.6 ALTERNATIVE BIDS

Alternative bids shall not be considered at all.

3.6.7 BID PRICES

a. All the prices should be quoted only in Indian Rupees (INR) Currency.

b. The prices quoted in BOQ.xls should be exclusive of GST/any taxes and other

government levies as applicable. The present rates of applicable taxes shall be indicated

by the bidder in its Bid, which is subject to statuary variation and shall be borne by

Discom.

c. The bidder will furnish the break-up of the quoted price in Financial Bid according to the

SECTION10: FORMAT FOR FINANCIAL BID SUBMISSION, indicating rate and type of

each tax clearly, as per the rates prevailing within 7 days before the bid date. Any

statuary variation and imposing of new tax by government subsequent to bid

submission/currency of Contract shall be on Discom account.

3.7 PERIOD OF VALIDITY OF BIDS

a. The bid validity period is provided in the table mentioned in the NIT section. Bids

mentioning a shorter validity period than specified are likely to be summarily rejected.

b. Tendering Authority may ask for extension in validity period. The Bidder will be at liberty

to accept it or not. In case Bidder agrees to extend the validity period without changing

his original offer, he will be required to extend validity period of the Bank Guarantee

submitted against the BID SECURITY suitably.

3.8 SIGNATURE OF BIDDER

a. The bid must contain the name, address and place of business of the Bidder and must be

digitally signed and sealed by the designated Authorized Representative of the Bidder.

The name of such person should also be typed or printed below the signature.

b. Bid by a partnership firm must be furnished with full names of all partners.

c. Bids by corporation/ company must be signed by the Authorized representative of the

Bidder with the legal name of the corporation/ company.



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d. Satisfactory evidence of authority (Power of Attorney) of the person signing on behalf of

the Bidder shall be furnished with the bid.

e. The Bidder's name stated on the proposal shall be exact legal name of the firm.

f. Bids not conforming to the above requirements of signing shall be disqualified.

3.9 DELAY IN BID SUBMISSION

The tendering authority shall not consider any bid that arrives after the deadline for

submission of bids as indicated in the NIT. Any bid received by the tendering authority

after the deadline for submission of bids shall not be accepted.

3.10 RECEIPT OF BIDS

Bids shall only be received through https://www.eproc.rajasthan.gov.inwebsite.

3.11 WITHDRAWAL, SUBSTITUTION AND MODIFICATION OF BIDS

A Bidder may substitute or modify its bid after it has been submitted before the deadline

prescribed for submission of bids as per the e-tendering process, but bidder cannot

withdraw his bid after submitting it once.

3.12 BID OPENING

a. Jaipur Discom shall perform the Bid opening at the specified place, date and time in the

presence of bidders or their authorized representatives who may choose to be present.

b. Only the bids of those bidders who qualifies post the Technical Bid evaluation shall be

eligible for Financial Bid opening. The date and time of Financial Bid opening to the

technically qualified Bidders would be intimated later. The bidder who has quoted lowest

shall be termed as the successful bidder.

3.13 EVALUATION AND COMPARISON OF BIDS

The evaluation of bids will be made in the following two stages:

3.13.1 1st Stage: Qualification Requirement (Part –A) & Evaluation of Technical offer

A. Qualification Requirement- Each bid shall be evaluated to ascertain the

qualification of bidder with respect to the requirements laid down in this RFP.

B. Availability for No-Deviation Certificate. If any deviation is found, the bid shall be

declared as non-responsive.

C. Technical details and proposals submitted by the bidders shall be critically examined

in line with objectives & scope of work mainly but not limited to the following criteria:

Schematic diagram showing all the modules & components of the systems

covered in the specification and integration with existing systems.

Description of the technical solution for achieving the integrations as shown

in the above schematic diagram.

Compliance to the Functionalities of Solution offered.

Compliance to the proposed Software‟s as per the RFP along with the OEM &

Versions.

Details of proposed solution associated accessories.

Adherence with the time period as per schedule of deliveries defined in the

RFP along with the work break down schedule.

Note: JVVNL shall prepare the list of qualified bidders on the basis of above criterion and

accordingly will be notified through e-portal for opening of financial bid.

3.13.2 2ndStage: Financial Bid Evaluation



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A. Only those bidders who have quoted for all the components of the Financial Bid

shall be considered for evaluation.

B. The Financial Bids which are opened shall be evaluated and the bidders whose

total quote is the lowest shall be ranked as L1 bidder.

C. The Purchaser will correct arithmetical errors during evaluation of Financial Bids

on the following basis:

(i) If there is a discrepancy between the unit price and the total price that is

obtained by multiplying the unit price and quantity, the unit price shall prevail

and the total price shall be corrected, unless in the opinion of the Purchaser

there is an obvious misplacement of the decimal point in the unit price, in

which case the total price as quoted shall govern and the unit price shall be

corrected;

(ii) If there is an error in a total corresponding to the addition or subtraction of

subtotals, the subtotals shall prevail, and the total shall be corrected; and

(iii) If there is a discrepancy between words and figures, the amount in words

shall prevail. However, where the amount expressed in words is related to an

arithmetic error, the amount in figures shall prevail subject to (i) and (ii)

above.

(iv) If there is a discrepancy between percentage and figures related to various

taxes or levies, the percentage shall prevail over figure mentioned. However,

where the amount expressed in percentage is related to an arithmetic error,

the amount in figures shall prevail subject to (i) and (ii) above. It should also

be noted that at time of payment against, the prevailing tax/levy rates will be

used as on the date of approval of payment

(v) Except as provided in sub-clauses (i) to (iv) herein above, Tendering Authority

shall reject the Price Proposal if the same contains any other computational or

arithmetic discrepancy or error.

D. If the Bidder does not accept the correction of errors, its Bid shall be disqualified

and its bid security shall be forfeited

E. The bids will be evaluated and awarded as per the evaluation criteria that “The

Bidders having lowest financial quote during Financial Bid Evaluation shall be

considered as the L1 Bidders”.

F. If the total quoted cost is same for two or more bidders then total cost of Supply,

Installation and Implementation as defined in BOQ shall be considered for

deciding L1 bidder

G. The bid security of the other technically qualified Bidders shall be returned within

15 working days from the date of signing of Contract by the Discom with the

successful Bidder.

3.14 CONFIDENTIALITY

a. Information relating to the examination, evaluation, comparison, and post qualification

of Bids, and recommendation of contract award, shall not be disclosed to Bidders or any

other persons not officially concerned with such process until publication of the Contract

award.

b. Any attempt by a bidder to influence the tendering authority or other officials of Discom

in the examination, evaluation, comparison, and post qualification of the Bids or

Contract award decisions shall result in the rejection of his bid.

c. From the time of Bid opening to the time of Contract award, if any Bidder wishes to

contact the Tendering Authority on any matter related to the Bidding process, he is

allowed to do so in writing.

3.15 NON-MATERIAL NON-CONFORMITIES



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a. Provided that a bid is substantially responsive, the Tendering Authority, to rectify

omission in the bid related to requisite documents may request the bidder to submit the

necessary information or documentation provided that the required information was in

existence as on date of opening of bid. No new information created after opening of bid

shall be considered.

3.16 DISQUALIFICATION

a. Tendering authority may at its sole discretion and at any time during the processing of

bid, disqualify any bidder/ bid from the bid process on following grounds:

i. Any action on the part of the bidder to revise the rates/prices and modification in

technical or commercial substance of Bid, at their own.

ii. Submission of any supplementary information unless & otherwise asked for at his

own instance after the opening of the Bid may result in rejection of the Bid and also

debar him from submission of Bid to the Discom at least for one year.

iii. The Bidder has been disqualified from any other Discom for any violation of code of

conduct.

iv. In case of bidder not adhering to the format of financial offer given with this

document the bid / offer may be rejected / non-responsive.

v. In case of any misapprehension at bidder level which may lead to wrong price

bidding, Discom reserve the right to reject the bid or take necessary loading /

unloading to arrive the correct price as per aspersion of Discom / tender

specification. Accordingly the bidders are advised to ask to clarify about any

misapprehension before bidding. No excuse shall be considered in this regard.

vi. Does not meet the Qualification Requirement (QR) as mentioned in the bidding

document.

vii. During validity of the bid or its extended period, if any, increases his quoted prices.

viii. Has imposed conditions in his bid.

ix. Has made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements.

x. Has been black listed, by any utilities of India during as on 31.3.18.

xi. Has submitted bid which is not accompanied by required documentation and BID

SECURITY/Tender document fees/Processing fees

Note: Bidders may specifically note that while processing the bid documents, if it is found,

expressly or implied, that some bidders may have compounded in any manner whatsoever or

otherwise joined to form a cartel resulting in delay/ holding up the processing of bids then the

bidders so involved are liable to be disqualified for the contract as well as for a further period of

two years from participation in any of the bids floated by any department, Govt. of Rajasthan.

3.17 AWARD OF CONTRACT

3.17.1. ACCEPTANCE OF THE TENDER/BID AND NOTIFICATION OF AWARD

a. After the selection of the Successful Bidder by the Tendering Authority within the validity

period of Bid, shall inform such Bidder in writing by issuing Letter of Intent (LOI).

b. The Successful Bidder shall send an acknowledgement the LOI to the Discom, post which

Discom shall prepare and send a detailed work order to the Successful Bidder. In case,

the Successful Bidder refuses to accept LOI, and not intent to perform the scope of work,

the offer shall be rejected with forfeiture of its BID SECURITY and order may be placed

to L2 bidder (provided he accepts the prices offered by L1 bidder).

c. Discom shall issue Work Order to the Successful Bidder requiring him to do the following

things within specified timeline. If the Bidder fails to do the following things within

specified timeline, BID SECURITY of such Bidder may be forfeited and Tendering

Authority of Discom may consider the next ranked bidder.



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(i) Written Letter of Acceptance of Work Order along with duly signed and sealed copy

of such Work Order as token of such acknowledgement within 7 working days.

(ii) Submission of Performance Guarantee as required to be submitted under the

Contract within 15 working days.

(iii) Signing of the Contract (based on the terms & conditions of this Tender Document)

with the Discom within 15 working days after issue of Contract format by Discom to

the Successful Bidder. In case any of the party (Discom and the Successful Bidder) is

unable to sign the Contract within 15 working days, it shall inform the other party in

advance regarding the same along with the reason and suitable time for signing of

the Contract.

d. Decision on bids shall be taken within original validity period of offers. If the decision on

acceptance or rejection of a bid cannot be taken within the original bid validity period

due to unavoidable circumstances, all the bidders shall be requested to extend validity

period of their bids up to a specified date. It is discretion of bidder to accept the

extension or not. Those bidders who do not accept shall be discontinued form the bid

process and their BID SECURITY may be refunded.

e. Until a formal Contract is prepared and signed, the Work Order/ LOI shall constitute a

binding Contract.

3.18 SIGNING OF CONTRACT AGREEMENT

a. The successful bidder will, on receipt of Work Order from the Discom enter into a

contract with the DISCOM by jointly signing the Contract.

b. The draft of the contract based on terms and condition, will be forwarded to the

successful bidder for execution by the Discom.

c. The Contract will be signed within fifteen days thereafter. The person to sign the

Contract must be duly authorized by the Bidding entities.

3.19 RESERVATION OF RIGHTS

3.19.1 To take care of unexpected circumstances, Tendering Authority shall reserve

the rights for the following:

a. Extend the last date & time for submission of the bids.

b. Amend the Tender Document at any time prior to the last date & time of submission

of Bids.

c. To reject any bid without assigning any reasons.

d. Terminate or abandon the bidding procedure or the entire project whether before or

after the receipt of bids.

e. Seek the advice of external consultants to assist Jaipur Discom in the evaluation or

review of bids.

f. Make enquiries of any person, company or organization to ascertain information

regarding the bidder and its bids.

g. Reproduce for the purposes of the procedure the whole or any portion of the bids

despite any copyright or other intellectual property right that may subsist in the bids.

Note: Direct or indirect canvassing on the part of the Bidder or his representative would be a

ground for disqualification of such Bidder from this process.

3.20 LACK OF COMPETITION

A situation may arise where, after evaluation of Bids, the Tendering Authority may end-up with

one responsive bid only. In such a situation, the Tendering authority shall act as per RTPP Rule

2013, CLAUSE 68, “Lack of Competition” shall be applicable and accordingly measures will be

taken.

3.21 GENERAL



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a. Discom does not bind itself to accept the lowest or any bid or any part of the bid and

shall not assign any reason(s) for the rejection of any bid or a part thereof.

b. The fact of submission of bid to the Jaipur Discom shall be deemed to constitute an

agreement between the Bidder and the Discom whereby such bid shall remain open for

acceptance by the Discom and Bidder shall not have option to withdraw his offer, impair

or derogate the same. If the Bidder is notified during the period of validity of bid that his

bid is accepted by the Discom, he shall be bound by the terms of agreement constituted

by his bid and such acceptance thereof by the Discom, until formal contract of the same

bid has been signed between him and Discom in replacement of such agreement.

c. The successful bidder will have to sign the contract agreement for the proper fulfilment

of the contract. In case of ambiguous or contradictory terms and conditions mentioned in

the Tender Document/ Bid, interpretations as may be advantageous to Discom may be

taken, if satisfactory clarification is not furnished within the prescribed period.

d. Discom will not be responsible for any cost or expenses incurred by the bidder in

connection with preparation or submission of bids.

e. Jaipur Discom reserves the right to:

i. Reject or accept any bid.

ii. Cancel the bid process and reject all applications.

iii. Jaipur Discom shall neither be liable for any action nor be under any obligation to

inform the bidders of the grounds for any of the above actions.

3.22 SPECIAL CONDITIONS OF TENDER

a. Procurement and deployment of hardware shall be carried out by the Supplier. The Supplier shall ensure that all equipment supplied to the Purchaser is new and free from any defect of any sort with the latest technology enablement.

b. The Supplier should ensure that all the required hardware and system software at the Data Centre and Disaster Recovery site is in place before the ERP application software is placed for deployment and subsequent testing.

c. Supplier to ensure the hardware sizing to be vetted and verified by the Application OEM.

Supplier to submit a certification from the OEM for sizing considering the annual growth.

d. The Supplier has to ensure comprehensive AMC support of the proposed servers and other hardware for the contract period

e. Supplier shall maintain an Asset Register for all the I.T and supporting infrastructure including the part numbers/serial numbers, configuration, current owner of the asset in the Purchaser, location, changes made to the asset in terms of replacements/up

gradations etc.

f. If the performance of the system is affected on account of the installed hardware limitations, due to the rapid growth in the transaction volumes on the platform, the Supplier is required to augment the infrastructure without any extra cost (For e.g. additional servers, storage space and the corresponding software etc.).

g. The Supplier shall undertake preparation of documents including that of infrastructure solution design & architecture, configuration files of Infrastructure, Standard Operating

Procedures, Information Security Management procedures, etc. as per acceptable standards with best practices. The Supplier shall take sign-off on the deliverables (documents), including Design Documents, Standard Operating Procedures, and Security Policy & Procedures from the Purchaser and shall make necessary changes as recommended by the Purchaser before submitting the final version of the documents. These documents shall be submitted to the Purchaser in both hard and soft copies.

h. The Supplier is responsible for ensuring that the supplied equipment supports the

intended system hardware, operating system and other software. Any problems encountered in the installation of the hardware/software because of hardware/software



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incompatibility shall be the responsibility of the Supplier. The Supplier shall also provide any device driver required for installation of necessary hardware/software.

i. No equipment should be declared “END OF LIFE” by its OEM during project duration and no equipment should be declared “END OF SUPPORT” by its OEM during project duration. In the event of this condition being breached, the necessary equipment must be replaced with equipment of equivalent or higher specifications with no cost implications to Jaipur Discom.

j. The Supplier shall be responsible for all unpacking, assemblies, wiring, installation, cabling between hardware units and connecting to power supplies. The Supplier shall test all hardware operation and accomplish all adjustments necessary for successful and continuous operation of the hardware at all sites.

k. Supplier shall prepare and submit the location wise delivery report of the ICT infrastructure for all locations (including Make, model, Date of purchase, warranty,

insurance etc.) mapped with Bills of material, which has to be submitted by the supplier.

l. In addition to delivery report, Supplier shall submit Installation Certificate and Commissioning Report including following documentation:

Installation Certificate on software and hardware installation including list of items, locations, warranties, maintenance requirement, etc.

Technical, Operational and User Manuals for operation of the deployed ICT infrastructure.

Technical documentation to explain Source Code/customisation of COTS ERP product(SAP or Oracle) and solution design Maintenance manuals for Data Center, Software, Networks, server and other hardware.

Information Security Management procedures as per acceptable standards with best practices such as ISO 270001, etc. Network Diagrams for Data Center and Networks.

Documentation of IP and Subnet Addressing Scheme, Routing Tables and ACL deployed for Intranet.

Documentation of all device configurations such as firewall, routers, servers, etc.

m. The Bidder shall deploy a 25 mbps network connectivity for ERP solution at Data Centre for which the cost shall be borne by the bidder. However the connectivity at various other locations shall be provided by Jaipur Discom.

n. The Service provider shall maintain the confidentiality of data base. A separate NDA

(Non-Disclosure agreement) shall be signed by the service provider.

o. The Service provide shall transfer /upload the existing master data and any other relevant data, which are required to run the proposed ERP system.

p. All the required license, license updates / Licenses renewal / AMC of Licenses, Hardware AMC, software updates is the responsibility of vendor within the quoted price till currency of contract.

q. BI and Reporting tools for generation of MIS, Reports, Dashboards to help DISCOM

Officers and Management in taking decisions for reducing losses, optimizing operations and enhancing customer satisfaction etc. All AENs, XENs, SEs, Chief Engineers, Corporate Office, Accounts Officers, JENs, AROs, Ledger Keepers and relevant officials shall use the system. This is informative only but licensing shall be as per licensing policy defined in RFP document.

Note: The above Special Conditions of Contract and details are given in this document.

Further illustrative work and requirements during the tenure of the contract for

meeting business requirement of the systems shall be provided by the bidder


SECTION4: TERMS AND CONDITIONS

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The Terms and Conditions of the contract shall prevail and shall be binding on the Agency

and any change or variation expressed or impressed howsoever made shall be in operative unless expressly sanction by the Jaipur Discom. The Bidder shall be deemed to have fully informed himself and to have specific knowledge of the provisions under terms and Conditions of this Tender Document mentioned hereunder:

4.1 DEFINITION OF TERMS

a. In constructing these general conditions and the annexed specification, the following

words shall have the meaning here in assigned to them unless there is anything in the

subject of context in consistent with such construction. “Jaipur Discom” shall mean the

Jaipur Vidyut Vitran Nigam Limited or JVVNL, represented by Chairman/Managing

Director and shall include their legal personal representative, successors and assignees.

b. The ““Bidder” shall mean and include one or more persons or any firm or any company

or body in corporate who has submitted the tender in response to “Invitation of

Tender”.

c. The “Agency / Contractor / successful bidder/ Implementation Partner” shall mean the

Bidder whose Bid has been accepted by Discom and shall include its heirs, legal

representative, successors and assignees approved by the Discom.

d. The “Chairman/Managing Director” shall mean the Chairman/Managing Director,

Discom.

e. The “Engineer” shall mean the Chief Engineer, Dy. Chief Engineer, Superintending

Engineer, Executive Engineer, Assistant Engineer, Discom or other Engineer or Officer

for the time being or from time to time duly authorized and appointed in writing by the

customer to act as engineer or Inspector for the purpose of the contract. In case where

no such engineer has been so appointed, the word “Engineer” shall mean the Discom or

his duly authorized representative.

f. “Works” mean and include the work or works to be done by the Agency under the

contract.

g. The “Contract” shall mean and include the following:

(i) Notice Inviting Tender

(ii) Complete Tender document including its amendments if any.

(iii) Bid submitted by bidder.

(iv) BID SECURITY.

(v) Letter of Intent and its acknowledgement.

(vi) Security Deposit/ Performance Guarantees.

(vii) Detailed Work order.

(viii) Addenda that may hereafter be issued by the Discom to the Agency in the form of

letter and covering letters and schedule of prices as agreed between the Agency

and the Discom.

(ix) The agreements to be entered as per Tender Document.

(x) Requisite Power of Attorney in favour of the authorized signatory of the Bidder.

h. The “Specification” shall mean the specification; specific conditions annexed to the

General Conditions, the contract schedule, and the annexure thereto, if any.

i. The Month shall mean, English calendar month i.e. period of 30 days and week shall

mean a period of 7 days.

j. The “Site” shall mean the place or places named in the contract and include, where

applicable, the lands and buildings upon or in which the works are to be executed.

k. “Acknowledgement of Letter of Intent” shall mean the Bidder‟s letter conveying his

acceptance of it being successful bidder and its intent to perform the contract.

l. “Acknowledgement of Work Order” shall mean the Bidder‟s letter conveying his

acceptance of the tender as per the terms and conditions as been stated therein.

m. The “Contract Price shall mean the sum named in or calculated in accordance with the

provisions of the contract purchase or any amendments thereto.

n. “Letter of Intent” Letter issued by Discom to the successful bidder informing him that

the bidder is successful bidder.



Page 20 of 244

o. “Work Order” shall mean the Discom‟ letter which may be issued in the way of letter

containing detailed terms and conditions of the work and such other particulars which

the Discom may like to convey to the Agency pending signing of a formal written

Contract.

p. “Writing” shall include any manuscript type written or printed statement under or over

signature or seal as the case may be.

q. The Work “Codes” shall mean the Indian Electricity Act/Electricity Supply act and Indian

Electricity Rules and the rules made there under applicable in the State of Rajasthan on

the date of Letter of Intent with such special modification thereof as may be specially

stipulated by competent State Authorities i.e. Chief Electrical Inspector of Rajasthan.

r. Works importing “PERSON” shall include firms, Companies, Corporations and other

bodies whether incorporated or not.

s. Words importing the singular only shall also include the plural and vice version where

the context requires.

t. Terms and expressions not herein defined shall have the same meaning as one assigned

to them in the Indian Contract Act (Act IX of 1872) and falling that in the General

Clause Act, 1897).

4.2 CONTRACT

After the selection of successful bidder Discom will issue Letter of Intent and subsequently a

detailed Work Order to such bidder. A contract shall be entered into between Discom and the

successful bidder.

4.3 CONTRACT VALUE

Contract Value shall be termed as total order value as quoted / accepted by the Successful

Bidder in the Financial Bid.

4.4 CONTRACT PERIOD

The contract period will remain valid till entire supply and installation, rollout of the ordered

solution and completion of AMC for a period of three years after successful go-live. The contract period may further be extended upto 2 years as per mutual agreement.

4.5 IMPLEMENTATION, ROLL-OUT AND AMC PERIOD

The implementation and Roll-Out period of project for shall as defined in this document where in all the hardware, software, resources etc. should be installed/deployed.

Bidder shall provide hyper care for a period of six months after roll-out of the ERP system in Jaipur Discom.

AMC Period shall be of 3 years from the successful Go-Live.

4.6 TERMINATION OF CONTRACT

If the services of the vendor are not as per the awarded work for three consecutive months after commencement of work then Discom will have liberty to terminate the project.

4.7 FALL BACK ARRANGEMENT

a. In the event of failure of the Agency to fulfil its obligations, duties and responsibilities as per

the terms & conditions of the Contract, Discom shall interalia have the right, at any time to

resort to fall back arrangement. Under such arrangement, Discom shall take charge of all

facilities and systems whether in operation or under execution after giving suitable notice as

provided in the Contract and can recover from the BGs & other holding of agency with

Discom, the losses suffered due to such failure. If the BGs & other holding of agency is

insufficient, the Agency shall pay the difference to Discom failing which Discom shall have

right to recover the sum through legal or other means.



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b. The Discom shall have the right in such circumstances to manage the system itself after

taking charge of the facilities as above or through any other agency as it may deem fit and

no claim of Agency for compensation in this respect shall be entered.

c. The Discom shall have the right in such circumstances to blacklist/bar/disqualify the Agency

from submission of Bid to the any Discom(s) at least for three years.

4.8 DEBARMENT

a. A bidder shall be debarred by the Purchaser if the bidder has been convicted of an offence

i. Under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

ii. Under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat to

public health as part of execution of a public procurement contract.

b. A bidder debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from the

date on which he was debarred.

c. A bidder debarred shall be debarred by the purchaser if the bidder fails to fulfil its

obligations, duties and responsibilities as per the terms & conditions of the Contract. The

bidder shall not be eligible to participate in a procurement process of any procuring entity

for a period not exceeding three years commencing from the date on which he was

debarred.

d. If the purchaser finds that a bidder has breached the code of integrity prescribed in terms of

“Code of Integrity for bidders” in RTPP Act -2012, it may debar the bidder for a period

not exceeding three years.

e. Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any

procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the purchaser for a period not

exceeding three years.

f. The purchaser shall not debar a bidder under this section unless such bidder has been given

a reasonable opportunity of being heard.

4.9 HANDING OVER ON TERMINATION/ PROJECT COMPLETION:

a. The Contract shall require the Agency to cooperate in handing back the facilities to Discom

after termination of Contract/Project Completion.

All Utility Specific Data including Archives

All Desktop PCs , UPS and Printers and furniture

Transfer the license for COTS (SAP or Oracle) software and Database ( All Licenses cost /

AMC cost as on date of Transfer shall be paid by the agency)

b. In the event of termination or expiry of contract, the bidder shall be responsible for the

transition activities to be completed across a transition period of as decided by DISCOM

(within the contract period). These activities shall also be applicable in case of reduction in

scope of services if applicable. The successful bidder shall provide knowledge transfer to

operations team through workshop, discussion sessions and response to queries. The bidder

should ensure that its team has handed over administration rights/passwords to the new

operations team.

c. In case JVVNL observes the lack of willingness to manage transit/ sharing of information or

lack of support from Service Provider end (selected through this RFP), JVVNL shall have

absolute discretion to levy severe penalties and deduct the amount from monthly billing or

performance bank guarantee.

4.10 PERFORMANCE BANK GUARANTEE

a. The Bidder shall furnish following Bank Guarantees



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i. Performance Bank Guarantee against Supply, Installation and Implementation:

A Performance Bank Guarantee equivalent to 10% (Ten Percent) of total cost of Supply,

installation and implementation (Software, Hardware and licences etc. i.e. Cost quoted

in Section A, Section B and Section C of the BOQ) shall be furnished by the

Successful Bidder within 15 days of receipt of Work Order from Discom, in cash or by

crossed Bank Draft or by way of Bank Guarantee. The Performance Bank Guarantee

shall be valid for six months in addition to the entire contract period. In case if the

successful bidder furnishes a Performance Bank Guarantee for shorter duration (not

less than 12 months) then it would be the sole responsibility of the Successful Bidder to

get the Performance Bank Guarantee extended well in advance to maintain the validity

time. Discom may invoke the Performance Bank Guarantee without giving any

information if validity of such Performance Security expires.

The Performance Bank Guarantee against Supply, installation and

implementation will be released only after furnishing Performance Bank

Guarantee against AMC.

ii. Performance Bank Guarantee against AMC: A Performance Bank Guarantee

equivalent to 10% (Ten Percent) of total AMC cost (for 3 years, i.e. Cost quoted in

Section D the BOQ ) shall be furnished by the Successful Bidder within 15 days of

receipt of “Go-Live” clearance, in cash or by crossed Bank Draft or by way of Bank

Guarantee. The Performance Bank Guarantee shall be valid for six months in addition

to the entire contract period. In case if the successful bidder furnishes a Performance

Bank Guarantee for shorter duration (not less than 12 months) then it would be the

sole responsibility of the Successful Bidder to get the Performance Bank Guarantee

extended well in advance to maintain the validity time. Discom may invoke the

Performance Bank Guarantee without giving any information if validity of such

Performance Security expires.

b. The Bank guarantee in the prescribed format must be from the branch of any

Nationalized/Scheduled Bank. The Agency may furnish Bank Guarantee on stamp paper of

Rajasthan state and shall furnish a certificate of Banker that the stamp duty has been paid

as per prevailing rules of that Rajasthan State.

4.11 BANK GUARANTEE AGAINST MOBILIZATION ADVANCE

The Bidder shall furnish a Bank Guarantee against the Mobilization Advance, A Bank Guarantee

equivalent to the amount of mobilization advance shall be furnished by the Successful Bidder

within 30 days of receipt of Work Order from Discom, in cash or by crossed Bank Draft or by way

of Bank Guarantee. This Bank Guarantee shall be valid for six months in addition completion of

Rollout phase. In case if the successful bidder furnishes a Bank Guarantee for shorter duration

(not less than 12 months) then it would be the sole responsibility of the Successful Bidder to get

the Bank Guarantee extended well in advance to maintain the validity time. Discom may invoke

the Bank Guarantee without giving any information if bidder fails to meet the implementation

schedule.

This Bank Guarantee will be released along with the payment of Go-Live Phase.

The Bank guarantee in the prescribed format must be from the branch of any

Nationalized/Scheduled Bank. The Agency may furnish Bank Guarantee on stamp paper of

Rajasthan state and shall furnish a certificate of Banker that the stamp duty has been paid as

per prevailing rules of that Rajasthan State.

4.12 AGENCY TO INFORM HIMSELF FULLY

The Contract shall be considered to have come into force from the date of its signing. The

contractor shall be deemed to have carefully examined the Tender document including General

Conditions, specifications and schedules. Also it shall deemed to have satisfied himself with the

nature and character of the work to be executed and where necessary, of the site conditions and



Page 23 of 244

other relevant matters and details. Any information thus had or otherwise obtained from the

Discom or the Engineer shall not in any way relieve the contractor from his responsibility for the

supplying of the Infrastructure, hardware, software and other equipment and executing the work

in terms of the contract including all details and incidental works and supply all accessories or

apparatus which may not have been specifically mentioned in the contract but necessary for

ensuring complete erection and safe and efficient working of the equipment.

4.13 CONTRACT DOCUMENTS

a. The order placed under this Tender document shall be governed by the terms and conditions

as incorporated in this Tender document and as given in the detailed work order. The terms and conditions as specified in this Tender document if differ from the terms indicated in the detailed work order the later shall prevail.

b. The contract shall for all purposes be construed according to the Laws of India and subject to jurisdiction of Rajasthan Courts only. For the due fulfilment of the contract, the Agency

shall execute the Contract in the prescribed form, in prescribed number of copies on Rajasthan State Non-judicial stamp paper bearing stamp duty as applicable. The expenses of completing and stamping the Contract shall be borne by the Contractor. Such Contract shall be executed and signed by the authorized signatory of the Agency on each page thereof.

c. Such complete agreement form along with the contract documents together with a “Power

of Attorney” in favour of the Executants shall be required to be returned to the Discom within a period of 15 days from the receipt of order duly signed on each page. One copy of the executed agreement duly signed by the Discom shall be sent to the supplier for his reference.

d. The contract documents shall mean and include the following: - (i) Contract agreement.

(ii) Notice Inviting Tender

(iii) Complete Tender document including its amendments if any.

(iv) Bid submitted by bidder.

(v) BID SECURITY.

(vi) Letter of Intent and its acknowledgement.

(vii) Security Deposit/ Performance Guarantees.

(viii) Detailed Work order& its annexure.

(ix) Addenda that may hereafter be issued by the Discom to the Agency in the form of

letter and covering letters and schedule of prices as agreed between the Agency

and the Discom.

(x) The agreements to be entered as per Tender Document.

(xi) Requisite Power of Attorney in favour of the authorized signatory of the Bidder.

4.14 CHANGE OF AREA/QUANTITY

a. The owner reserves the right to delete any item from the scope as specified in the

accompanying technical specifications, at the time of award of contract or during the execution of the contract. In case any item is deleted from the scope of work, the value of contract will be reduced accordingly.

b. Change of Area: This tender is meant for entire Jaipur Discom, The Vender has to provide

his services in all areas as per JVVNL requirement. If the same solution is required to be deployed in other discoms this will be as per mutually agreed terms and conditions.

4.15 GIFTS AND COMMISSIONS ETC.

Any gift, commission, or advantage given, promised or offered by or on behalf of the contractor

or his partner, agent, officers, director, employee or servant or any one on his or their behalf in

relation to the obtaining or to the execution of this or any other contract with the Discom, shall

be, in addition to any criminal liability which it may incur, subject of any loss or damage to the



Page 24 of 244

Discom resulting from any cancellation. The Discom shall then be entitled to deduct the amount

so payable from any moneys otherwise due to the Agency under the contract.

4.16 COMPLIANCE OF LABOUR LEGISLATION:

a. The Agency shall discharge its liability of employer in respect of personnel to be engaged

for delivering service under this Contract, as laid out in EPF and MP Act, 1952 ESI Act,

1948 (in ESI implemented area), workmen‟s compensation act, 1923 (in non ESI

implemented area) contract labour (R&A) Act, 1970, Payment of Wages Act, 1936,

Minimum Wags Act, 1948 or any other Act, Rules, Regulations as may be applicable. The

Agency is required to get separate code under the provision of EPF and ESI Acts, if not

already taken and deposit the employer‟s contribution along with employee subscription,

as per rule and submit copy of challans at the time of claiming payment, as per Tender

document, failing which an amount equivalent to employer‟s contribution and employees

subscription shall be deducted from his each bill and deposited with the concerned

authorities. The Agency shall be solely responsible for any consequences arising out of

breach of any applicable legislations.

b. The Agency shall deploy Skilled / Highly Skilled manpower with necessary qualifications

and experience as mentioned in the Tender Document. Agency shall pay salaries / wages

to the manpower deployed through cheque/online transfer and submit Circle wise,

Division wise Sub Division wise and Employee wise salary statement with all details such

as Basic, DA, Conveyance, Bonus, EPF, ESI, PT, TDS, Net Salary etc. to Discom. Payment

of wages / salaries paid in cash is strictly not allowed.

4.17 SAFETY OF SYSTEM

The Agency shall be fully responsible for upkeep, operation, maintenance, security and

safety of infrastructure, hardware, software, documents, data and other documents and

records transferred to it and developed later. These documents and records shall be

maintained in updated condition and handed over back to Discom.

4.18 INSURANCE

All the materials deployed by the bidder at site for ERP system shall be kept insured by

the bidder against loss, damage, theft, pilferage fire etc. for the complete period of

implementation, rollout and AMC upto the time of taking over the work by the JVVNL.

The insurance shall be in joint names of the JVVNL and bidder so that the JVVNL and the

bider are covered for the entire period i.e date of award till handing over all the works

completed in all respect to the JVVNL.

It will be responsibility of the bidder to lodge, peruse and settle all claims with the

insurance company. The bidder shall replace the lost/damaged material promptly

irrespective of the settlement of the claims by the underwriters and ensure that the work

progress and services are as per the agreed schedule(s).

4.19 REMEDY ON AGENCY’S FAILURE TO INSURANCE

If the Agency fails to effect and keep in force insurance referred to in clause 16 hereof or

any other insurance which he may be required to effect under the terms of contract then

the Jaipur Discom may effect and keep in force any such insurance and pay such

premium(s) as may be necessary for that purpose and from time to time deduct the

amount so paid by the Discom as aforesaid from any money due or which may become

due to the Agency or recover the same as debt from the Agency.

4.20 LIABILITY FOR ACCIDENTS AND DAMAGES

a. The Agency shall be liable for and shall indemnify the Discom in respect of all injury to

person or damage to property resulting from the negligence of the Agency or his

workman or from defective work but not from any other cause.

b. Provided that the Agency shall not be liable for any loss or profit or loss of Contract or

any other claim made against the Discom not already provided for in the contract, not



Page 25 of 244

for any injury or damage caused by or arising from the acts of the DISCOM or of any

other person or due to circumstances over which the agency has no control, not shall

his total liability for loss, damage or injury under this clause exceed the total value of

the Contract.

c. The Agency will indemnify and save harmless the Discom against all actions, suits,

claims, demands, costs, or expenses arising in connection with injuries (other than such

as may be attributable to the Discom or his employees) suffered prior to the date when

the work shall have been taken over hereof by persons employed by the agency on the

work, whether at common law or under the workman's compensation Act-1923 or any

other statute in force at the date of contract relating to the question of the liability of

employees for injuries suffered by employees and will if called upon to do so take out

the necessary policy or policies of insurances to over such indemnity.

d. The Agency shall insure against such liabilities with an insurer approved by the Discom

and shall continue such insurance, during the whole of the time that any person(s) are

employed by him on the works and shall when required produce to the Discom, such

policy of insurance and the receipt for payment of the current premium.

4.21 MAINTENANCE OF FACILITIES AND PERSONNEL

4.19.1 FACILITIES

a. The Agency shall provide and maintain a controlling office with requisite infrastructure at

Jaipur with proper staff & facilities like telephone with fax, mobile phone, Internet etc. at

its own cost and shall remain open at all reasonable hours to receive communications.

4.19.2 PERSONNEL

a. The Agency shall deploy exclusive supervisory and other personnel for efficient

management of the work under contract. Apart from the personnel specified in the scope

of work. Agency shall be responsible for smooth & timely execution of work by

appointing sufficient number of manpower.

b. Manager or an alternate shall be available for communication during 9 am to 7 pm.

c. Agency shall not change the Manager/nodal officer, provide that he has not left the

service.

d. Agency shall immediately inform the Discom about any change of personnel/contact

numbers through Email and post.

e. Agency shall issue identification cards (ID card) to all its personnel engaged in the work

under the contract. The identification card duly signed by authorized signatory of

managerial position of the agency. The format of such ID card shall be approved by

concerned Discom Officer shall be consisting of key details of Resume and photograph of

the concerned personnel along logo of the Agency. The Concerned Discom officer after

countersigning these IDs, will return the same to the Agency for distribution to the

concerned personnel. The IDs shall be handed over to the concerned Discom office rafter

the completion of work under the contract.

4.19.3 NODAL OFFICER FOR EXECUTION OF PROJECT

After award of contract, to interact between the field offices and Agency, Discom shall

appoint a Nodal Officer if Required, similarly, the Agency shall communicate the name of

the authorize person(s) that would act as a Nodal Officer(s) from his side.

4.22 AGENCY’s RIGHTS

a. The Agency will be given rights to operate in the area during the Contract period for

carrying out the work, which shall cease to exist on completion of the said period or on

termination of the Contract.



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b. The Agency‟s rights in the area will be working as an agent of Discom to

“Implementation of Enterprise Resource Planning (ERP) system in Jaipur

Vidyut Vitran Nigam Limited Under IPDS”

4.23 CONTRACT AGREEMENT

a. The Contract shall set out specific events of default by one party that will entitle the

other party to terminate the Contract. The party committing an event of default, which

is capable of being remedied, will be given a reasonable opportunity to remedy the

default.

b. The Contract can however be otherwise terminated by either party by giving six-month

notice and on terms to be mutually agreed which may include payment of suitable

compensation for losses suffered by the other party due to such termination.

c. Agency shall indemnify Discom against any claims, demands, costs and expenses

whatsoever which may be made against it, because of failure of the Agency or its

representatives in the performance of their duties and negligence, any accident or injury

to any person.

4.24 IMPLEMENTATION AND ROLLOUT SCHEDULE

Sr.

No.

Activity Timeline

1. Project Preparation

Project Goals & Objectives. Project Organisation, Standards and committee. Implementation Strategy. Kick-off Meeting

Detailed Project Work Plan/ Inception Report for Design Project Charter

Project Preparation and Project Plan Sign-off

15 Days from Letter

of award.

2. Business Blueprinting

AS IS Study System Requirement Specifications

List of Gaps Developmental Needs Business Blue Print Finalisation

75 Days from

Project preparation

sign off.

3. Customisation

Functional Requirement Specification Technical Requirement Specification

Development & Test server Installation Customization and developmental Activity DR and DC Readiness

120 Days from

business blue print

finalization.

4. Demonstration of Customized Solution

Demonstration Incorporation of JVVNL suggestions

30 Days from

customization

finalization.

5. Rollout

Installation of all Requisite Servers Installation of Workstations at different offices of JVVNL Training

120 Days from

successful

demonstration of

customization.

6. Hyper Care Phase (Post Rollout) and Go-Live Six Months

7. AMC 3 Years after Go

Live.



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4.25 MODE AND TERMS OF PAYMENT

Total Project Cost shall comprises of two components, i.e. 4.25.1 and 4.25.2 with

payment mechanism below

4.25.1 Supply, Installation and Implementation

This is cost for Supply, Installation and Implementation of Hardware, Software, Licenses etc., cost of items mentioned in Section A, Section B and Section C of BOQ.

4.25.1.1 Payment of Supply and installation cost shall be done in four phases.

i. Business Blue Printing Phase ii. Customisation Phase iii. Rollout Phase

iv. Hypercare and Go-Live Phase

a. Business Blue Printing Phase

(i) 10% of the total cost of supply, installation and implementation of Hardware, Software Licenses shall be paid after Business Blue Print finalization and approval by JVVNL as project mobilization advance.

(ii) This mobilization advance shall carry an interest at the highest rate

of interest on which JVVNL borrowed (currently 10.75% p.a.) (iii) This mobilization advance shall be deducted from subsequent

invoices at the rate of 10% from each invoice amount.

b. Customisation Phase

(i) Bidder shall customised the ERP solutions on the development

licenses.

(ii) 20% payment of the total cost of supply, installation and implementation of Hardware, Software Licenses shall be made after completion of the customisation and demonstration to JVVNL of the ERP solution on development licenses.

(iii) All the issues reported/suggestions by Discom shall be incorporated in the solution before release of this part of payment.

c. Rollout Phase

(i) 50% payment of the total cost of supply, installation and implementation of Hardware, Software Licenses shall be made after complete and successful rollout of the ERP solution in entire JVVNL

on written confirmation from JVVNL. (ii) The bidder shall deploy the all the requisite software along with

licenses and hardware as defined in the RFP. (iii) The complete rollout of the system shall be done after testing and

acceptance of the ERP solution by JVVNL. (iv) The bidder shall also provide requisite training during the rollout.

d. Hypercare & Go-live Phase

(i) Balance 30% payment of the total cost of supply, installation and implementation of Hardware, Software Licenses shall be made after successful operation of ERP solution in JVVNL for a period of six months from the date of rollout of the complete system in Jaipur Discom.

(ii) During this period, the bidder shall provide hyper care as defined in RFP.

(iii) The system will be said Go-Live after end of hyper Care period as defined in RFP.



Page 28 of 244

4.25.2 Annual Maintenance Contract

This is cost of maintaining the system (Hardware, Software, Licenses etc.) for a period of three years after Go-Live. Cost of item mentioned in Section D of BOQ.

4.25.2.1

(i) The payment of AMC charges shall be made quarterly at the end of each quarter after due verification of SLAs.

(ii) Annual Maintenance Charges shall commence after Go-Live.

4.25.3 The payment shall be made in the following manner

a. The agency shall submit invoice in triplicate to the Superintending Engineer (IT) or Nodal officer nominated by Discom, as per the mode of payment defined in RFP. The same shall be verified bythe designated committee

comprises of Superintending Engineer (IT), AO (IT) and COA (FM-WM) of the Jaipur Discom.

b. The invoice shall be accompanied by the following:

(i) Employee wise monthly wages statement.

(ii) EPF statements and challan.

(iii) ESI statements and challan.

c. Payment of applicable invoice shall be paid in following schedule.

(i) The designated committee shall verify the invoice within 15 days of

receipt of invoice and send the same to the Sr. AO (CPC).

(ii) The AO/Sr.AO (CPC) shall release the Payment within 30 days, after receipt of invoices. Complete in all respect as above.

4.26 PENALTIES/ SERVICE LEVEL AGREEMENT (SLA)

4.26.1 Penalty against Delay in Implementation/Phase Completion

Sr.

No.

Phase Allotted

Time

Penalty For Delay

1. Business Blue Printing

Phase

3 Months 0.25% per week or part thereof maximum

up to 5% of total cost of supply,

installation and implementation.

2. Customization Phase 5 Months 0.25% per week or part thereof maximum



3. Rollout Phase 4 Months 0.25% per week or part thereof maximum



The applicable penalty will be deducted from eligible payment of above phases (Business

Blue Printing or Customization or Roll-out). The Penalty will be calculated on the total

cost of supply, installation and implementation of Hardware, Software Licenses.



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NOTE: If the bidder fails to implement the ERP system in Jaipur Discom as per contract even in double of the implementation period (i.e. 36 Months) the bidder shall be debarred for a period of three years.

4.26.2 SLAs and Penalties during Hyper Care and AMC

All SLAs shall be monitored on monthly basis.

There shall be reports for measuring level of each service SLA.

Penalty calculated on each month on pro-rata basis (from the Annual cost quoted by

bidder) and shall be deducted from quarterly payment of AMC charges.

The Penalty on payment of Supply and installation part which is associated with

Hyper Care period shall be calculated as per SLAs.



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Sr.

No. Service Parameter

Minimum

Service

Level

Validation Penalty

1 Application Uptime Application Running 99.5% Reports

>=99.50 No Penalty

>=98.00

and <99.50

2 %

>=95.00

and <98.00

5 %

>=90.00

and <95.00

10 %

<90.00 No Payment

2 Desk Side Technical support

Services

Resolution of ticket logged

as per the Severity

definition chart

95% Reports generated from Ticket

logging system 1%

3

Server

Administration / Management

(Including ERP Application Server)

Rollout of patches (OS, infra

level) on workstations and

Servers after patch being

approved on test

environment.

98% Patch update report 0.5%

4 Database Administration services

MIS report of database

scheme, disk space, storage

and user role

99% Report 0.5%

5 Backup/ Restore Management

The Supplier should take

backup as per the backup

schedule defined by utility

100% Report of Backup Schedule

compliance Rs. 5,000/- per negligence.

Utility would periodically

(once a quarter on a

random day) request the

100% Report of Restoration test

success

Rs 5000/- per restoration test

failure



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Sr.


Minimum

Service

Level

Validation Penalty

Supplier to restore the

backup data

6

Incident management for ERP

Solution including all related

software / Hardware under current

solution.


in Incident Management

tool


logging system 0.5%

7 Ticketing

Management


in Incident Management

tool


logging system 0.5%

8 Problem

Management

Supplier shall analyse all

the incidents and provide a

root cause report every

month if there are more

than 10 incidents of the

same type.

Supplier shall take the

needed corrective action to

prevent further issues due

to the same cause.

100%

timely

submission

covering

all

incidents

logged in

that month

• Root cause report

• Incident report stating

problems faced by the users

• Document detailing

corrective action

5%

9 Change

Management

Resolution of Change

Management ticket logged

in Change Management

tool

99%

Reports generated from

Change Management

System

1%

10 Release

Management


in Incident Management 99%

Reports generated from Ticket

logging system 0.5%



Page 32 of 244

Sr.


Minimum

Service

Level

Validation Penalty

tool

11 Resource Management

Number of shift days for

which resource present at

the designated location /

Total number of shift

days

98%

averaged

over all

resources

designated

for SI

services -

calculated

on a

monthly

basis

• Attendance track

• Call Log

• Audit calls/

visits

Measured on a monthly basis

If the resource availability is less

than 95%, then payment shall be

deducted based on the pro-rata

basis.

(Total AMC cost per day divided by

nos. of persons deployed)

Further deduction Rs.2,000/- per

day per engineer / shall also be

made on account of loss of

utility/service

Resource provided is not as

per specified certification /

experiences

100% of

the

resource

given

Experience Certificate of AMC

personnel submitted by

Supplier to Utility

Per day deduction =

0.5 * (Monthly value for that

manpower as per SOR) / 30

NOTE:

Planned outages should be done twice in a year, with prior notice (at least 2 working days), not coinciding with normal working hours (08:00 to 20:00 Hours) should not coincide with the annual financial closing period (March –April).

In case of emergency outages, prior notice should be given at least 1 working day before Scheduled & Emergency downtime shall not be considered as a part of SLA.

Implementation of COTS ERP System in JVVNL Under IPDS TN-75


Page 33 of 244

4.25 GOVERNING LAWS AND JURISDICTION

The Indian Law shall govern the agreement. Only appropriate courts in Jaipur shall have exclusive

Court Jurisdiction to deal with any matter arising out of or relating to the agreement or otherwise.

4.26 JURISDICTION FOR LEGAL PROCEEDINGS

The contract shall be governed by the laws of India for the time being in force and be subject to

the court of competent jurisdiction at Discom HQ. All disputes, differences questions whatsoever

arising between the Discom and the agency upon or in relation to or in connection with the

Contracts shall be deemed to have arisen at Discom Head Quarter only and no court other than

court at Jaipur, Rajasthan shall have jurisdiction to entertain or try the same.

4.27 SETTLEMENT OF DISPUTES

In any time, any question, dispute or difference what so ever which may arise between respective

Discom and the Agency, the same shall be decided by CMD/MD of Discom, or by the settlement

committee constituted by him and shall be final and binding on both the parties.

The Discom have constituted settlement committee to settle the disputed cases. For the disputed

amount up to Rs. 3.00 Lac the case may be referred to the CE level settlement committee and if

the disputed amount is more than Rs. 3.00 Lac the case shall be referred to the corporate level

settlement committee. The non-refundable fees for referring the case to the settlement committee

are as given below or prescribed time to time:

• Reference fee for CE level settlement committee - Rs. 1000/-

• Reference fee for corporate level settlement committee-Rs. 3000/-

• Fee for review of cases by corporate level settlement committee- Rs. 5000/-

• The settlement committee fees as shown above or prevailing at that time shall be deposited

in cash with the concerned AO.

4.28 CONDUCT OF AGENCY STAFF

If any of the Agency‟s employees shall, in the opinion of Discom, is guilty of any misconduct or

incompetence or negligence, then if so directed by Discom, the Agency shall at once remove such

employee and replace him by an equally qualified and competent substitute.

4.29 LIEN

In case of any lien or claim pertaining to the work and responsibility of the Agency for which

Discom might become liable, it shall have right to recover such claim amount from the Agency.

4.30 FORCE MAJEURE CONDITIONS

If at any time during the currency of the Contract the performance in whole or in part be prevented

or delayed by reason of any war hostility acts of public enemy, civil commotion, sabotage, fire

floods, explosion, epidemics, quarantine restrictions, strikes, lockouts or acts of god (hereinafter

referred to as Events) then provided Notice and adequate proof of the production/dispatch having

suffered on account of these events is given within 21 days from the date of occurrence thereof the

provision of penalty Clause of this specification shall not be invoked by Discom provided further

that the deliveries under the contract shall be resumed, as soon as practicable after such event (s)

has ceased to exist and the decision of the Discom as to whether the deliveries have been so

resumed or not shall be final and conclusive provided further that in case the strike/lockout

prolongs beyond a period of seven days, the supplier shall immediately inform about the same to



Page 34 of 244

the Discom in which case the Discom reserves the right to procure the material equipment on order

or part thereof from any other source at the risk and cost of the supplier.

4.31 COMPLETENESS OF CONTRACT

The contract shall be considered completed on termination of the contract period after full handing

over of data, documents or material and clearing all dues towards the agency as specified in this

document and certified by SE (IT).

4.32 DEATH BANKRUPTCY ETC.

If the Agency shall die or dissolve or commit any act or bankruptcy or being a corporation

commence to be wound up except for reconstruction purpose or carry on hits, business under a

receiver, the executors successors, or other representatives in law of the state of the Agency or

any such receiver, Liquidator, or any persons to whom to the contract may become vested shall

forth-with given notice thereof in writing to the Discom and shall for one (1) month during which he

shall take all reasonable steps to prevent stoppage of the work have the option of carrying out the

Discom subject to his or their providing such guarantee as may be required by the Discom but not

exceeding the value of the work for the time being remaining relieve unexecuted provided however

that nothing above said shall be deemed to relieve the Agency or his successors of his or other

their obligations under the contract under any circumstances. In the event of stoppage of the work

the period of the option under this clause shall be seven (7) days only. Provided that, should the

above option be not exercised, the contract may be terminated by the Discom by notice in writing

to the Agency and the same power and provisions reserved to the Discom as mentioned in the

Tender in the event of taking the work out of the Agency‟s hand‟s shall immediately become

operative.

Change of name of the Agency at any stage after Bidding Process, the Discom shall deal the same

as per prevailing rules of the Discom.

4.33 GUARANTEE AND REPLACEMENT OF DEFECTIVE/DAMAGED MATERIAL

The equipment‟s supplied should be guaranteed for their performance for the entire contract

period. The equipment found defective within the above guarantee period shall be

repaired/replaced by the supplier free of cost within one month of receipt of intimation.

4.34 RULES AND REGULATION

The job shall be carried out as per the rules, regulations as prevailing in Discom, which shall be

made available to the Agency. These rules and regulations may be modified by Discom from time

to time and would be intimated to the Agency for incorporating during the currency of Contract.

The Agency will also follow the labour regulations and the directions of Government and other

authorities enforcing the regulations and comply with any other relevant legislation in force from

time to time.

4.35 FAILURE TO EXECUTE THE CONTRACT

Agency failing to execute the order placed on them to the satisfaction of Discom under terms and

conditions set forth therein, will be liable to make good the loss sustained by the Discom,

consequent to the placing of fresh orders elsewhere at higher rate, i.e. the difference between the

price accepted in the contract already entered into and the price at which fresh orders have been

placed. This is without prejudice to the imposition of Penalty/ Liquidated Damages and forfeiture of

Performance Security.



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4.36 EFFECTIVE RECOVERIES

Any loss, arising due to non-fulfilment of this contract or any other contract, will be recovered from

the Performance Security held and or any other amount due to the Agency from the Discom from

this Contract as well as from other contracts.

4.37 CLIMATIC CONDITIONS

The system are for use in various geographical area of respective Discom and should be

satisfactory for operation under tropical conditions of Rajasthan and shall be able to maintain the

desired output and withstand a wide range of temperature & climatic experience in the area under

scope.

The ambient temperature will be within the range of + 0O C to + 55 O C.

The altitude will be less than 500 metres.

The maximum & minimum atmospheric humidity will be in the range of 95% and 10%

respectively.

Average Number of thunderstorm days per annum is 65.

Average Number of dust storm days per annum is 15.

Average Number of rainy days per annum is 65.

Average annual rainfall is 100 cm.

The climatic conditions are prone to wide variation in ambient condition and equipment‟s offered

under this specification shall be suitable for installation at any of the location in the area of Jaipur

Discom.


SECTION5: SCOPE OF WORK

Page 36 of 244


5.1. GENERAL REQUIREMENTS

The scope of services of the (Bidder) covers providing database and application servers, conceptualization and development of any standard ERP Product with good credentials in the electricity sector, based on redesigned processes, testing the solution, training the core team and users, data conversion/digitization, post-roll out support with hyper care of six months. The Bidder shall also arrange for the hardware required ERP Licenses for development phase and the initial training of the core tea.

Bidder would be required to supply development licenses or limited number of licenses (as agreed with JVVNL during implementation) for the suggested ERP solution during implementation phase. Supply of ERP licenses shall made staggered during implementation phase or as suggested by JVVNL. Ownership of ERP license , Hardware & any other software and hardware which is part of

current RFP, shall be with Bidder till Successful Go Live of the complete Solution, till Such time any cost such upgradation / AMC / damages or any other overhead cost shall be borne with Bidder.

The following table is provided to give a rough understanding of the user base and the type of departmental users who will be accessing various modules. However the same is only to obtain an initial understanding, and the number of licenses to be purchased at each stage shall be agreed mutually between the Purchaser and the selected Bidder. 5.1.1. ESTIMATED USER LICENSES REQUIREMENT

License Type

Approximate

No of Licenses

Full ERP Application User

2000

Self Service Users

(executive category of officials (up to AE level))

850

Payroll Users

(All Employees)

28000

Above License Quantity is indicative.

All the licenses shall be enterprise wide without any limitation to number of users, as per licensing policy and growth factor defined in RFP.

5.1.2. FUNCTIONAL REQUIREMENTS

The following functional modules are envisaged to be covered in the COTS ERP Application (SAP or

Oracle) are:

Financial Accounting and Controlling

Materials Management (Purchase and Stores)

Human Resources and Payroll

Project Management Document Management System. Integration with existing Legacy Billing system using Process Integration.

The Following additional module should be available in the system for future expansion:



Page 37 of 244

Business Consolidation and Planning.

Business Intelligence / Dashboards. Enterprise Asset Management.

Bidder should consider additional 300 developments in addition to functional requirement specifications. The development shall include any forms, enhancement, workflow, conversion programs, interface, apps, report and customisation (Standard customisation of ERP product not

included). 5.1.3. GEOGRAPHICAL REQUIREMENTS:

The proposed ERP application is envisaged to be implemented in Jaipur Discom HQ for entire license area of JVVNL. Bidder would be required to travel to this area at all locations below during different implementation phases such as requirement gathering , user training , hand hold users as well as during support phase or as desired by JVVNL.

Geographical Location for Jaipur Discom and its O&M circles is as under:

Zonal Offices 3 - Bharatpur , Jaipur and Kota

O&M Circles 13 – Alwar, Baran, Bharatpur, Bundi, Dausa, Dholpur, Jaipur City, Jaipur District, Jhalawar , Karauli, Kota, Sawai Madhopur and Tonk.

Approximate Offices of Jaipur Discom 265

5.2. BUSINESS VOLUMES AND PERFORMANCE REQUIREMENTS

Bidder should consider following response while suggesting solution hardware and software as a holistic solution. Process operations response times (end to end) are required of no less than:

90% of online update transactions of 2 seconds to commit transactions with sub second

screen response times. 90% of online simple query of 3 seconds. 90% of online complex query 4 to 8 seconds. Batch operation such as salary generation, accounts compilation, budget, etc. should not be

more than 5 minutes for one sub division (approx. 50- 60 employees in one subdivision) with peak load.

Response time for processing operations defined as the time it takes for the process to

complete from the time it has been requested to run. Peak load currently is between 10am to 12pm and 1pm to 3pm, mostly with online transactions and around 50 (to be modified as per requirement) concurrent users across the entire organization.

5.3. TECHNOLOGICAL REQUIREMENTS

Solution that is fully integrated across modules and covers all the functionality as given in

the detailed functional requirements through a single application that has proven integration and has tools to easily deploy the applications.

A scalable system that there is enough room for growth to meet the future requirements. To meet the Scalability requirements Horizontal scalability, vertical scalability or a combination of both can be used.



Page 38 of 244

Proposed ERP must be based on open-standards approach, similar to SOA so that it improves IT productivity and business value at the same time. At the heart of approach to

SOA should be the concept of highly integrated Web services, combined with business logic and harmonized semantics that can be accessed and used repeatedly to enable end-to-end business processes.

Process integration can be suggested as a part of technology architecture to enable connectivity and integration between legacy applications, any customized applications and business partner solutions.

Solution must be backed by adequate security mechanisms, such as firewall and proxy servers, that need to be in place to protect the network from external threats.

The solution must also take care of highest System availability and integrity measures such as backups, security, data and server redundancy, hardware, architecture, and disaster recover procedures. Some other features are listed as under:

ERP Solution should also have Implementation/Support tool, which is integrated seamlessly

and will be used during the implementation life cycle to carry on the critical activities of the project.

As a security procedure, only such a tool shall be the window for 24/7 support to resolve product related issue resolution activities by the ERP Vendor.

The ERP solution should support various user interface options like Portal, mobile and user friendly forms for offline mode also solution must provide flexibility on Database

management and Operating System. 5.4. PROJECT MANAGEMENT METHODOLOGY & TOOLS

Bidder must carry out the implementation based on proven methodology as suggested by respective OEM or any suggest and improvisations needed to address the requirements stated in this Bid document or any tools proposed by the Bidder.

Bidder should enlist various tools which they are going to use during implementation period

and cost of using of the any tools shall be borne by the Bidder.

5.4.1. TRAINING STRATEGY

Develop a Training Strategy and a detail approach for providing training to the various categories of users.

5.4.2. SOLUTION DESIGN STRATEGY

The Solution Design Strategy developed by Bidder should be based on the following: Analyse the current processes and documentation available processes and the FRS. Conduct a standard gap analysis for requirements and map them to features of the ERP to

arrive at enterprise level gap analysis report for Customisation/ Workarounds /Configuration requirements.

Identify process/policy/MIS changes required to be undertaken for implementing the solution

and the business case for such changes.

5.4.3. INTERFACE STRATEGY

Develop an Interface Strategy describing interface points between the ERP SOLUTION and the legacy/ new applications. Develop a Data Conversion Strategy describing the data elements that would need to be converted and the process that needs to be followed for the

same. 5.4.4. RISK MANAGEMENT

Risk Management Strategy to identify and categorise the project risks along with the risk management process with approach and mitigation plan



Page 39 of 244

5.4.5. DELIVERABLES AND REPORTING

Manage the delivery of all deliverables and the activities that go in making of the deliverables.

At a minimum, the Bidder will submit a written progress report every week to the JVVNL. Continuously report the exceptions and critical issues that need immediate attention and

also detail the proposed time & mechanism to resolve the different category of issues. Update the Project Management & Steering Committee members in the respective meetings

to be held every month. The venue, date and time of the meeting shall be decided mutually. Interact with the other entities such as the ERP product vendor. For all practical purposes,

JVVNL may treat the successful Bidder as an agent of all other entities involved. On an aggregate basis, the Bidder will be responsible for successful completion of the ERP SOLUTION Project.

5.4.6. BROAD LEVEL RESPONSIBILITY MATRIX

S. No Activity

Primary Responsibility

Secondary Responsibility

1 Study all the business processes and arrive at a list of processes, which would be covered by the ERP Solution implementation.

Formulation of AS- IS Document

Bidder Discom

2. Solution Architecture , Process re orientation & To – Be process document

Bidder Bidder

3

Configuration / Customisation / Integration with Legacy systems along technical as well functional document

Bidder Bidder

4. User Acceptance Testing / UAT scripts Bidder Bidder

5. Integration testing / Regression Testing Bidder Bidder

6. Core User Training Bidder Bidder

7. End User Training Bidder Bidder

9. Cut Over Strategy Bidder Bidder

10. Data formulation for conversion JVVNL Bidder

11. Data Conversion for JVVNL Bidder JVVNL

12. Support after Go Live Bidder Bidder



Page 40 of 244

5.4.7. PROJECT DELIVERABLES

Bidder shall be required to adhere to below acceptance of Work Product and deliverables based on responsibility.

1. Project Management

Deliverables Weekly Status reports in Agreed Format

Acceptance Criteria Project Schedule Sign Off by Discom.

2. Project Kick Off

Deliverables Minutes of Kick off Meeting

Acceptance Criteria Concurrence with Minutes.

3. Developing Project Plan & Establishing Project Infrastructure

Deliverables Minutes of Kick off Meeting

Acceptance Criteria Concurrence with Minutes.

4. AS-IS & TO- BE Study / Process flow charts

Deliverables Documentation of AS-IS Process and validation of the same by

the Business Process owners and business function heads,

defining Key Process Indicators for successful project and

achievement plan for the same.

Acceptance Criteria Sign-Off from Business function heads

5. Overall Product Presentation

Deliverables Documentation of AS-IS Process and validation of the same by

the Business Process owners and business function heads,

defining Key Process Indicators for successful project and

achievement plan for the same.

Acceptance Criteria Sign-Off from Business function heads

1. Training

Deliverables Presentation on L2 Training , Training Material , exercises , daily

module specific tests , trainer evaluation.

Acceptance Criteria Presence of all Core team member, Champion users and

completion oftraining as per desired quality (which will

PHASE: PROJECT PREPARATION PHASE

PHASE: BUSINESS BLUEPRINTING PHASE – BBP



Page 41 of 244

depend on rating of the trainer by the core team ).

2. Workshop on ERP Organisation structure to give an idea about the ERP Organisation

elements

Deliverables Presentation by Bidder on ERP Org. Structure to Business

function heads, business process owners and Core team

member.

Acceptance Criteria Presence of all Business functions heads, business process

owners and core team members.

3. ERP Organisation structure Finalisation

Deliverables ERP Organisation Structure

Acceptance Criteria ERP Organisation structure frozen must fulfil the current ERP

organization process / reporting / consolidation requirements as

well must be scalable w.r.t. Future needs

4. To- BE Process (Process Workshop) , Business Blueprinting for all Modules

Deliverables Business Blueprint Document, swim lanes / Process flow charts,

Gap Management, Reporting requirement document.

Acceptance Criteria Business blueprint document should fulfil stated current as well

as future business need , must incorporate ERP best practices

,must clearly indicate the gap management and approach to

handle the RICEF (development ) requirements of the

organization

5. Top Management Training / Senior Management Workshop

Deliverables Top Management workshop for To – be process Mapped , gaps

and resolution of gaps

Acceptance Criteria Attendance and sign off by Top Management

6. Master and Cut Over data collection templates, defining of the data requirements , writing

data extraction

Deliverables Data collection templates, data coding structure document and

approach. Development of data extraction programmes.Data

Migration strategy

Acceptance Criteria Must be able to fulfil capturing of all required master/reporting

related data and configurationally data for various business

processes.

6. Master and Cut Over data collection templates, defining of the data requirements , writing

data extraction

Deliverables Data collection templates, data coding structure document and

approach. Development of data extraction programmes using

suitable tools. Technical refining of master data. Data Migration



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strategy

Acceptance Criteria Must be able to fulfil capturing of all required master/reporting

related data and configurationally data for various business

processes.

7. Activities on Change Management

Deliverables Workshop on change management at various sites based on

frequency and intervals decided between the 2 project

managers, conduct a survey for Discom‟s various circles,

divisions, sub divisions and its offices. Submit a report to

Highlight likely change management issues and ways of

resolving them for Discom‟s change management.

Newsletters

Change Management Games and Quizzes.

Change Management Approach Document.

8. Establishing Various Test Environments during BBP and realisation phase with backup and

disaster recovery management of key servers including production servers.

Deliverables Installation and testing of all related servers as a part of

standard ERP implementation methodology whether based on

ASAP or AIMS client creation (test client to enable testing of

configuration)

Setting for Disaster recovery site, conduction of disaster

recovery tests, documentation of disaster recovery scripts,

formation of disaster recovery teams, preparation of back up

and restoration strategy and ensuring the same successfully.

Getting Products Certifications from Product Vendors.

Acceptance Criteria Configuration completion of respective server at each stage and

completion of testing by consultant team before releasing the

server for core team testing.

9. BBP Audit by Experts (Internal Team)

Deliverables BBP Audit report with findings, recommendations and best

practices.

Acceptance Criteria Agreement between the Sr. Consultant / Auditors of Bidder

team, Discom‟s business function heads, business process

owners and core team.

1. Baseline Configuration and identification of interfaces to ERP

Deliverables First cut configuration of proposed ERP.

Acceptance Criteria Configuration to have top level reflection of desired functionality

as per fit / gap analysis document.

PHASE: CUSTOMISATION PHASE



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2. Final Configuration

Deliverables 95% Completion of Configuration / Customization of all required

Modules in all respects as identified during BBP Phase. 95%

Completion of all development (WRICEF) as identified during

BBP Phase.

Submission of all document such as configuration Document,

technical document, Functional Specification and Technical

Specification.

Acceptance Criteria Desired functionality as per fit/ gap analysis document is

reflected in each module. This will be accepted after final

Configuration Audit prior to the start of Integration testing.

3. Development of Programs , Utilities & Enhancement for Data Migration

Deliverables Development of Programs & Utilities such as (BDC, LSMW ,

BAPIs) , conversion programmes and utilities as per functional

scope.

Test result completion document.

Acceptance Criteria Successful Upload testing results during verified by Core Team

during UAT.

UAT Sign off document for Upload Programs.

4. Training on Upload Programs / Utilities

Deliverables Formal Hands on training to all Core users along with end user

upload documents and videos.

Acceptance Criteria Ability to Upload records independently by core team members /

data conversion team.

5. Unit Testing , Integration Testing , Regression Testing and User Acceptance Test

Deliverables Unit testing, integration testing & regression testing for

processes of all modules based to mutually agreed test plans/

scenarios which includes negative test plans for developments

as well. Recording of all test results as per agreed test scripts /

scenarios.

Acceptance Criteria Successful completion of Unit testing, Integration testing as well

as regression testing based on agreed test scenarios for each

processes / Module independently.

5. System Related Testing

Deliverables Stress Test, Performance test, Failure and Disaster Recovery

test, Back up & Restoration of Data.

Test Scripts based on various scenarios, Acceptance Criteria &

Back up Strategy document. Recording of results for all tests,

Acceptance Criteria Successful completion of all tests by System Maintenance team



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of Discom or by team identified by Discom.

1. Establish Production Environment / Pre Production Environment

Deliverables Readiness ERP system Production System and Pre production

environment (Optional) with all Configuration and customisation

/ Development as Processes

Completion Report on Production Server Readiness.

Acceptance Criteria Running Complete Pre Production and Production Server.

2. Data Migration to Pre-Production Client

Deliverables Migration Master and Cut over data by extracting uploaded data

reports from ERP tables and Standard Reports.

Data of last 5 years must be migrated and validated for HR and

HR Payroll.

Completion report for Pre-Production as well as Production

Environment against all acceptance criteria.

Acceptance Criteria Matching of below Values in Pre-Production Client before data

migration to production environment :

Trial Balances, Balance Sheet, Vendor Balances, Customer

balances, Vendor advances, Customer advances, Asset Master

and All data related to employees and as per any other

requirement by Discom.

3. End User Training

Deliverables End User Training Plan & Conduction training for all users.

Training module for end user (1 Hard copy for each user.)

Training Videos for end users.

Acceptance Criteria Conclusion of training, end user documentation to reflect

navigation paths.

4. Cut Over Strategy Workshop

Deliverables End User Training Plan & Conduction training for all users.

Training module for end user (1 Hard copy for each user.)

Training Videos for end users.

Acceptance Criteria Conclusion of training, end user documentation to reflect

navigation paths.

1. Production System Readiness for Go Live

Deliverables Check List* for Go-Live and a production ERP system ready for

use from both technical as well functional stand Point.

Acceptance Report

PHASE: ROLL-OUT PHASE

PHASE: HYPER CARE & GO LIVE



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Acceptance Criteria Availability of Production System.

2. Data Validation and Go Ahead for Go-Live

Deliverables Master and Cut Over Data Validation sign off document by

the business functions heads.

Validation of ERP Trial balances , Balance Sheet , Vendor

Balances , Customer balances , Vendor advances , Customer

advances , Asset Master and All data related to employees

and as per any other requirement by Discom and sign off on

the Date of Go Live.

Acceptance Criteria Verification on the No of records in the system and

qualitative sampling of the record uploaded.

Tallying of ERP Trial balances, Balance Sheet, Vendor

Balances, Customer balances, Vendor advances, Customer

advances, Asset Master and All data related to employees

and as per any other requirement by Discom against legacy

system.

*Indicative Check List

Sr. No Parameter Compliance (Yes/No)

1. . To-Be process implemented in system

2. System is ready as per technical requirements

3. System is ready as per functional requirements

4. Data Migration completed

5. Digitization of Data completed

6. Data verification completed

7. All requisite Training provided (Training Chart along with

participants to be checked)

8. All Field issues all resolved

9. All requisite testing and verification completed

10. Help Desk created

11. Manpower for support deployed

12. All Hardware and software as per agreed deployed

13. All modules have been verified by respective department and

sign off is in place

14. Pattern of issues reported during hyper care period is

indicating system is stabilize

5.4.8. INFRASTRUCTURE REQUIREMENTS:

a) All software components must be available and deployable on all OS platforms (if not should to mentioned in Bid available deployments to account for both planned and unplanned downtime. Planned downtime could be due to hardware upgrade/refresh, software patching/upgrades or application version or database schema changes. Unplanned downtime could be due to memory corruption, disk failures, hardware failures, server failures or site failures documents)

b) All software components and products should provide out-of-the-box functionality with

minimum customisation or implementation to fulfil the required functionalities for the proposed solution as well as supporting software components.



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c) All software components and products should possess a clear upgrade path for follow-on releases with backward compatibility.

d) All software applications should be web-based and multi-tier applications supporting clustering, load balancing, redundancy, high-availability, scalability, and fail safe operation.

e) All software applications should provide native support of web services and provide appropriate APIs for the purposes of integration as well as functionality extension or enhancements as may be required to fulfil special functionalities.

f) The architecture should be designed for extensibility and scalability.

g) The infrastructure (database, application servers and web servers) must support highly scalable. Allow server capacity to be scaled near linearly without making any changes to the data and applications.

5.4.9. PROFILES OF TEAMS

The selected Bidder has to deploy a specialized and trained team for the successful and timely

completion of the Project. It is therefore desirable that the key personnel in the team have the following Roles and the minimum qualification and work experience are detailed below

a) Program manager

b) Technical Architect

c) Project Manager

d) Change Management Track Lead

e) Functional Track Leads:

f) Technical Track Leads:

g) Consultants

h) DBA

Role

Profile

Program Manager 1. Should have program managed at least 10 ERP projects 2. Experience in Public Sector Industry ERP implementation is preferred. 3. Should have good program management skills, relationship management skills and strong leadership qualities.

Project Manager 1. Should have project management experience in implementation/under implementation of the ERP product in Power Distribution 2. Should have good project management skills, relationship management skills and strong leadership qualities. 3. PMP or equivalent certification is preferred

Technical Architect 1. Should have experience in designing and implementing „n‟ tier architecture and integrating with the proposed ERP product 2. Should have experience in implementation/under implementation of the ERP product in Power Distribution 3. Should have the relevant academic qualifications (e.g. B.E/MCA/MBA)

Change Management

Track Leads

1. Minimum 3 projects as Change Management lead in a large organization

(over 2000 employees). Minimum 1 project as Change Management lead in an ERP implementation 2. Should have good analytical skill and experience in managing change emerging from implementing standard ERP product.

Functional Track

Leaders

1. Experience in implementation/under implementation of the offered ERP in

Power Distribution company is preferred 2. Experience in India localization. 3. The Finance track Leader should have the relevant academic qualifications (e.g.CA/MBA-Finance/ICWA) 4. Certification by the ERP Product Vendor preferred.



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Technical Track Leads 1. Should have led technology and infrastructure track in the offered ERP implementation project. 2. Should have the relevant academic qualifications (e.g. B.E/MCA/MBA) 3. Certification by the ERP Product Vendor preferred.

Consultants (Functional / Technical

1. Should have ERP implementation (full cycle) experience on the respective module of the offered product suite.

2. It is preferred that the consultant is certified by the ERP product vendor on the respective module.

The bidder shall submit the details of experience with proof as per the format. Discom reserves the right to interview the bidder (which has won the BID) team members selected by the bidder as part of the ERP implementation team. On interviewing, if the team member is found unsuitable, then Discom would request bidder to replace with another team member with the same profile.

5.5. HYPERCARE SUPPORT

Hyper care Support shall be till the completion of 6 Months post successful declaration of Roll-Out for all modules of ERP solution.

Bidder shall setup and manage the helpdesk and all provisions during Hypercare support as suggest in this document.

During hyper Care Support period bidder to require to depute implementation team at Jaipur

Discom so that transition from hyper care support period to three years support period is smooth.

5.6. ANNUAL MAINTENANCE SUPPORT

Providing onsite post implementation support for a period of three years after complete Go-Live for all components of the ERP solution. The support will cover all user level queries, fixing

bugs in application, changes to configuration of application if required, patch updates and

providing latest version (upgrades) of application, data base and OS software and retraining as defined above.

Bidder shall setup and manage the helpdesk during the entire post go-live support. Setting up support HELPDESK (for all components of the proposed ERP Solution) at Discom Data Centre and Disaster Recovery Centre by Bidder to manage post full Go-Live support. Bidder would

manage the Helpdesk through-out the contract period. Necessary infrastructure for Helpdesk in terms of Computers, software, Printers and Scanners would be arranged by Bidder. Telephone lines and internet facility for the helpdesk would be provided by Purchaser.

Bidder is expected to provide Discom with the guidelines in setting up and managing such helpdesk including the processes to be followed in loggingrequest for assistance, assigning requests to specific helpdesk individual, recording resolution and tracking the overall time frame from logging a call to its resolution.

Bidder will also provide a description of their teams that would be set up for this purpose along with their roles, job descriptions and profiles of key individuals.

Bidder will ensure that three personnel are available at any given point in time on 12X7 basis

for helpdesk support at both DC & DR sites, and 2 functional consultants on 12X6 basis for the on-field support at Jaipur Discom to handle day to day issues.

In some cases, support staff would be required to travel to remote locations on need basis.


SECTION 6: FUNCTIONAL REQUIREMENTS

Page 48 of 244


Detailed functional requirements for the following modules along with other related reporting

and Department linked functionalities have been provided in Functional Requirements table

below.

a. Financial Accounting and Controlling

b. Materials Management (Purchase and Stores)

c. Human Resources and Payroll

d. Project Management

As an overarching functional requirement, analytical tools and capabilities in above modules and

Document Management System (DMS) will also have to be provided.

The functional requirements are defined with a criticality level. The criticality levels are defined

as below:

Vital

Vital criticality is the one that is extremely important for the department and all

such functionalities must be integral part of the proposed system. These

features (functionalities) need to be available in the proposed solution.

Essential

Essential criticality is the one that is important for the department and all such

functionalities must be part of the proposed system. These features

(functionalities) need to be available in the proposed software.

Desirable

Desirable criticality is the one that is good to have for the department and all

such functionalities must be provided during the time of implementation. These

features (functionalities) may not be existing in the proposed software but

should be made available at the time of implementation.

The Bidders are require to provide their reply on the response column of each row in FRS Table

using the appropriate response codes defined below:

Response Code Response Description

CA Core Application Functionality available in the core

application

CZ Customisation

Functionality available through

customisation / coding within the

application

TH Third Party Functionality available through

addition of third party applications

NS Not Support Functionality not supported

The Bidder may please note that the functional requirements mentioned here are for the purpose of

having basis business requirements of proposed ERP modules and not to construe that this is

exhaustive requirements of the ERP modules. It is clarified that idea behind giving the functional

requirements in the RFP was to facilitate the prospective Bidders with the “AS-IS” functions of the

JVVNL. However, the given functional requirements are just indicative. The selected Bidder as part

of the scope of work will have to conduct the “As-IS” study for catering the actual functional

requirements. On the basis of such requirement gathering, the final system will be designed.



Page 49 of 244

However JVVNL reserves the right to amend/edit/delete or add one or more sub modules upto the

end of contract period without any cost implication to JVVNL.



Page 50 of 244

6.1. FINANCIAL ACCOUNTING AND CONTROLLING MODULE

Sr. No Process Sub- Process Functional Requirement Specifications Additional

Information

Criticality (Vital /

Criticality / Essential)

Response to FRS (CA: Core

Application; CZ: Customisation;

TH: Third Party;

NS: Not

Supported)

General

1 Financial

Accounting Accounting

Multiple books of accounts for various purposes: (No Parallel Books, but involves multiple regulation) 1. Companies Act as per Indian GAAP 2. Cost Accounting 3. Indian tax laws

4. Applicable accounting standards, rules and regulations in India

Vital

2 Financial


Structure the General Ledger code block as Company/Entity, Project Account, Cost centre, Activity etc. (Please specify each of these

segments together with their length and order within the code block.)

Account Code 31.XXX/37.XXX etc.

Vital

3 Financial


Uniform Chart of Account (COA) structures serving all units with facility to merge accounts for consolidation

Uniform Vital

4 Financial


Maintain the account-numbering scheme. The scheme can use alpha characters, numeric characters, or both.

Vital

5 Financial


Maintain Subsidiary Companies, Cost Centres, Profit Centres, and Activities. Data maintained

includes Name, Description, and Valid Account ranges for posting.

Vital

6 Financial


Maintain individual accounts. Data maintained includes Name / Description, Classification (Assets, Liabilities, Income, Expense, or

Statistical), Status (Active or Inactive), Analysis code(s) (These codes are used to group accounts)

Vital

7 Financial Accounting Control creation of new account/modifications Essential



Page 51 of 244

Sr. No Process Sub- Process Functional Requirement Specifications Additional Information





TH: Third Party; NS: Not

Supported)

Accounting made to COA

8 Financial

Accounting Accounting Import/export facility for COA creation Essential

9 Financial


Provision to group different accounting groups for reporting purpose depending upon Indian GAAP requirements through drag and drop facility

Right now only one balance

Vital

10 Financial


Accrual based accounting – Record the liability /

receivable transaction, as also the payment /

receipt transaction.

Vital

11 Financial


Provision to maintain multiple General Ledger Calendar. For each financial year, define the start and end dates of each accounting period and the status of the accounting period.

Essential

12 Financial


Provision to change financial year start date and end date

Essential

13 Financial


Closure of financial books:

Essential

1. Periodic closing of books without passing

entries in main books

2. Automatic closing and opening entries on closing of books

3.Entries pertaining to a period to be passed in

next period (for closing purposes

14 Financial


Provisional entries (Multiple memorandum books) for periodic closing of books:

Reverse and new issue presently.

Editing based on authority desired

Essential

1. Transfer of balances from one set of books to a

parallel set of books as required by user

2. These entries should not impact the financial books if desired by user

3. Back-dated entries can be made in the memo book maintained for periodic closing

4. Allow change in amount in an authorised voucher in the memo books (e.g. Change in the balance in an account on the basis of which a provision has been made and hence, the provision amount needs to be changed)

5. Auto-reconciliation between different books and MIS Reports Impact on cost centres and profit centres of entries in Memorandum books

15 Financial Accounting Ability to setup an adjustment period. Essential



Page 52 of 244







Supported)

Accounting

16 Financial


Ability to generate provisional accounts statement before final Closing

Vital

17 Financial


Ability to provisional closure of accounts by cost centre, profit centre or any other office separately as defined by the user

Vital

18 Financial


Track postings to the adjustment period

separately. Essential

Allocation code

1 Cost

Accounting &

Controlling

Controlling & Allocation

Allocation codes can be used in place of a GL code block value when entering GL transactions. The allocation code specifies how the amount entered

is to be distributed amongst many GL code block values.

Account Code used Essential

2 Cost

Accounting & Controlling


Allocation methods can include fixed amount, percentage-based, percentage value of other account(s), statistical account-based, and formula based (user defined).

Right now there is No Common exp. In HO

Desirable

3 Cost


Controlling &

Allocation

Perform Allocations to spread amounts in one or

more accounts Across other accounts. Essential

4

Cost



Perform Chain Allocations.

Essential

5 Cost



Perform allocations for reporting purposes without affecting the actual account balances.

Essential

Currencies

1 Financial

Accounting Accounting Maintain multiple currencies

INR only Foreign payments on ad-hoc basis and less

transactions

Essential

2 Financial


Several exchange rate types can be defined. For example spot, weighted average or historical.

Actual Rate Essential

3 Financial


Ability to define rules for conversion of foreign exchange transactions and balances

Essential

4 Financial


Maintain exchange rates between each currency

used in the system. Essential

5 Financial Accounting Compute the unrealized gain/loss on foreign Essential



Page 53 of 244







Supported)

Accounting currency transactions at user-defined frequencies.

Journal entry/posting Journal Structure

1 Financial


Each journal contains a journal type, indicating the source of the journal (e.g. from accounts payable, accounts receivable, general ledger, fixed assets, material management). User defined journal types for data imported from legacy /

custom systems.

Presently account Code basis only.

Desirable

2 Financial


In addition to the journal type, an analysis code can be attached to the journal to further describe its purpose.

Desirable

Journal functions

1 Financial


Define Journal approval hierarchy with respect to various levels, financials, approval authority etc.

I - Dealing Assistant (Preparation)

Vital

II – Accountant (Checking)

III – Account Officer (Passing)

2 Financial


Allow modification of the Journal approval work

flow Essential

3 Financial

Accounting Accounting Facility to add, delete, modify the journals. Essential

4 Financial


Validation of code block values is done at journal creation time The journal cannot be submitted for

posting unless a valid code block value is

recorded.

Essential

5 Financial


Notes in the form of text, documents, pictures, web links etc. can be attached to journals to fully describe the reason for raising the journal at

journal and journal line level.

Desirable

6 Financial


Provision to interact with attached document scanner for automatic attachment of invoices or any other document.

Desirable

7

Financial


All journals are effective-dated, allowing posting

to any open Essential

Financial Accounting

Accounting accounting period ( Including Prior and Future periods )



Page 54 of 244







Supported)

8 Financial


When business transactions occur between companies, the associated journals automatically debit or credit the appropriate inter-company clearing accounts.

Essential

Types of Journal

1 Financial


Maintain Reversing Journals; these journals automatically reverse in the following accounting

period. E.g. provision entries.

Essential

2 Financial


Maintain Recurring Journals; recurring or standing journals are used to record business transactions that are repeated regularly. The code block values and the amounts do not change.

Essential

3 Financial


Maintain Template Journals; these journals have

the account details and amounts need to be filled. Desirable

Budgetary control

1 Cost


Budgetary Control

Provision for preparation of capital and revenue budgets

Vital

2 Cost


Budgetary

Control

Provision for preparation of budget as per cash

and accrual basis Accrual Basis Vital

3

Cost


Budgetary Control

Support bottom-up (input at detail level) and top

down budgeting (budget at high level and then distributed to lower level).

Top-Down Vital

4 Cost


Budgetary Control

Provision to provide data for preparing budgets based on historical trends and committed obligations.

Essential

5

Cost


Budgetary Control

Provision to prepare the budget based on

historical trends, user inputs or a combination of both

Combination Essential

6 Cost

Accounting &

Controlling

Budgetary Control

Support multiple year rolling budget. One Year Only Essential

7 Cost


Budgetary

Control

Support budget version control (e.g. approved

budget and revised budget). Essential

8

Cost

Accounting &

Controlling

Budgetary Control

Control access to budgets for making modifications and inquiries.

Essential

9 Cost Budgetary Budget changes to be input by users to control Essential



Page 55 of 244







Supported)


Control updating to monitoring database after proper approval.

10

Cost


Budgetary Control

Ability to Freeze budgets. Essential

11 Cost

Accounting &

Controlling

Budgetary Control

Interfacing of budgets from Spreadsheets, legacy systems

Vital

12 Cost


Budgetary

Control

Set-up budgetary control as Absolute (Do not allow users to enter transactions exceeding the budgets), Advisory (provide warnings when actual exceed budget) or None (No control against budgets) by account.

Absolute If exceed budget, separate approval required

Vital

13 Cost


Budgetary Control

Provision should be provided to transfer from one budget account to other based on approval and defined work flow.

Vital

14 Cost

Accounting &

Controlling

Budgetary

Control

Factor in PR, PO and invoice commitments for

checking funds (budget) available. Vital

15 Cost


Budgetary

Control

On-line balances for determining funds (budget)

availability. Vital

16

Cost


Budgetary Control

Support registering and update of indented, committed or/and actual liability.

Essential

17 Cost


Budgetary Control

Provision to split the overall budget into budgets for headquarters, zones, circles, divisions and subdivisions; separately for capital and revenue

budgets.

Essential

18 Cost


Budgetary

Control

Provision to lock-in budget for loan repayments

(Principal and interest) Essential

General Reports

1 Financial

Accounting MIS Reports

Location wise and Expense head wise accounting of expenses

Vital

2 Financial


Provision to define continuous voucher numbers by voucher type; even if a voucher prepared has not been ultimately authorized

Essential

Standard reports

1 Financial MIS Report Standard/Statutory Reports Vital



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Supported)

Accounting

2 Financial

Accounting MIS Report

Statement of revenue (division, subsidiary companies and consolidated)

Vital

3 Financial


Statement of costs (division, subsidiary companies and consolidated)

4 Financial


Cash Flow Statement (division, subsidiary companies and consolidated)

5 Financial


Trial balance of general ledger accounts (division, subsidiary companies and consolidated)

Vital

6 Financial

Accounting MIS Report Transaction / journal and account listings Essential

7 Financial

Accounting MIS Report Cost Centre Reports Vital

8 Financial


Activity Reports (division, subsidiary companies and consolidated)

Vital

9 Financial


Budget Variance Reports (division, subsidiary companies and consolidated)

10 Financial


Maintain inception-to-date project transactions

history

11 Financial


Maintain Balances for Period to Date(PTD),

Quarter to Date (QTD), Year to Date(YTD), Project to Date(PJTD)

12 Financial


Provide exception report for adjustment entries made in the current period for prior periods.

User Defined Reports

1 Financial


Balance Sheet, Consolidated Profit and Loss Statement (division, subsidiary companies and consolidated)

Vital

2 Financial

Accounting MIS Report Summary for balance sheet

3 Financial

Accounting MIS Report MIS, Ratios etc.

4 Financial


Provide multi-dimensional user reports, e.g. by

business unit, cost centre, and other user defined criteria.

Yes, e.g. Division

Wise, Circle Wise, Sub-division wise

Drill Down Reports

1 Financial

Accounting MIS Report Enquiry on the master data. Essential

2 Financial MIS Report On-line commitment/expenditure Position Enquiry. Essential



Page 57 of 244







Supported)

Accounting

3 Financial

Accounting MIS Report Drill down from account balances to the journals. Essential

4 Financial


Drill down from the general ledger to the source transaction

Essential

5 Financial


Drill down of management accounting report items (e.g., staff cost, overheads, etc.) to details.

Essential

6 Financial

Accounting MIS Report Notes to balance sheet can be created Desirable

7 Financial


Support data selection based on user requirements, e.g. Current period, Last Period, Same period last year, etc.

Essential

8 Financial


Ability to export the reports to office automation products, html, CSV format etc.

Essential

9 Financial


Internal Reporting - Audit Trails, Transaction Listings. Changes to all master data are recorded by date, time, and user and can be reported by

date range.

Vital

10 Financial


Listings of GL journals are available by various selection criteria such as account, type, date, and user.

Vital

Accounts Payable

1 Financial

Accounting Accounts Payable

Centralized vendor master facilitating single vendor description and code across the organization i.e., corporate office, Regional offices and any other locations.

Vital

2 Financial


Multiple addresses against each vendor Essential

3 Financial


Automatic vendor numbering Right now no numbering being done

Essential

4 Financial


Alternate/short name of each vendor Essential

5 Financial


Contact person for each vendor address Essential

6 Financial


Bank account against each vendor (both payment and cheque Payment )

Vital

7 Financial


Vendor classification (multiple parameters required to meet reporting, preferential treatment

like waiver of EMD/Bid Security etc. payment

Essential



Page 58 of 244







Supported)

prioritization and other needs)

8 Financial


Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect

taxes.

Vital

9 Financial


Default currency for invoice/payment INR Essential

10 Financial

Accounting

Accounts

Payable

Debarring parties with effective date, with

facilities to re-activate. Essential

11 Financial

Accounting

Accounts

Payable

Limit maintenance / access to vendor master to specific users (With approval for creation, edit, and deletion of vendor)

Essential

12 Financial

Accounting

Accounts

Payable System control on similar vendor definition Essential

13 Financial

Accounting

Accounts

Payable

Merge / correlate vendor details (e.g. one vendor taking over another vendor). Enabling tracking change of status from a date Invoice Processing

Essential

14 Financial

Accounting

Accounts

Payable

Ability of tracking invoice received not

processed/paid Essential

15 Financial


Enter required vendor invoice details manually for matching at material receipt / payment level

Essential

16 Financial


Ability to payment voucher automatically based on

predefined criteria (e.g. running bills, invoices based on receipt of material etc.)

Essential

17 Financial


Interface invoice data from other ERP / non-ERP applications or from vendors

Desirable

18 Financial


Enter invoices individually or in a batch Essential

19 Financial


View and match invoice to PO, Receipt in the

system at line level and online acceptance of material by user eliminating need for physical PO / GRN and User Certificate

Vital

20 Financial


Automatic alert for non-compliance of PO terms (documents, price, delivery date and other conditions of contract)

Vital

21 Financial

Accounting

Accounts

Payable

Automatically place hold on invoices not matched

to PO or GRN for specific vendors Vital

22 Financial


Automatic accounting for invoices based on POs/ GRN by linking to A/c master

Essential

23 Financial Accounts Default tax details from vendor master Essential



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Supported)

Accounting Payable

24 Financial


Calculate / deduct TDS / statutory taxes etc. automatically

Vital

25 Financial


Ability account for ST paid on import of goods Essential

26 Financial


Ability to adjust the inventory balance for BST paid on rejected Goods

Essential

27 Financial


Calculate taxes and duties with respect to effective date both prospectively & retrospectively.

Vital

28 Financial


Generate TDS certificate and various statutory forms & returns.

Vital

29 Financial


Maintain exchange rates centrally, with payment in centralized / Decentralized way.

Essential

30 Financial


Manage Year End / Accounting period end GL date to the respective accounting period only

Essential

31 Financial

Accounting

Accounts

Payable

Calculate pay-by date from invoice date or material receipt date as specified by user /

contract.

Essential

32 Financial


Automatically apply contract wise rates of tax / freight / handling charges across multiple invoice

lines

Essential

33 Financial

Accounting

Accounts

Payable

Place invoices on hold and prevent further action like payment etc. at different stages. Generate alert for such event

Vital

34 Financial


Workflow enabled invoice approval hierarchy based on user approval limits, item etc. in line with defined approving authority limits.

Desired Vital

35 Financial


Approve invoices / payment voucher individually or in a batch

Both Essential

36 Financial


Automatic calculation of discount/price variation as per contractual payment terms

Essential

37 Financial


Recording project invoices with details of project code, activity, task etc.

Essential

38 Financial


Allocate single invoice expense line to multiple GL account

Desirable

39 Financial


Calculate liquidated damages based on delivery period

Essential

40 Financial Accounts Facility to store scanned / digitized soft copy of all

Desirable



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Supported)

Accounting Payable related documents along with the Running Account Bills

41 Financial


System generated alerts in case an invoice has

remained unapproved beyond specified time frame

Vital

42 Financial


System generated alerts in case the time interval between receiving an invoice and making payment

against it exceeds specified time frame

Vital

43 Financial


System generated alerts where material has been received against a PO and payment is pending through Bank or pending encashment

Vital

44 Financial

Accounting

Accounts

Payable

Indicate vendor balances on different accounts before making any payment. Ability to adjust

against different balance before making any payment.

Essential

Miscellaneous Bills (Travel, Medical etc.)

1 Financial


Approval of certain category of invoices like those for hotel bill, car hire, newspaper and periodicals,

tuition fees, electricity bills etc. based on individual employee's entitlement and make recoveries and adjustments based on approval

Essential

2 Financial

Accounting

Accounts

Payable

Ability to generate advance for specific purpose and adjust against the payment. Ability to show

advance in personal account and adjust expenses against the same.

Essential

3 Financial


Ability to generate checklist of items to be checked before approval based on type of payment/expense

Essential

4 Financial


Ability to create master data and link it to payment process (entitlement, calculation) for particular type of expenditure. For example: Hospital master data, medicine master data for medical advance and adjustment; city list for travel expenditure

Essential

Debit/Credit Memo

1 Financial


Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability

Essential

Payments

1 Financial

Accounting Payment

Management Pay each invoice individually in full or in part or pay multiple invoices together for same vendor

Vital



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Supported)

and manage outstanding balances accordingly by linking payment to invoices.

2 Financial

Accounting

Payment

Management

Link every payment to invoice(s) and manage

outstanding balances accordingly. Essential

3 Financial

Accounting Payment

Management Showing alert for predefined vendors/POs/WOs before payment

Essential

4 Financial

Accounting

Payment

Management

Ability to have third party payment (Bank

attachment cases, Power of attorney cases) Vital

5


Payment Management

System based payment approval hierarchy based on amount, vendor category in line with BPC

Vital


Payment Management

Delegation of Power

6 Financial

Accounting Payment

Management

Ability to appropriate/adjust advance payments against multiple contracts/invoices with flexibility to adjust based on specified percentage or absolute amount

Vital

7 Financial

Accounting

Payment

Management

Pay advance and link to specific PO to ensure only

invoice matched to that PO can be settled with the

advance

Vital

8 Financial

Accounting Payment

Management Schedule payments on different dates

Essential

9 Financial

Accounting Payment

Management

To support payment for emergency/petty purchases against approved Note sheet without following the formal ordering route

Essential

10 Financial

Accounting Payment

Management

Ability to handle e-payments to vendors. Subject to the deduction of payment equal to the amount of total of payment made to his employees as per

minimum Pays & Wages Act.

Essential

Managing Vendor account

1 Financial

Accounting Vendor

Management Age vendor outstanding balance i.e. balance due to / from vendors

Vital

2 Financial

Accounting Vendor

Management Generate vendor account statement to be sent to the vendors

Desirable

Bank Guarantee Monitoring

1 Financial

Accounting Bank

Guarantee

Record bank guarantee details such as custodian, vendor name, project / department code, PO number, BG type, BG validity, BG receipt date, BG confirmation date etc. and link to payments.

Vital

2 Financial Bank Compare BG details with list of approved Banks Vital



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Supported)

Accounting Guarantee

3 Financial

Accounting Bank

Guarantee Link PO / invoice approval to receipt / confirmation of bank guarantee and BG validity.

Essential

4 Financial

Accounting Bank

Guarantee

System based monitoring of expiry date of open bank guarantee with automatic alerts reminding of expiry date

Essential

5 Financial

Accounting

Bank

Guarantee

System generated hold on vendor invoices in case

bank guarantee has expired Essential

6 Financial

Accounting Bank

Guarantee Link bank guarantee to specific purchase orders, contracts or Projects

Essential

Security Deposits (other than BG) Monitoring

1 Financial

Accounting Security Deposits

Handle Security Deposits in form of cash, DD, cash warrant etc.

Essential

2 Financial


Record collection of Deposits from vendors / service providers / customers with linkages with NIT / Contract.

Essential

3 Financial


Refund / adjustment of deposits with age wise analysis.

Essential

4 Financial


System generated alerts on deposits not returned / adjusted.

Essential

Integration

1 Financial

Accounting Integration Integration with General Ledger Vital

2 Financial

Accounting Integration

Ability to drill down from an account balance to

specific transaction, whether invoice, debit memo or payment and generate reports.

Vital

3 Financial

Accounting Integration

Integration/Interface with Pay roll, Direct & Indirect Tax modules, Stores Accounting etc.

Vital

Cash/Bank Payment

1 Financial

Accounting

Bank

Reconciliation

Integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry.

Vital

2 Financial

Accounting Bank

Reconciliation

Integrate bank reconciliation system with General

Ledger to consider any bank related journal entries such as those for bank transfers etc.

Vital

3 Financial

Accounting Bank

Reconciliation Up-load bank statements into system in any format for any period.

Vital

4 Financial

Accounting

Bank

Reconciliation

Reconcile bank statement with payments,

collections, adjustments etc. recorded in the Vital



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Supported)

system based on the cheque number or such other reference no.

5 Financial

Accounting

Bank

Reconciliation

Bank Master Maintenance – maintain list of

approved banks Essential

6 Financial

Accounting Bank

Reconciliation Ability to print Cheques with pre-printed Stationary

Right now manually and individual slips.

Vital

7 Financial

Accounting

Bank

Reconciliation

Ability to print the vendor name on cheque for

payment of miscellaneous invoice, where vendor

records have not been created

Vital

8


Bank Reconciliation

Ability to print cheque online and perform the following functions:

Vital


Bank Reconciliation

- Define void reasons (used during test print, page

overflow and other user-defined reasons such as printed incorrectly, unusable) - Determine the next free cheque number and store the allocation of payment document number to cheque number

9 Financial

Accounting Bank

Reconciliation Support alerts cash balance, if the balance exceeds particular amount.

Desirable

10 Financial

Accounting Bank

Reconciliation Support alerts if cash payment being prepared/ authorised exceeds particular limit.

Vital

11 Financial

Accounting Bank

Reconciliation Ability to maintain denomination wise control over cash balance

Desirable

12 Financial

Accounting Bank

Reconciliation

Ability to print pay-in-slip(request for bankers' cheque, DD etc.), money receipt, deposit slip, covering letter etc. from system

Vital

13 Financial

Accounting Bank

Reconciliation Ability to restrict certain document types in cash/ bank book

Essential

Cheque Reconciliation Process

1 Financial

Accounting Bank

Reconciliation

Ability to record details of cheque book issued to BPC officers such as name, designation, location, date of issue, cheque start and end number

Essential

2 Financial

Accounting Bank

Reconciliation

Ability to maintain a cheque register to record of all cheques deposited into the collection accounts on a daily basis as well as paid to all payees

Essential

3 Financial

Accounting

Bank

Reconciliation Ability to track used and unused cheque status Essential

4 Financial

Accounting Bank

Reconciliation Ability to print cheque deposit and bank transfer listing

Essential

5 Financial Bank Ability to post incoming cheques individually or in Essential



Page 64 of 244







Supported)

Accounting Reconciliation batch

6 Financial

Accounting Bank

Reconciliation Ability to provide function to overview cheque deposit processing Status online

Essential

7 Financial

Accounting Bank

Reconciliation

Ability to :

Essential

- record stop payment of cheques

_ enable the matching of multiple receipts in the system with a single receipt transaction on the

bank statement.

8 Financial

Accounting Bank

Reconciliation

Ability to display cheque payment information onscreen based on cheque number or payment document number. The information n includes:-

Essential

- Details of cheque recipient

- Details of the cheque issuer

- Corresponding payment and invoice documents

9 Financial

Accounting Bank

Reconciliation

Ability of the system to maintain cumulative register of cheques and to generate the cheque register print immediately after printing the cheque

Essential

10 Financial

Accounting Bank

Reconciliation Ability to provide full audit trails for cancelled cheques

Vital

11


Bank Reconciliation

Ability to provide access to payment cancellation information

Essential


Bank Reconciliation

based on user defined selection criteria and print report on cancelled cheques

Dishonoured Cheque Processing

1 Financial

Accounting Bank

Reconciliation

Ability to post adjustment into the customer account. E.g., reverse the original payment transaction to reinstate the original debt

Essential

2 Financial

Accounting Bank

Reconciliation Ability to import dishonoured cheque details in an electronic media supplied by the bank

Essential

3 Financial

Accounting Bank

Reconciliation Ability to trigger a warning if the customer has a dishonoured cheque history

Essential

4 Financial

Accounting Bank

Reconciliation

Ability to capture reasons for dishonour of a cheque and maintain customer's payment default history

Essential

5 Financial

Accounting Bank

Reconciliation Ability to charge penalty to the customer account based on user defined conditions

Essential

6 Financial

Accounting

Bank

Reconciliation

Ability to re-charge penalty imposed by bank to

the customer account (if any) Essential



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7 Financial

Accounting Bank

Reconciliation Ability to reverse payment posting from the general ledger Automatically

Essential

Forecasting

1 Financial


Forecast expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice etc.) both at unit level and at an organization level

Forecast expected date of collection from customer based on Periodic forecast of receipts

and payments across the unit/ organization. Ability to prepare forecasted Cash Flow Statements for user defined age brackets. Ability to prepare Fund/ cash flow statements from revenue, expenditure and capital budgets.

Essential

Importing Journals

1 Financial

Accounting Accounting Import journals from non-ERP Applications

Not Required

2 Financial


Schedule journal import to run as and when

required. Essential

3 Financial


Provision to set rules to check correctness of journals before import.

Essential

4 Financial


Facility to make or prevent changes to journals

imported from non-ERP systems/ ERP sub ledgers

Vital

Costing

1 Cost



Able to integrate with the following modules at

online basis in order to monitor and analyse reporting, but should not limited to:

Vital

• General Ledger

• Accounts Payable

• Asset Accounting

• Material Management

• Inventory Management

• Order and Project Accounting System

• Budget Controlling

• Payroll Accounting

2 Cost Controlling & Ability to import data from non-ERP systems with

Vital



Page 66 of 244







Supported)


Allocation manual Adjustment Facility to pool costs and then allocate/ reallocate costs to other cost centres/ across organization based on predefined basis Print various allocation schedules prior to the

financial closing of the period

5 Cost Accounting &

Controlling

Controlling &

Allocation

Support allocation schedules using a percentage distribution to compute the required allocation of

overhead expenses to the various cost centres

Essential

6

Cost



Rerun cost allocations when the underlying data changes

Essential

7 Cost Accounting & Controlling


Combine the costs for several input sources and allocate in one allocation source through parameters

Essential



Test an allocation procedure prior to scheduling it

Desirable

9

Cost

Accounting &

Controlling


Allocate common costs across departments/ products/ units based on predefined basis.

Essential



To support variance analysis between budget and actual across various periods.

Essential



Able to evaluate market segments which can be classified according to services, customers, strategy business units such as core business/ noncore business or any combinations, which respect to JVVNL' s profit or contribution margin

Vital

12

Cost Accounting & Controlling


Able to breakdown service and market-oriented

activities to fundamental cost accounting information, such as identifying which services or markets have the highest contribution margin.

Vital

Cost Accounting & Controlling

Controlling &

Allocation

Able to provide time-base distribution such as company specific, time-based distribution,

seasonal cycles, sales quantity-dependent time series, and service-dependent time series

13 Cost Accounting &

Controlling

Controlling &

Allocation

Able to provide time-base distribution such as company specific, time-based distribution,

seasonal cycles, sales quantity-dependent time series, and service-dependent time series

Vital



Page 67 of 244







Supported)



Able to transfer data from other systems on line, such as Transfer cost centre costs

Vital

Billing / Sales Collection Integration

1 Billing Integration with Finance & Accounts

Ability to integrate with existing Billing Module

through touch point integration. Desirable

Loan Management

1 Financial

Accounting Treasury

Ability to maintain the following information in the loans and deposit master, but should not be limited to:

Vital

• Lender Name

• Agreement date (If any)

• Instalment amount

• Moratorium Period

• Interest rate

• Penal Interest Rate

• Repayment Period (e.g., Monthly, Quarterly, Half yearly, Annual)

• Loan type (Revenue / Capital)

• Loan Source (Government, Private, Funding Agency etc.)

• Security Details

• Other loan details and conditions

2 Financial

Accounting Treasury

Ability to forecast loan payable (Principal & Interest component) for user defined period.

Essential

3 Financial

Accounting Treasury Ability to link loan for a specific project Essential

4 Financial

Accounting Treasury

Ability to calculate and post interest from loan to project/ subproject

Essential

5 Financial

Accounting Treasury Ability to maintain loan repayment record Essential

6 Financial

Accounting Treasury

Ability to define principles for capitalization of borrowing cost

Essential

7 Financial

Accounting Treasury

Ability to maintain short, medium and long term loans details

Essential

8 Financial

Accounting Treasury

Ability to schedule and alert for repayment of interest and principal on loans

Essential

9 Financial Treasury Ability to initiate fund transfer for repayment of Essential



Page 68 of 244







Supported)

Accounting interest and principal on loans

Capital Work in Progress (CWIP)

1 Financial

Accounting Asset

Accounting Ability to define CWIP norms as per JVVNL requirements

Vital

2 Financial

Accounting Asset

Accounting Ability to Maintain CWIP account Vital

3 Financial

Accounting

Asset

Accounting

Ability to capture expenditure under "Capital

Work-in -progress" , till completion/commissioning of Asset

Vital

4 Financial

Accounting Asset

Accounting Ability to transfer from CWIP to respective Asset Account on completion of work

Essential

5 Financial

Accounting Asset

Accounting Ability to Generate Project wise / line item wise CWIP reports

Vital

6 Financial

Accounting Asset

Accounting Ability to maintain Debt / Equity Details of JVVNL Essential

7 Financial

Accounting Asset

Accounting Ability to calculate Financial Ratios Vital

8 Financial

Accounting

Asset

Accounting Ability to calculate Return on Equity (RoE) Vital

Investments

1 Financial

Accounting Treasury

Ability to maintain details of investment plans by JVVNL

Essential

2 Financial

Accounting Treasury

Ability to define short, medium and long-term investments done by JVVNL

Essential

3 Financial

Accounting Treasury

Ability to record investment details such as instrument, amount, maturity period, return

Essential

4 Financial

Accounting Treasury

Ability to calculate accrued interest and maturity amount on a periodic basis as per user defined

periods

Essential

5 Financial

Accounting Treasury

Ability to generate alert before (user defined period) investment Maturity

Vital

6 Financial

Accounting Treasury

Ability to calculate relevant taxes on investments made by BPC

Vital

Fixed Assets Management

1 Financial

Accounting Asset

Accounting

Centralized definition of fixed asset categories, grouping of fixed asset categories, description, multiple depreciation rates, predefined residual values etc.

Vital

2 Financial Asset Centralized/ decentralized definition of location Decentralized Vital



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Supported)

Accounting Accounting data structure

3 Financial

Accounting Asset

Accounting Ability to maintain parent -child relationship across asset classes.

Essential

4 Financial

Accounting Asset

Accounting Ability to capture insurance details such as date of renewal, amount to be paid etc. for various assets

Essential

5 Financial

Accounting Asset

Accounting Ability to alert users on renewal of asset insurance

Essential

6 Financial

Accounting Asset

Accounting

Ability to support multiple depreciation rates (under Companies Act, 2000, Income Tax Act, regulations, Insurance requirements etc.) and WDV/ straight line method of depreciation.

Desirable

Fixed Asset Register

1 Financial

Accounting Asset

Accounting Maintain FA register locally at units with custodian wise identification.

Essential

2 Financial

Accounting Asset

Accounting Automatically consolidate FA Register at units into FA Register for the company

Essential

3 Financial

Accounting Asset

Accounting Prevent units from entering/updating data in any FA Register other than their own FA Register

Essential

4 Financial

Accounting Asset

Accounting Categorize assets based on multiple like division assets, moveable immovable etc.

Essential

5 Financial

Accounting Asset

Accounting Maintain parent - child asset relationships Essential

6 Financial

Accounting Asset

Accounting

Ability to differentiate between new asset and value adjustment/ up gradation like capacity expansion.

Essential

7 Financial

Accounting Asset

Accounting Record fixed assets with retrospective date placed in service in the past

Essential

8 Financial

Accounting

Asset

Accounting

Record fixed assets with date placed in service in

the future Essential

9 Financial

Accounting Asset

Accounting Merge one asset into multiple fixed assets and vice versa into one fixed asset

Vital

10 Financial

Accounting Asset

Accounting Provision to rectify errors in recording fixed assets in the same period or in previous periods

Vital

11 Financial

Accounting Asset

Accounting Record number of units against each fixed assets e.g. chairs – 10 units

Essential

12 Financial

Accounting Asset

Accounting

Record fixed assets taken on lease, assets on other's property, asset under possession but owned by other party

Essential

13 Financial Asset Generate Fixed Assets schedule including any Vital



Page 70 of 244







Supported)

Accounting Accounting addition or deletion of assets in accordance with the statutory requirement

Retire Fixed Assets

1 Financial

Accounting Asset

Accounting Ability to handle impairment of asset as per accounting standard

Vital

2 Financial

Accounting Asset

Accounting Retire entire or part of an existing fixed asset Vital

3 Financial

Accounting Asset

Accounting Record salvage value, sale proceeds, cost of removal etc.

Vital

4 Financial

Accounting Asset

Accounting Automatically calculate gain/loss on retirement Vital

5 Financial

Accounting Asset

Accounting Record reason for retirement Essential

6 Financial

Accounting Asset

Accounting Record mode of retirement e.g. sold, scrapped, donated etc.

Essential

7 Financial

Accounting Asset

Accounting Re-instate fixed assets incorrectly retired Essential

8 Financial

Accounting

Asset

Accounting Ability to identify assets awaiting disposal Essential

Assignment

1 Financial

Accounting Asset

Accounting Option to assign each fixed asset to one or multiple custodians

Vital

2 Financial

Accounting Asset

Accounting Record the physical location of each fixed asset Essential

3 Financial

Accounting Asset

Accounting Generate reports on fixed assets at specific location

Essential

4 Financial

Accounting Asset

Accounting Ability to define transfer policy as per user requirement

Essential

5 Financial

Accounting Asset

Accounting

Record transfer of fixed assets from unit to unit, one location to another or from one employee to another etc., (Including intercompany)

Vital

Insurance

1 Financial

Accounting Asset

Accounting Record insurance details including valuation against each fixed assets or group of assets

Essential

2 Financial

Accounting Asset

Accounting Record multiple insurance policy details against individual fixed assets or group of assets

Essential

3 Financial

Accounting

Asset

Accounting

System generated alerts/ reminders to designated

users about insurance premium payable Vital

Impairment of assets



Page 71 of 244







Supported)

1 Financial

Accounting Asset

Accounting Ability to account for impairment of assets as per accounting Standards or applicable norms.

Vital

2 Financial

Accounting Asset

Accounting

Revalue an existing fixed asset or a group of fixed

assets or all fixed assets belonging to a category or all fixed assets in the fixed assets register

Essential

3 Financial

Accounting Asset

Accounting Ability to account for revaluation of assets in either GL or Memorandum Account.

Essential

Reclassify Fixed Assets

1 Financial

Accounting Asset

Accounting Reclassification to automatically update depreciation rates

Essential

2 Financial

Accounting Asset

Accounting Ability to reclassify individual fixed asset or a group of fixed assets

Vital

3 Financial

Accounting Asset

Accounting Provision to record manufacturer's serial number Essential

4 Financial

Accounting Asset

Accounting Provision to record bar code number, RFID

Not as of now

5 Financial

Accounting

Asset

Accounting

Provision to facilitate physical verification of fixed assets by printing fixed assets reports location-

wise, employee-wise, category –wise etc.

Essential

6 Financial

Accounting

Asset

Accounting

Provision to enter/ electronically upload fixed assets physical verification data for the system to

list out or alert missing fixed assets or not at recorded location or not with recorded employee

Essential

Accounting of Assets

1 Financial

Accounting Asset

Accounting

Create accounting automatically for fixed assets

addition, depreciation, re categorization, revaluation, retirement, transfers, impairment etc.

Vital

2 Financial

Accounting

Asset

Accounting

Automatically interface accounting entries to the

GL module Vital

3 Financial

Accounting Asset

Accounting

Facilitate drilldown facility from the GL to

individual fixed asset transaction in the fixed asset module

Vital

Depreciation

1 Financial

Accounting Asset

Accounting

Support change of useful life and effective rate of

depreciation including statutory provisions for calculation of depreciation for assets sold, impaired or retired

Vital

2 Financial

Accounting

Asset

Accounting Run/ roll back depreciation multiple times Vital



Page 72 of 244







Supported)

3 Financial

Accounting Asset

Accounting Suspend depreciation on specific or categories of fixed assets for Specified period of time

Essential

4 Financial

Accounting

Asset

Accounting Maintain depreciation data cost centre wise Essential

5 Financial

Accounting Asset

Accounting Forecast the depreciation and written down value for any user defined periods

Essential

6 Financial

Accounting

Asset

Accounting

Calculation of depreciation for defined period on

existing asset as well as memorandum entries

including allocation of depreciation for transferred assets between original and transferred locations

Essential

Analysis based on actual performance

1 Financial


Should provide analysis across any Discom, Circle,

Division, Sub-Division. Vital

2 Financial


It should be possible to drill-down from the statement to the original transactions

Vital

3 Financial


The system should provide for generating a "Capital Employed" statement by Discom , Circle ,

Division

Vital

4 Financial


The items in the "Capital Employed" statement could either be directly or indirectly attributable to all levels

Vital

5 Financial


Ability to project balance sheet for multiple years based on past data and perform sensitivity analysis

Vital

6 Financial


The system should generate trial balance for any of the units Circle, Division etc.

Vital

7 Financial

Accounting MIS Report Consolidation hierarchy

Vital

8 Financial


The system must allow consolidation of trial balances as per the hierarchy of the units and any point of time

Vital

9 Financial


The system must be able to consolidate trial balances as per hierarchy of units

Vital

10 Financial


The system must be able to maintain during the year and progressive totals for each of the

account heads as required in the cash and adjustment trial balance

Vital

11 Financial


The system should be able to generate

comparison reports across two or more comparable units within the Discom

Vital



Page 73 of 244







Supported)

12 Financial


These comparisons could be for example between two or more units in the same circle, between two or more circles etc.

Vital

13 Financial


Computation of Working Capital to be made by the system based on user defined parameters

Vital

14


MIS Report Balance sheet, Income Statement & Cash flow

Vital

Financial

Accounting MIS Report Statement as part of standard reports

15 Financial

Accounting MIS Report Flexible filtering mechanism to process the reports

Vital

16 Financial


Allow an unlimited number of financial reports for

balance sheet, income statement, supporting schedule, cash flow and other specific account analysis.

Vital

17 Financial


Allow the user to specify account for inclusion by:

Vital

• Natural account number

• Profit centre / cost centre

• Range of account numbers

• Range of account numbers with specified

exceptions

18 Financial


Facility to export reports to external spreadsheet applications and / or word processing software belonging to

Vital

• Microsoft Office Suite

• Lotus SmartSuite/ Open Office Suite

19 Financial

Accounting MIS Report Tax Audit Annexure s

Vital

20 Financial

Accounting

MIS Report DAF Fund

• Details of Gratuity Paid during the Year

• Details of Prior Period expenditure and

Income

• Reports for Accounts

• Trial balance as on date RO/HO wise, detailed/summary

- Trial Balance for 2 different dates

• General ledger

• Note for pad (Rs/Rs Crore/Rs lakhs)

monthly/quarterly/yearly.



Page 74 of 244







Supported)

• Dr./Cr summery Report

• Region-wise/ office wise A/c balances

• Department-wise report generation - Income as well as expenditure

• Balance confirmation statement

• A/c head wise analysis between two dates

• Multiple a/c head wise analysis for multiple dept.

• User wise voucher/A/c head wise reports/transaction reports

• List of transactions for a range of amount for a

range of Date Bank reconciliation report for Bank a/c

• Voucher listing/Printing

• List of advices

• Cash position statement

• Cheque issue/deposit register

• Inflow/Outflow from RO/Depts./HO

• Fund Flow Statement

• Cash Flow report to be generated.

• Closing Statements

• Balance sheet (Rs/Rs Crore/Rs lakhs)

• For multiple periods and should be according to the US GAAP & IAS (a)

• Profit & Loss (Rs/Rs Crore/Rs lakhs) - Schedules

and sub-schedules

• Regional Office-wise Income-Exp/profit & loss

21 Financial

Accounting MIS Report • Regional Office-wise Balance sheet

22 Financial


• HO/ Subsidiaries/ Combining All, some items have to be written off.

23 Financial


• Details of special funds, provision and write off • Consolidated sheet / P & L by putting associated/subsidiary co. balance sheet in

software. • Investment details / valuations (by putting rates) • Estimated amount of contracts to be executed on capital A/c.

24 Financial MIS Report Total contingent liability as on date.



Page 75 of 244







Supported)

Accounting

25 Financial

Accounting MIS Report •MIS Reports

26 Financial


• Controllable Expenditure Statement (analytical) • Ratio analysis viz. Establishment Expenditure to total Expenditure, Est. exp. to gross income, profit per share,

27 Financial

Accounting MIS Report • Interest Exp. to total Exp. etc.

28 Financial


• Interest Income / Non interest income as % of total income details (scheme wise / branch wise)

29 Financial

Accounting MIS Report • Scheme-wise, office-wise A/c. wise cash flows.

30 Financial


• Projected balance sheet by Ratio analysis and should include MoU targets, Previous years and user defined parameters

31 Financial

Accounting MIS Report • Prior period income/expenditure details Vital

32 Financial

Accounting MIS Report • Total cash balances at Regional Offices

33 Financial


• Comparative ARR, Cost of Borrowing, Marginal

Cost of Borrowing, Capital Adequacy Ratio, Other Ratios

34 Financial

Accounting MIS Report • Cash maintenance by RO/HO

35 Financial


• Quarterly/yearly/monthly/daily/average of assets & liabilities (details)

36 Financial


• Movement in an account - between two period

date (final balances)

37 Financial


• Scheme-wise office-wise ARR as on date (Incl.

accrued Int.)

• Outstanding entries in sensitive accounts (suspense/sundry) (list) - office wise age-wise breakup Cost of fund / cost of borrowing.

• Large credits Bank/FI/Individual /group (Rs./Crore)

38 Financial

Accounting MIS Report • Govt. guaranteed advances details.

39 Financial MIS Report • Should include Accrued, unsecured, IPP's, Type



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Supported)

Accounting of securities (borrower wise)

40 Financial

Accounting MIS Report • Net Interest Income/Net Interest Margin

41 Financial

Accounting MIS Report • Net worth and breakup as on date

42 Financial


• Statistics of probability of default, loss given default, risk adjusted return on capital,

assessment of economic capital, etc.,

43 Financial

Accounting MIS Report • Structured liquidity (statement)

Income Tax

1 Financial

Accounting Taxation

Compilation of exempted Income under section 10(23), allocation of expenses and special reserves etc.

Vital

2 Financial

Accounting Taxation

Ability to compute Advance tax as per Advance Tax calendar

Vital

3 Financial

Accounting Taxation

Computation of Taxable income and Income Tax as per extant taxation rules

Vital

4 Financial

Accounting Taxation

Classification of Interest Income into two buckets: income from loans with a tenure of less than / equal to and those with more than 5 years

Vital

5 Financial

Accounting Taxation Generation of reports to facilitate tax audit

Vital

6 Financial

Accounting Taxation

Ability to classify capital gains into short and long term and compute taxes accordingly

Vital

7


Taxation Ability to import asset details from Fixed Asset

Vital

Financial

Accounting Taxation Module and compute Wealth Tax accordingly

8 Financial

Accounting Taxation

Provision to compute deferred Tax as per taxation rules

Vital

9 Financial

Accounting Taxation

Calculate depreciation on each asset using depreciation rates as defined by Income Tax department

Vital

10 Financial

Accounting Taxation

Calculate depreciation on each asset following depreciation method prescribed for each asset type by IT department

Vital

11 Financial

Accounting Taxation

Wealth Tax To be calculated on the following asset

types CC Vital



Page 77 of 244







Supported)

• Land

• Buildings

• Vacant Flats

• Flats occupied by officers with salaries above a certain limit

• Visiting Officers flats

• Vehicles

12 Financial

Accounting Taxation Calculated as per wealth tax rate for each asset

Vital

13 Financial

Accounting Taxation Calculation of „fair market value‟ for vehicles

14 Financial

Accounting Taxation Provision for changing Tax structures i.e. GST etc.



Page 78 of 244

6.2. MATERIALS MANAGEMENT (PURCHASE AND STORES) MODULE

Sr. No Process Sub- Process Functional Requirement Specifications Additional

Information


Criticality /

Essential)

Response to FRS (CA: Core Application;

CZ: Customisation; TH: Third Party;

NS: Not Supported)

General Features

1 General

General Ability to support e-procurement for the supply of goods and services, for Electricity Distribution Utility. The procurement may be purposes including capital works, projects, O&M, inventory, routine requirement, and customer

related requirements

Essential

2

General General Ability to seamlessly integrate with all other functions within the system eg. Budget, Finance and Accounting, Project Management, HR management etc.

Vital

3 General General Ability to support workflow based approval

mechanism Vital

4 General General Ability to trigger emails, SMS and system alerts Essential

5 General General Ability to back-up information in DR centre on a

real-time basis Vital

6 General General Ability to record auto generated alerts based on

the occurrence of various relevant triggering events

Vital

7 General General The system should be web enabled for

procurement activities Desirable

8

General General The system should support the procurement and

management of services in a similar manner as to that of goods, after appropriate modifications

Vital

Creation of Purchase Requisition

1 Purchase Management

Requisition Management

Ability to display budget available for their unit / project / work / asset before creating purchase requisition

Essential

2 Purchase

Management

Requisition

Management

Ability to display lead time for purchasing material by material number/ material group before creating purchase requisition

Essential



Page 79 of 244






NS: Not Supported) 3

Purchase

Management

Requisition

Management

Ability to capture the following information, but should not be limited to, - Quantity - Budget Code

- Cost Centre / Project / Sub-project / Work order code / Fixed Asset - Entry date - Forecast usage date.

Vital

4 Purchase

Management

Requisition

Management

Field offices or HO departments should able to send requirement requests to centralized

procurement unit through the system, after due approvals and consolidation

Vital



Ability to generate requisitions for demand from other functional areas within the system such as capital works, Transport and Maintenance,

Metering & Protection etc.

Vital

6 Purchase

Management

Requisition

Management

Ability to create manual requisitions through the system for purchase of materials, projects,

works or services

Vital



Ability to handle requisitions for different types

of purchases e.g. non-stock materials, stock materials, services, assets, contract labour etc.

Vital



Ability to capture the name and details of initiator of requisition

Vital



Ability to assign requisition number automatically

Vital

10 Purchase

Management

Requisition

Management

Ability to provide user defined text fields for

requisition details, special instructions Vital



Ability to attach item specifications (picture, document) to requisition items and be able to display the details upon inquiry

Vital



Ability to detect and avoid / provide warning against duplication of 'purchase requisition' creation based on the keyed-in information.

Vital



Ability to authorize requisitions through the ERP system based upon predefined criteria e.g.

value, department, type of purchase etc.

Vital



Page 80 of 244






NS: Not Supported)



Ability to automatically determine the authorizer of a requisition based upon predefined criteria e.g. MD, Director, CE, XEN, Manager, etc.

Vital



Ability to change the requisition and resubmit for approval as above

Vital



Ability to track and record all changes made to a requisition and produce reports of the changes

made upon request

Vital



Ability to cancel requisition and automatically return committed budget

Vital



Ability to track and record the status of a requisition e.g. not approved / approved

Vital



Ability to transfer / archive old requisitions for materials or services that is no longer required in tape or other appropriate electronic media

and easy to retrieve data when required

Essential



Ability to allow for quick requisition creation for

commonly purchased items e.g. use of a requisition template

Essential



Ability to provide facility to print out hard copies of requisitions for approvers or users

Vital



Ability to make certain fields within the requisition mandatory, view only, etc.

Vital



Ability to enter a valid account number or project to be charged for the requisition item.

Vital



Ability to dynamically compare proposed

requisition with the budget, and prevent budget overutilization until authorization for the same is made available.

Vital

25 Purchase

Management

Requisition

Management

Ability to change messages from warning to

error message or error to warning Vital



Ability to lock budget if requisition has been approved

Essential

Requisition Reporting / Enquiry



Page 81 of 244






NS: Not Supported) 1

Purchase Management


Ability to support method of enquiry based on Delegation of Power: Ability of the system for Release procedure based on the Purchase Requisition value and also Purchase Order value.

Workflow should be supported to reduce paper work.

Vital



Ability to produce summary reports for all

requisitions captured in the system, filtered / sorted by specified user criteria e.g. requisition number, status, date, material number,

description, originator etc.

Vital



Ability to have user-friendly reporting/ query tools that can extract data and produce reports in various formats without the need for technical skills

Vital



Ability to print reports for requisitions and / or send to another user

Vital

5 Purchase

Management

Requisition

Management

Ability to drill down within a report to the

requisition details Vital



Ability to allow authorized users to display a requisition details upon request

Vital

Creation of Proposals and Quotations


Proposal and Quotation Management

Ability to assist in the development RFP documents and to capture relevant information in the database.

Essential


Proposal and

Quotation Management

Ability to publish RFP and respond to any

questions with regards to the RFP online through company's / Govt.'s portal with collaboration tools in place.

Desirable


Proposal and


Ability to facilitate the preparation of

advertisement to invite tenders from the public/potential bidders.

Desirable


Proposal and Quotation

Management

Ability to seamlessly integrate with all other functions within the system e.g. Budget, Finance and Accounting, Project Management, HR management etc.

Vital



Page 82 of 244






NS: Not Supported)



Ability to create an RFQ either manually or automatically from an authorized requisition

Vital



Ability to check duplicate RFQ's creation by checking information keyed in. If it is duplicate as the previous keyed in RFQ (user-specific time), the system should automatically generate

warning message on-line.

Vital



Management

Ability to select and assign vendors to RFQ‟s determined either by the user or automatically via the system e.g. vendors for a specific product or service

Desirable



Ability to automatically warn and monitor vendors who has bad history with reasons when assigning vendors to RFQ based upon user-defined criteria

Vital

9 Purchase

Management

Proposal and


Ability to warn and monitor material history with

reasons based upon user-defined criteria, such as materials damage during warranty period

Essential

10 Purchase

Management


Ability to escalate the RFQ awaiting approval, if no action taken within a specified timeframe, using workflow technology

Desirable

11 Purchase

Management


Ability to allow approver to reject the RFQ and automatically return to the originator with a reason for rejection using workflow technology

Essential


Proposal and


Ability to change the RFQ and resubmit for approval as above

Vital



Ability to track and record all changes made to an RFQ and produce reports of the change made upon request e.g. no. of changing times, historical records before changing

Vital


Proposal and


Ability to record and track the initial price that

vendor offers, negotiate price (more than one record) and final price

Vital



Page 83 of 244






NS: Not Supported)



Ability to track and record the status of an RFQ e.g. not approved, approved

Vital


Proposal and


Ability to transfer (archive) old RFQ's for

materials or services that are no longer required to tape and easy to retrieve data when required

Essential


Proposal and


Ability to allow for quick RFQ creation for

commonly purchased items e.g. a template for regular types of RFQ

Essential



Management

Ability to provide facility to print out hard copies of RFQ‟s for approvers

Vital



Management

Ability to make certain fields within the RFQ mandatory, view only, etc.

Vital



Ability to counter check with the budget. Message will appear if no budget is availability or exceed the budget when entering the RFQ

Vital



Ability to enter and store vendor response information into RFQ‟s online

Essential



Ability to perform evaluation of the responses based on predefined criteria using the ERP system

Desirable

23 Purchase

Management


Ability to include user defined weighting factors

in RFQ evaluations Desirable

24 Purchase

Management


Ability to store scanned copies 'vendor responses' in the system and attach to the RFQ referenced

Desirable



Ability to retrieve the responses and print them when required

Desirable



Page 84 of 244






NS: Not Supported)



Ability to print RFQ details on demand Vital


Proposal and


Ability to perform an online evaluation of the vendor to whom the RFQ is to be sent

Vital


Proposal and


Ability to send RFQ response details to another user

Desirable



Management

Ability to link to vendors database to gain vendors details, if available

Vital



Management

Ability to search the bidders database, rank and select the bidders that have the capability to

fulfil the identified product specifications.

Essential



Ability to call for online clarifications from bidders.

Desirable



Ability to perform best-fit bidder analysis based on user defined parameters.

Desirable



Ability to communicate with referrals sent out, send out standard forms or request for visit or telephonic reference checking procedure.

Desirable

34 Purchase

Management


Ability to maintain tender fee and earnest

money deposit (EMD)/ Bid Security register. Vital

RFP and RFQ Reporting / Enquiry



Management

Ability to report and track all changes made to an RFP/RFQ and print the changes, if required

Vital



Management

Ability to report the status of a RFP/RFQ e.g. awaiting approval, approved

Vital



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Ability to produce reports of RFP/RFQs by user defined criteria e.g. RFP/RFQ number, vendor, material number, originator, department responsible, authorizer etc.

Vital



Management

Ability to have a user-friendly reporting/ query tools that can extract data and produce reports in various formats without the need for technical

skills

Vital



Ability to attach documents and / or specifications to RFQs to be sent to a vendor

Vital



Ability to view the documents or specifications prior to attaching to the RFQ

Vital



Ability to display the RFP/RFQ details on demand Vital

8 Purchase

Management


Ability to display the RFP/RFQ status on demand Vital

9 Purchase

Management


Ability to report about those RFP/RFQs that are

about to close Vital



Management

Ability to allow authorized users to display the evaluation results and details

Vital



Ability to link with intranet/internet for bid announcement

Essential

Creation of Letter of Intent and Purchase Orders


Purchase Order

Management

Ability to integrate seamlessly through the ERP system with other system functionalities such as

requisitions, contracts, RFQ, inventory, budget

Vital

2 Purchase

Management

Purchase Order

Management

Ability to create manual purchase orders for

materials, non material or services Vital



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Purchase Order Management

Ability to handle purchase orders for different types of purchases e.g. non-stock materials, stock materials, services, assets, contract labour etc.

Vital



Ability to trigger and initiate purchase orders automatically for items with predefined conditions established in the system

Vital


Purchase Order

Management

Ability to create purchase orders with multiple delivery addresses

Vital



Ability to capture the requisition originator's name and details in the purchase order, if applicability

Vital



Ability to assign purchase order number automatically or manually

Vital

8 Purchase

Management

Purchase Order

Management

Ability to provide user defined text fields for

purchase order details, special instructions Vital

9 Purchase

Management


Ability to attach item specifications to purchase order items (picture, document) and be Ability to view the details upon inquiry

Vital



Ability to check duplicate purchase order

creation by checking information keyed in, if it's duplicate as the previous keyed in purchase order (user-specific time), the system should automatically generate warning message on-line.

Vital


Purchase

Order Management

Ability to authorize purchase orders through the

system based upon user defined criteria e.g. value, department, type of purchase etc.

Vital



Ability to automatically determine the authorizer of a purchase order based upon predefined criteria e.g. below 1 lakh, above 10 lakhs etc.

Vital



Ability to escalate the purchase order awaiting approval, if not actioned within a specified timeframe, using workflow technology

Vital

14 Purchase

Management

Purchase

Order

Management

Ability to change the purchase order and

resubmit for approval as above Vital



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Ability to track and record all changes made to a purchase order and produce reports of the change made upon request

Vital



Ability to cancel purchase order and automatically return the committed budget

Vital

17 Purchase

Management

Purchase

Order Management

Ability to track and record the status of a

purchase order e.g. not approved, approved Vital


Purchase

Order Management

Ability to transfer old purchase order for materials or services, that are no longer required, to tape and in a manner that is easy to retrieve data when required

Essential



Ability to create a purchase order for the same vendor from different requisitions

Essential

20 Purchase

Management

Purchase Order

Management

Ability to add lines to a purchase order as

required Essential

21 Purchase

Management


Ability to allow for quick purchase order creation

for commonly purchased items Vital


Purchase

Order Management

Ability to provide facility to print out hard copies of purchase orders for approvers

Vital



Ability to make certain fields within the purchase order mandatory, view only, etc.

Vital



Ability to enter a valid account number or project to be charged for the purchase order item

Vital


Purchase

Order Management

Ability to counter check requisition dynamically in the system with the budget. Message will

appear if no budget is availability or exceed the budget when entering the purchase order accounting details

Vital


Purchase Order

Management

Ability to request vendor acknowledgement for a purchase order

Desirable



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Ability to enter duty, freight cost, storage costs, admin costs, transit storage costs and handling charges details for a whole purchase order and for each item.

Vital


Purchase Order

Management

Ability to enter multiple delivery dates for items in a purchase order e.g. each line item may have a different delivery date or multiple line

item delivery dates

Vital


Purchase

Order Management

Ability to enter multiple cost code for a line item,

e.g. an item maybe split between 1 or more capital works projects or cost accounts

Vital



Ability to enter and store specific terms of trade or payment in a purchase order e.g. payment by letter of credit, due 20th of the month following

etc.

Vital

31 Purchase

Management


Ability to enter vendor discounts in the purchase

order payment details Vital


Purchase

Order Management

Ability to define the output of a purchase order e.g. printed, electronic transfer, faxed etc.

Vital



Ability to define the printed purchase order details and physical appearance e.g. attach the corporation‟s logo etc.

Vital



Ability to create a purchase order from multiple requisitions.

Vital

35 Purchase

Management

Purchase

Order

Management

Ability to create multiple purchase orders from

one requisition. Vital



Ability to purchase item with different unit of measure from inventory unit.

Vital


Purchase Order

Management

Ability to support and process Emergency POs. System should allow the user to create PO without creating a PR and system should provide authorization control to restrict this activity to only specific user and put an upper limit in terms

of value.

Vital



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Ability to support cash purchase transactions Vital

LOI or Purchase Order Reporting / Enquiry



Ability to report and track all changes made to an "LOl" or purchase order

Vital



Ability to report the status of an "LOI" or purchase order e.g. awaiting approval, approved

Vital


Purchase Order

Management

Ability to produce reports of "LOI" or purchase orders by user defined criteria e.g. purchase order number, vendor, material number,

originator, department responsible, authorizer etc.

Vital


Purchase Order

Management

Ability to produce purchasing history for procurement department in order to analysis their performance by monthly, quarterly, yearly,

etc.

Vital


Purchase

Order Management

Ability to have a user-friendly reporting/ query tools that can extract data and generate reports in various reporting formats without the need for technical skills

Vital



Ability to attach documents and specifications to purchase orders

Vital

7 Purchase

Management

Purchase Order

Management

Ability to view the documents or specifications

prior to attaching to the purchase orders Vital

8 Purchase

Management


Ability to display the purchase order details on

demand Vital


Purchase

Order Management

Ability to print a copy of the purchase order on demand

Vital



Ability to report the purchase orders that are due or overdue

Vital



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Ability to flag overdue or about to become due purchase orders to the originator automatically

Essential



Ability to view historical transactions against the purchase order

Vital

13 Purchase

Management

Purchase

Order Management

Ability to request acknowledgement of the

purchase order from a vendor Vital

14 Purchase

Management


Ability to record purchase order

acknowledgements from a vendor in the order Vital


Purchase

Order Management

Ability to track those purchase orders which have not been acknowledged

Vital



Ability to reprint requests for purchase order acknowledgement

Vital



Ability to track purchase order due dates and produce reports to originators of overdue purchase orders

Vital


Purchase Order

Management

Ability to issue / print reminder notices and send to vendors either electronically or manually

Vital

19 Purchase

Management


Ability to track the reminder notices sent and any subsequent responses received from a vendor

Vital

20 Purchase

Management

Purchase

Order Management

Ability to produce purchase order outstanding

report Vital



Ability to maintain vendor performance data for deliveries made against a purchase order

Vital



Ability to capture delivery or shipping information relating to a purchase order

Vital


Purchase Order

Management

Ability to report the delivery or shipping information relating to a purchase order

Vital



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Ability to produce reports of vendor performance based on predefined performance criteria

Vital

Contract Creation


Contract Management

Ability to seamlessly integrate with all other functions within the system such as requisitions, purchase orders, RFQs, vendors etc.

Vital


Contract Management

Ability to create a contract either manually or automatically from an authorized order

Vital


Contract Management

Ability to check duplicate contract creation by checking information keyed in. If it's duplicate

as the previous keyed in contract (user-specific time), the system should automatically generate warning message on-line.

Essential


Contract Management

Ability to assign vendors to a contract determined either by the user or automatically via the system

Essential


Contract Management

Ability to warn and monitor vendors who has bad history with reasons when assigning vendors to contract based upon user-defined criteria, such as Late delivery, material damage in excess of 10% during delivery, damage

during warrant period, other user defined criteria.

Vital


Contract Management

Ability to track and record the status of a contract e.g. not approved, approved

Vital

7 Purchase

Management

Contract

Management

Ability to transfer (archive) old contracts for

materials or services that are no longer required from the main data storage to other electronic media while ensuring that it is easy to retrieve data when required

Essential


Contract Management

Ability to provide facility to print out hard copies of a contract for approvers or vendors

Vital

9 Purchase

Management

Contract

Management

Ability to counter on-line check with the budget. Message will appear if no budget is availability or

it exceeds the budget when entering a contract manually

Vital



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Contract Management

Ability to print contracts on demand Vital


Contract Management

Ability to record and track contract related information

Vital

12 Purchase

Management

Contract

Management

Ability to link to vendors database to obtain

vendor's details Vital

Contract Reporting / Enquiry

1 Purchase

Management

Contract

Management

Ability to attach document and specifications to

contracts Vital


Contract Management

Ability to view the documents or specifications prior to attaching to the contracts

Vital


Contract Management

Ability to display the contract details on demand Vital

4 Purchase

Management

Contract

Management Ability to display the contract status on demand Vital


Contract Management

Ability to report those contracts about to expire either delivery or warranty period

Vital


Contract Management

Ability to report contract usage and performance data e.g. how often used, vendor performance on contracted terms etc.

Vital

7 Purchase

Management

Contract

Management Ability to report contract validity dates Vital


Contract Management

Ability to view historical transactions against the contract

Vital


Contract Management

Ability to request acknowledgement of the contract from a vendor after sending

Desirable

10 Purchase

Management

Contract

Management

Ability to record contract acknowledgements

from a vendor in the contract detail Essential


Contract Management

Ability to track those contracts which have not been acknowledged

Essential


Contract Management

Ability to reprint requests for contract acknowledgement

Essential

Consignment Receipt



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Receipt of Goods

Ability to allow users to acknowledge receipt of purchase orders online

Desirable


Receipt of Goods

Ability to create consignment receipt and follow up on partial delivery

Essential

3 Purchase

Management

Receipt of

Goods

Ability to check duplicate consignment receipt creation by checking information keyed in. If it's

duplicate as the previous keyed in consignment

receipt (user-specific time), the system should automatically generate warning message on-line

Essential


Receipt of Goods

Ability to receive materials, non material or services against a purchase order and store the details of the consignment receipt in the system

Vital


Receipt of Goods

Ability to record item details upon consignment receipt e.g. item serial numbers, batch numbers, user text etc. Serial number field must have a minimum of 14 characters and allow alphanumeric entries

Vital


Receipt of Goods

The consignment receipt details captured should include the following items, but should not be limited to: Quantity, Packing slip numbers, Carrier name, Time of receipt, Receiving person's name, Quality information, Reference contract no.

Vital


Receipt of Goods

Ability to correct or reverse an incorrect consignment receipt

Vital


Receipt of Goods

Ability to set user-defined criteria or conditions for quality inspection on-line

Vital


Receipt of Goods

Ability to check criteria or condition for quality inspection item by item on-line

Vital

10 Purchase

Management

Receipt of

Goods

Ability to store quality inspection details for an item in the system and subsequent recording of the results of the inspection to be recorded

Vital


Receipt of Goods

Ability to reject a consignment receipt yet still

enter the details into the system to inability tracking and vendor performance to be captured, if quality inspection not pass

Vital

12 Purchase

Management

Receipt of

Goods

Ability to identify the reasons to accept materials

which do not meet the DISCOM's specification Vital



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and conditions to accept


Receipt of Goods

Ability to track no. of inspection for each vendor in order to analysis vendor performance

Vital

Purchase Order Receipt

1 Purchase

Management

Receipt of

Goods

After quality inspection passed, the system should automatically or manually create

purchase order receipt follow on consignment receipt details

Essential


Receipt of Goods

Ability to create one purchase order receipt from various consignment receipt

Vital


Receipt of Goods

Ability to correct or reverse an incorrect purchase order receipt

Vital

4 Purchase

Management

Receipt of

Goods

Ability to automatically warn if actual delivery date varies considerably from scheduled delivery date

Essential


Receipt of Goods

Ability to maintain an audit trail of those items

received and store the information against the purchase order

Vital


Receipt of Goods

Ability to capture receipt information by way of a bar code scanning device

Essential


Receipt of Goods

Ability to produce either bar code labels or standard labels for an item upon receipt

Essential

8 Purchase

Management

Receipt of

Goods

Ability to produce a goods received note with

details of the receipt etc. Vital


Receipt of Goods

Ability to produce reports which detail the receipt information. Details should among others include: PO number, Date of receipt, Item received etc.

Vital


Receipt of Goods

Ability to display receipt information immediately once the receipt action is completed

Vital


Receipt of Goods

Ability to allow partial delivery Vital


Receipt of Goods

Ability to record the delivery of items to their destinations

Vital



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Receipt of Goods

Ability to display and printout an expected receipts report e.g. date, purchase order, value, items etc.

Vital


Receipt of Goods

Ability to automatically recognize the payable liability at the time of receipt and update the inventory control account with the value of the receipt

Vital

15 Purchase

Management

Receipt of

Goods

Ability to optionally accrue expense purchases at

the time of receipt or at period end Vital


Receipt of Goods

Ability to provide the facility to track, manage, and reconcile non invoiced receipts of all items when a period is closed

Vital


Receipt of Goods

Ability to online integrate with all other functions within the system e.g. financial, inventory. stores, project management etc.

Vital

Vendor Record Management

1 Vendor

Management

Vendor

Management Automatic or manual vendor number assignment Vital

2 Vendor

Management

Vendor

Management

Ability to integrate with Accounts Payable (AP)

and purchasing Vital

3 Vendor Management

Vendor Management

Ability to support Vendor enlistment process Vital

4 Vendor Management

Vendor Management

Ability to maintain either vendor lists and trade vendor, non-trade vendor

Vital

5 Vendor

Management

Vendor

Management

Ability to define different types of vendors e.g.

domestic vendors, international vendors etc. Vital

6 Vendor Management

Vendor Management

Ability to control the ability to create and change vendor data

Vital

7 Vendor Management

Vendor Management

Ability to store vendor list details e.g. company history, saleability model (picture), shipment, payment method

Vital

8 Vendor Management

Vendor Management

Ability to capture vendor data sufficient to inability normal business transactions to be

completed e.g. vendor name, number, address, contact details, payment methods, payment terms, payment currency, alternative addresses,

email address etc.

Vital



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9 Vendor Management

Vendor Management

Ability to block / blacklist/debar vendors along with reasons e.g. vendor bankrupt, vendor unreliable etc.

Vital

10 Vendor Management

Vendor Management

Ability to change vendor information by authorized users and track those changes made

Vital


Vendor Management

Ability to produce a report of changes made to vendor masters i.e. bank account number

changed

Vital


Vendor Management

Ability to delete vendors no longer required by the corporation

Vital


Vendor Management

Ability to retain vendor history for all vendors

within the system e.g. purchasing history, payment history etc.

Vital


Vendor Management

Ability to provide the ability to store vendor specific information relating to an item / vendor relationship.

Vital


Vendor Management

Minimum vendor/item information includes:-

Vendor name, address, payment terms, vendor price, price breakup, requisition number and department, delivery information, item number and description, discounts, vendor performance. After sales service performance during warranty

period, additional free form and text comments.

Vital


Vendor Management

Ability to track and compute number of delay days from delivery date due and set user-defined criteria to compute costs

Vital

17 Vendor

Management

Vendor

Management

Ability to maintain a preferred / prequalified

vendor listing for a specific item e.g. item A001 has 3 preferred vendors ABC, DEF. and XYZ

Vital


Vendor Management

Ability to restrict the ability to create purchase orders only for those preferred / prequalified vendors e.g. item can only be purchased from a

preferred vendor

Vital


Vendor Management

Ability to capture free form text information or notes relating to a vendor record e.g. reasons for no longer using a specific vendor

Vital

20 Vendor

Management

Vendor

Management

Ability to capture vendor specific purchasing

information to be printed on all purchase orders

for the vendor. e.g. orders created on vendor

Vital



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ABC should have a note, “Delivery must be accompanied by the vendors delivery docket type ABC / XY25”

21 Vendor

Management

Vendor

Management

Ability to group vendors into similar vendor types e.g. stationery suppliers, electrical suppliers, service suppliers etc.

Vital


Vendor Management

Ability to report vendor details based upon the

vendors grouping e.g. list all vendors who supply electrical materials and the value of those purchases

Vital


Vendor Management

Ability to capture automatically vendor performance and produce report by reason code,

including instances of: - Rejected materials, missed delivery, early delivery, wrong location, incomplete delivery, average delivery delay, returns due to damage, oversupply etc.

Vital

24 Vendor

Management

Vendor

Management

Ability to report vendor performance based on

the above criteria Vital


Vendor Management

Ability to capture vendors selection criteria for various purchasing documents

Vital


Vendor Management

Ability to capture vendors transactions history Vital


Vendor Management

Ability to provide Year-end commitment processing - facility to carry forward

commitment.

Vital

28 Vendor

Management

Vendor

Management

System must provide a facility to maintain any number of summary commitment accounts.

Summary accounts must be updated when the detail accounts are updated

Vital


Vendor Management

Ability to view period-to-date, quarter-to-date, year-to-date vendor balances

Vital

30 Vendor

Management

Vendor

Management Ability to block vendor for payments Vital


Vendor Management

Ability to provide automatic updates of vendor database

Vital

32 Vendor

Management

Vendor

Management

Ability to generate vendor reports by

outstanding orders, orders shipped but not Vital



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received, and overdue outstanding orders, that is, orders not fulfilled by the agreed time period


Vendor Management

Ability to perform evaluation on the basis of multiple parameters such as Quality of material supplied, Quantity of material supplied, Adherence to delivery schedule, and Prices quoted by the vendor

Vital


Vendor Management

Ability to rate vendors on the basis of weights assigned to each parameters.

Vital


Vendor Management

Allow multiple weightage calculations for multiple classes of vendors.

Vital


Vendor Management

Ability to trigger refunds to unsuccessful bidders on fulfilment of user defined criterion (such as award of contract to successful bidder) and successful vendor

Vital

37 Vendor

Management

Vendor

Management

Ability to capture TDS details, PAN number, vendor's bank name and account details on

party master record.

Vital

38 Vendor

Management

Vendor

Management

Ability to generate goods returned to supplier report that shows the items returned to supplier

by: Location, Vendor, PO number, Category, Product code, Reasons for return and Value

Vital


Vendor Management

Ability to provide vendor's past history and performance details in terms of: Delivery lead time, Number of wrong deliveries, Number of imitation parts/good supplied, and Number of

stock-outs

Vital

40 Vendor

Management

Vendor

Management

Able to define different types of vendors e.g. employee vendors, domestic vendors, international vendors etc.

Vital


Vendor Management

Able to maintain a vendor master file Vital


Vendor Management

Ability to detect and prevent duplication of Vendor Master

Vital

43 Vendor

Management

Vendor

Management

Able to control the ability to Create/Delete/Change vendor data and track the changes

Vital



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Vendor Management

Ability to select alternative suppliers. Vital


Vendor Management

System to display contract renewal date Vital

46 Vendor

Management

Vendor

Management

Maintain last purchase price for each item, for

each supplier. Vital


Vendor Management

Ability to record quality of goods supplied by supplier.

Vital


Vendor Management

Ability to record Terms and conditions of supplier.

Vital

49 Vendor

Management

Vendor

Management

Able to warn and monitor vendors who have bad history based upon user-defined criteria such as

late delivery, material damage during delivery exceeds more than 10% etc.

Vital

50 Vendor

Management

Vendor

Management

Ability to generate vendor reports by outstanding orders, orders shipped but not

received, and overdue outstanding orders, that is, orders not fulfilled by the agreed time period

Vital


Vendor Management

Ability to provide vendor rating mechanism Vital


Vendor Management

Ability to deduct penalties from the security

deposit of the vendors in case of any violation of terms and conditions

Vital


Vendor Management

Ability to trigger refunds to unsuccessful bidders on fulfilment of user defined criterion (such as award of contract to successful bidder) and

successful vendor

Vital

54 Vendor

Management

Vendor

Management

Ability to account and track receipt, refund and encashment of security deposits and performance guarantees

Vital


Vendor Management

Ability to support Vendor Payment Reconciliation Vital

Maintain Inventory Data

1 Store Management

Inventory Management

Ability to support multiple physical stores, locations and bin locations Including the physical description of each location

Vital



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2 Store Management


Ability to support all locations both main location and sub locations

Vital

3 Store Management


Ability to support both Weighted Average costing and Standard costing FIFO

Vital

4 Store

Management

Inventory

Management

Ability to integrate to third party software i.e.

bar code readers etc. Vital

5 Store Management


Ability to change stock location descriptions Vital

6 Store Management


Ability to transfer old stock locations no longer required to backup and ability to easily retrieve such data

Vital

7 Store Management


Ability to provide functions to display warning message when material is nearing its user

defined life and is not picked to use.

Vital

8 Store

Management

Inventory

Management

For storage, ability to pop up warning message if any item is stored for more than a user defined

period or if any item in store is nearing their expiry period

Vital

9 Store Management


Ability to store material movement history in each storage and material item e.g. slow moving or no moving

Vital

10 Store Management


Ability to query and print report stock movement online and real time. For example, but should

not be limited to: Store life, stock movement life cycle (e.g. 1 year, 1-2 year, 2-3 year and over 5 years), separate by stock status, latest issuing date

Vital

11 Store Management


Ability to query and produce stock turnover reports separate by material code, material

type, storage, etc.

Vital

12 Store Management


Ability to produce online reports for stock locations e.g. materials in a stock location, stock movements, historical data, stock values, expected receipts etc.

Vital

13 Store Management


Ability to produce online reports for outstanding stocks and stock value (total cost, unit cost) separate by material code, material type,

storage, etc.

Vital



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14 Store Management


Ability to create different types of storage locations e.g. pick face, high racks, bulk and include dimensions and capacity for each individual location

Vital

15 Store Management


Ability to record different classes of stocks e.g. electrical, spares, project stock, mechanical etc.

Vital

16 Store

Management

Inventory

Management

Ability to transfer stocks and update the system

immediately and automatically Vital

17 Store Management


Ability to write off or dispose of stocks and update the system immediately and automatically

Vital

18 Store

Management

Inventory

Management

Ability to capture and track all stock movements within the system including Receipts, Issues, Transfers, Quarantined stock, Transfer to obsolete stock, Returns to vendor, Consignment stock movements, Transfers to scrapped stock.

Vital

19 Store Management


Ability to record and track inventory status:

Obsolete, Scrapped/surveyed off, Restricted use, Blocked, In transfer, Under repair, Availability for issue, Special project stock, Reserved stock, Vendor consignment stock.

Vital

20 Store Management


Ability to define additional stock status Vital

21 Store Management


Ability to track and maintain records of vendor consignment stocks e.g. those stocks held in DISCOM sites but do not belong to DISCOM until

consumed

Vital

22 Store Management


Ability to assign a service level to an inventory item e.g. critical items may have a service level of 100% while those less critical may only have 50%. The service level should be considered by

the system when order proposals are produced

Vital

23 Store Management


Ability to report service levels of inventory items to inability reviews to take place

Vital

24 Store Management


Ability to classify inventory by ABC for various actions e.g. stock takes, criticality etc.

Vital

25 Store

Management

Inventory

Management

Ability to hold inventory values in the system in

various forms e.g. weighted average cost, Vital



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standard cost, zero cost etc.

26 Store Management


Ability to track and maintain inventory costs in different currencies

Vital

27 Store

Management

Inventory

Management

Ability to track and maintain different values for the same item e.g. item A1 has a quantity of 3

in stock - one piece @ Rs. 20.00 and two pieces

@ Rs. 22.00

Vital

28 Store Management


Ability to freeze inventory for stock take purposes

Vital

29 Store Management


Ability to produce stock take schedules based upon predefined criteria e.g. An items counted 12 times per year, B items counted 6 times per year and C items counted 2 times per year.

Vital

30 Store Management


Ability to produce stock count sheets based on storage locations and or bin locations

Vital

31 Store

Management

Inventory

Management

Stock count sheets should contain sufficient details to inability counters to complete the task. Details should include: Item number, Item

description, Stock location, Bin location, Unit of measure, Alternate units of measure and Free text

Vital

32 Store Management


Ability to record the results of a stock count in the system

Vital

33 Store

Management

Inventory

Management

Ability to provide an analysis of the results of the stock count for further actions to be taken, if

required

Vital

34 Store Management


Ability to recount those stock items which are at

variance with the system prior to correcting the values in inventory

Vital

35 Store Management


Ability to record a possible reason for the variance in the system

Vital

36 Store Management


Ability to electronically approve variances to stock counts by authorized persons based on predefined criteria i.e. value of discrepancy, type of item etc.

Vital



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37 Store Management


Ability to produce reports of discrepancies for inventory items counted

Vital

38 Store Management


Ability to analyse trends for variance items e.g. item Z1 is always 1count down on stock count for past 5 counts

Vital

39 Store Management


Ability to report those items not counted in a specific location

Vital

40 Store Management


Ability to support multiple unit of measure for one material

Vital

Material Requirement Planning (MRP)

1 Store Management

Inventory Planning

Ability to assign MRP conditions to a material (new, used, overhauled ,refurbished)

Essential

2 Store Management

Inventory Planning

Ability to execute MRP runs online or in batch mode for groups of items, locations or individual items

Essential

3 Store

Management

Inventory

Planning Ability to simulate MRP runs online Essential

4 Store Management

Inventory Planning

Ability to create individual MRP settings for each item of inventory (condition code capability) to allow each item/condition to be uniquely planned and inventoried, as well as carry its own cost

Essential

5 Store Management

Inventory Planning

Ability to define safety stock holding for individual inventory items

Essential

6 Store

Management

Inventory

Planning

The system should be capable of determining the optimal order quantity for an item based

upon the criteria defined and demand within the

system from other functional areas e.g. capital works projects, sales etc.

Desirable

7 Store Management

Inventory Planning

The system should be capable of performing MRP to optimize stock holdings for a given

storage location

Desirable

8 Store Management

Inventory Planning

Ability to change / maintain MRP settings for an item

Essential

9 Store Management

Inventory Planning

Ability to view the results of an MRP run prior to actionizing the proposed transactions

Essential



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10 Store Management

Inventory Planning

The MRP results to take into account capital works project items original target date, revised target date, project status etc.

Essential

11 Store Management

Inventory Planning

The ability to alert a user that an item is required but is within normal vendor lead times or the required by date has passed and no action has been taken

Essential

12 Store

Management

Inventory

Planning

Ability to allocate an item to a specific MRP

controller or responsible person Essential

13 Store Management

Inventory Planning

Ability to change the MRP results listings manually

Essential

14 Store Management

Inventory Planning

Ability to delete MRP results manually Essential

15 Store

Management

Inventory

Planning

Ability to action the MRP results list

automatically if required Essential

16 Store

Management

Inventory

Planning Ability to print the MRP results list if required Essential

Reserving the material in stores

1 Store Management

Issue from store

Ability to create a manual reservation for inventory materials

Vital

2 Store Management

Issue from store

Ability to create reservations automatically from within a capital works project, maintenance job, etc.

Vital

3 Store Management

Issue from store

Ability to perform an availability check at the time the reservation is created either manually

or automatically

Vital

4 Store

Management

Issue from

store

Ability to provide the following details in the reservation: Reservation number, Date of reservation, Requestor's name and details, Stock location, Material part number, Material

description, Quantity required, Batch information, Date required, Accounting information (capital works project, G/L etc.), Delivery address

Vital

5 Store Management

Issue from store

Ability to change reservation either manually or automatically from another functional area

within the system

Vital



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6 Store Management

Issue from store

Ability to track changes made to a reservation within the system

Vital

7 Store Management

Issue from store

Ability to report changes made to a reservation Vital

8 Store

Management

Issue from

store

Ability to display a reservation from within

another functional area within the system Vital

9 Store Management

Issue from store

Ability to delete a reservation for items no longer required

Vital

10 Store Management

Issue from store

The system should be capable of deleting a reservation automatically if demand from another functional area is changed e.g. capital works project is cancelled all reservations should be deleted or cancelled

Vital

11 Store Management

Issue from store

Ability to enter a reason for cancellation of a reservation

Vital

12 Store Management

Issue from store

Ability to report those current reservations

within the system and suggest action accordingly e.g. produce pick lists of reservation

items to be delivered

Vital

13 Store Management

Issue from store

Ability to produce reports of outstanding reservations yet to be picked

Vital

14 Store Management

Issue from store

Ability to produce reports of reservations for a specific job, capital works project etc.

Vital

15 Store

Management

Issue from

store Ability to print a reservation details on demand Vital

16 Store Management

Issue from store

Ability to print detailed reports for reservations Vital

17 Store Management

Issue from store

Ability to capture material returns information e.g. those items returned from a capital works project as they are no longer required

Vital

18 Store Management

Issue from store

Ability to capture returns of inventory for items partially consumed e.g. cable drum issued with

500m and returned 200m

Vital

19 Store

Management

Issue from

store

Ability to credit the value of the returned materials to the job or capital works project it

was originally issued to

Vital



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Material Requisition, Indent and Issue of material from stores

1 Store

Management

Issue from

store Ability to record Indent information Vital

2 Store Management

Issue from store

Ability to create a material issue from within the system

Vital

3 Store

Management

Issue from

store

Ability to support mapping of issuing material to

expense in each unit Vital

4 Store

Management

Issue from

store

Ability to issue stocks to remote stations which

may not be on the system Vital

5 Store Management

Issue from store

Ability to display material "available for issuing‟ in each storage in message before posting of issue

Vital

6 Store Management

Issue from store

Ability to issue material via reservation and/or directly and/or integrate transaction from purchase order

Vital

7 Store

Management

Issue from

store Ability to print out material issue slip via system Vital

8 Store Management

Issue from store

Ability to record all stores issues and adjustments through an audit trail.

Vital

9 Store Management

Issue from store

Ability to track and display the status of each Indent

Vital

10 Store Management

Issue from store

Ability to generate alerts of issues which are due Vital

11 Store

Management

Issue from

store

Ability to produce and print gate pass for issues. Gate pass should be generated for materials

issued against release order

Vital

12 Store Management

Issue from store

Ability to capture delivery information within the system e.g. transportation type, carrier details, dimensions, weights etc.

Vital

13 Store Management

Issue from store

Ability to decrement the store inventory and increment the inventory at the divisions once the gate pass is released

Vital

14 Store Management

Issue from store

Ability to produce pick lists for those items awaiting issue to a capital works project, maintenance job, transfer request or over the

counter issue

Vital



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15 Store Management

Issue from store

Ability to produce collective pick lists for item to be supplied to the same destination, user, job etc.

Vital

16 Store Management

Issue from store

Ability to define the details of the pick list printed e.g. the information printed in the pick list

Vital

17 Store

Management

Issue from

store

Ability to confirm the pick list has been picked,

packed and issued Vital

18 Store Management

Issue from store

Ability to display the status of a pick list e.g. being picked, being packed, issued etc.

Vital

19 Store Management

Issue from store

Ability to record goods issue once they have been picked and packed etc.

Vital

20 Store Management

Issue from store

Ability to display material issue transactions awaiting goods issue confirmation

Vital

21 Store Management

Issue from store

Ability to change a goods issue details if required e.g. quantity, material number etc.

Vital

22 Store Management

Issue from store

The system should handle the transfer of

material from one store to other. The system should generate the transfer vouchers.

Vital

23 Store Management

Issue from store

The system should be able to record and track the details of the disposal of scrap

Vital

24 Store

Management

Issue from

store

The system should be able to support inter-store diversion orders, and inter-Discom transfer of material on permanent / loan basis

Vital

25 Store Management

Issue from store

Ability to produce the following online reports,

but should not be limited to: Issuing material to

cost centre, capital works project, etc. , Issuing material report separately by material type, storage, etc.

Vital

Receipt of material at stores

1 Store Management

Receipt at store

The system should record goods received against the purchase order and highlight any variation in quantity received.

Vital

2 Store

Management

Receipt at

store

Goods received note to be entered into the

system against the purchase order number. Vital

3 Store

Management

Receipt at

store

Ability to create one purchase order receipt from

various consignment receipt Vital



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4 Store Management

Receipt at store

Data entry screen to show what was actually ordered in the specified purchase order

Vital

5 Store Management

Receipt at store

Ability to edit actual number received from that displayed with proper authorization

Vital

6 Store

Management

Receipt at

store

Ability to provide status of goods received into the system as received but not ready for

distribution (i.e., awaiting quality control or

serial numbering etc.).

Vital

7 Store Management

Receipt at store

Ability to provide real time available inventory status. This should be possible store wise

Vital

8 Store Management

Receipt at store

Ability to receive part orders, but only with appropriate authorization.

Vital

9 Store Management

Receipt at store

Goods received details to be automatically

transferred to the Accounts Payable system for payment after approval from the concerned authorities. Payment should happen only once

the stores acknowledges the receipt of goods in good condition

Vital

10 Store Management

Receipt at store

Ability to store quality inspection details for an

item in the system and subsequent recording of the results of the inspection to be recorded

Vital

11 Store Management

Receipt at store

Ability to block certain material for a particular project so that it is not issued for anything else

Vital

12 Store Management

Receipt at store

Ability to link an item with other items, even if they are supplied by different vendors

Vital

13 Store

Management

Receipt at

store

Ability to track materials damaged during

handling/transit and this shortfall should be adjusted in the inventory

Vital

14 Store Management

Receipt at store

Ability to generate and maintain Daily material received details (DRR report)

Vital

15 Store Management

Receipt at store

Able to reject a consignment receipt yet still enter the details into the system to enable tracking and vendor performance to be captured

Vital

16 Store

Management

Receipt at

store

The system should maintain and track the

details of the rejected material. Vital

17 Store Management

Receipt at store

The system should be able to record the release order details. This should provide a brief of the

Vital



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requirement of the site offices and the material available at store.

18 Store Management

Receipt at store

The system should be able to track the details of the authority letter. This contains the details who has sanctioned and the person responsible for releasing the materials etc.

Vital

19 Store

Management

Receipt at

store

Ability to generate Material Receipt Certificate

(MRC). Payment to vendors should happen only after MRC is recorded in the system

Vital

20 Store Management

Receipt at store

Ability to generate Material Receipt Acknowledgement (MRA) and issue it to Division/sub division on accepting defective materials from the site

Vital

21 Store Management

Receipt at store

Ability to print out material return slip via system

Vital

22 Store

Management

Receipt at

store

Ability to return material to storage directly (no

need to pass procurement system first) and

automatically update information to relevant system

Vital

Manage Reorder Level

1 Store Management

Inventory Planning

Ability to support automatic Scheduling using techniques such as reorder point, economic order quantity (EOQ) and Materials Requirement Planning (MRP)

Essential

2 Store

Management

Inventory

Planning

Ability to generate alerts on safety stock

quantity. Essential

3 Store Management

Inventory Planning

Ability to generate reports and analysis of future

demand forecasts/trends based on historical data such as consumption, lead-time and inventory expiry date.

Essential

4 Store Management

Inventory Planning

Ability to provide on line available inventory status across all the stores

Essential

5 Store Management

Inventory Planning

Ability to initiate purchase requisition for re-orders automatically.

Essential

6 Store Management

Inventory Planning

Ability to generate annual stock requirements based on past consumption and annual maintenance plan.

Essential



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7 Store Management

Inventory Planning

Ability to trigger stock replenishment exercise for all stock items on basis of various parameters such as: Reorder level, safety level, consumption

Essential

8 Store Management

Inventory Planning

Ability to send suggested ordering quantity and delivering schedule to concerned department and automatically converts the same to

purchase requisition.

Essential

9 Store Management

Inventory Planning

Ability to compute inventory carrying cost Essential

Reporting for Inventory Management

1 Store Management


Ability to generate comparative analysis reports by: Price, Quality, Delivery schedule, Payment terms, Orders and User defined parameters

Vital

2 Store Management


Ability to generate requisition reports by: End user, Item, Status, Purchase requisition lead time analysis, Outstanding purchase requisition,

and Purchase requisition ageing

Vital

3 Store Management


Ability to generate exceptional reports such as: Purchases without purchase order, Acceptance of goods without inspection, Direct purchases at stores/substations, and Purchases from

unapproved/unlisted vendor.

Vital

4 Store Management


Ability to generate report on arrival schedules (based on lead time/promised dates).

Vital

5 Store Management


Ability to perform purchase order lead time analysis.

Vital

6 Store Management


Ability to generate and print as and when required outstanding purchase order report that shows all outstanding orders or backorder which

are not fulfilled yet.

Vital

7 Store Management


Ability to generate purchase order listing that shows listing of purchase orders processed by: User, Purchase site/location, Product category, Date, Range, Vendor, Quantity procured, Unit

cost, Total costs, and Total commitment by the individual purchase number and total

commitment for the range of purchase orders

Vital



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Ability to generate goods receipt audit trail that shows all goods receipt done by: Specific user location, Date range, Quantity received, Purchase order number/range, Unit cost, Total

costs, Supplier invoice or delivery order number/range, Unit cost, Total costs, Supplier invoice or delivery order number.

Vital

9 Store Management


Ability to generate and print purchase order cancellation/ amendment report as and when required which shows all purchase orders that

have been amended or cancelled by user and the specified dates/period.

Vital

10 Store

Management

Inventory

Management

Ability to generate and print report as and when required that shows all purchase orders, which have been partially fulfilled. The report should

list: Items that have been fulfilled with total value, and Items, which are still outstanding and not fulfilled yet with total value.

Vital

11 Store Management


Ability to do listing by user id, vendor, specified period, purchase order number range, product category, locations and cost centre /client.

Vital

12 Store Management


Ability to generate goods returned to supplier report that shows the items returned to supplier by: Location, Vendor, PO number, Category, Product code, Reasons for return and Value

Vital

13 Store Management


Ability to generate overdue purchase order report that shows all purchase orders which have not been fulfilled by: Stipulated deadlines,

Line, Items and Vendor.

Vital

14 Store

Management

Inventory

Management

Ability to generate purchase orders aging report that shows aging of approved purchase orders

by: Number, Rupee value, Vendor, Product, and Period.

Vital

15 Store Management


Ability to generate purchase order audit trail that shows all purchase orders processed, edited/amended, cancelled or void.

Vital

16 Store Management


Ability to handle price variations and be able to account it to the material batch supplied by the vendor and make payments accordingly

Vital



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17 Store Management


Ability to track the PBG and SBGs furnished by the bidders and their expiry and creation of alerts about validity of the BGs

Vital

18 Store Management


Ability to customize the standard solution to meet the requirement of Discom

Vital

Stock taking and inventory verification

1 Store

Management

Inventory

Management

Able to produce stock count sheets based on

storage locations and or bin locations Vital

2 Store

Management

Inventory

Management

Ability to record the date each stores item was

last checked Vital

3 Store Management


Ability to provide lists of stores items scheduled for checking

Vital

4 Store Management


Ability to generate alerts on safety stock quantity

Vital

5 Store

Management

Inventory

Management

Ability to enter actual stock take quantities via

hand held devices. Vital

6 Store Management


Ability to enter manual stock adjustments with specific authorisation

Vital

7 Store Management


Ability to record and track inventory status like - Obsolete, Scrapped, Restricted use, Blocked, In transfer, Under repair, Available for issue, Special project stock, Reserved stock, Vendor consignment stock, additional user defined stock status

Vital

8 Store Management


Ability to produce stocktaking schedules based

upon predefined criteria e.g. Items counted 12 times per year, B items counted 6 times per year and C items counted 2 times per year.

Vital

9 Store Management


Ability to enquire and produce stock turnover

reports separate by material code, material type, storage, etc.

Vital

10 Store Management


Ability to produce online reports for stock locations e.g. materials in a stock location, stock movements, historical data, stock values,

expected receipts etc.

Vital

11 Store

Management

Inventory

Management

Ability to produce online reports for outstanding

stocks and stock value (total cost, unit cost) Vital



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separate by material code, material type, storage etc.

12 Store Management


The system should be able to calculate the Stock value of each material through various stock evaluation methods

Vital

Accounting and Maintenance of Records

1 Store

Management

Inventory

Management Ability to process all transactions online. Vital

2 Store

Management

Inventory

Management

Ability to consolidate total inventory levels

available at all the stores. Vital

3 Store Management


Ability to accumulate and provide YTD/MTD/monthly information on following by part code/product ID: Receipts, Stock adjustments, Scraps, Returns to suppliers and

Returns from customers

Vital

4 Store

Management

Inventory

Management

Ability to incorporate different inventory valuation methods such as: FIFO / LIFO /

Weighted average, standard and actual cost

Vital

5 Store Management


The system should be able to handle the links

between the stores, regions and the circle. (Assign stores to regions, circles)

Vital

6 Store Management


Ability to maintain accurate stores records and have the ability to consolidate, on an entity wide basis, quantities on-hand.

Vital

7 Store Management


Ability to increment Stores records by goods received notes and goods returned notes and decremented by material transfer notes and by

goods issued to jobs etc.

Vital

8 Store Management


Ability to generate a flexible stores item code as per the requirement.

Vital

9 Store Management


Ability to access stores items by item number (bin number) or description, alternative item number or vendor number.

Vital

10 Store

Management

Inventory

Management

Ability to maintain multiple levels of stores item classification including product group, class, size, item, reference, import/export item etc.

Vital

11 Store

Management

Inventory

Management

Ability to maintain quantity on hand, quantity

committed to current work, quantity on order, Vital



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free balance; quantity on backorder.

12 Store Management


Ability to administer multiple stores locations. Vital

13 Store

Management

Inventory

Management

Ability to consolidate stores on hand over all

locations. Vital

14 Store Management


Ability to maintain and track the details of each materials sent to each DC

Vital

15 Store Management


Ability to maintain issue details, issue date, receipt details, receipt date, balance at any point of time

Vital

16 Store Management


Ability to record stock in transit between stores Vital

17 Store Management


Ability to calculate average lead time and reorder levels.

Vital

18 Store Management


Ability to calculate economic reorder quantities, record standard order multiples or minimum

Vital

19 Store Management


Ability to calculate minimum/maximum stock levels

Vital

20 Store Management


Ability to view orders placed on any particular month/ period

Vital

21 Store Management


Ability for the portable data entry units to read bar codes.

Essential

22 Store

Management

Inventory

Management

Ability to classify items as inventoried and non-

inventoried. Vital

23 Store Management


Ability to reconcile value of stocks issued with works orders completed and in progress.

Vital

24 Store Management


Ability to categories stores items by holding objective, i.e., consumables, spares, emergency etc.

Vital

Handling of other charges

1 Store Management


Ability to allow cost of freight, insurance and miscellaneous charges as required to be added

to the purchase price for imported items

Vital



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2 Store Management


Ability to allow for miscellaneous charges to be added to the purchase price for local purchases

Vital

3 Store Management


Ability to have a stock write down facility reducing the stock valuation based on the pricing method

Vital

4 Store

Management

Inventory

Management

The system should be able to handle the material overheads, the costs other than the

cost of material like transportation should be booked under the cost of material

Vital

Management of spares

1 Store Management


The system should support the spares

replenishment process for both local sub inventory replenishment such as area offices and for field engineering orders.

Vital

2 Store Management


Replenishment for store and field engineer sub inventories can be either automated or manual depending on user requirements.

Vital

Logistics Management

1 Store Management


If a field engineer needs a part for a specific service request and task, the part order is linked to the task and can be shipped to wherever the

field engineer needs the part

Vital

2 Store Management


A field engineer or supervisor should be able to raise indent for required spares and receive them into his location/sub-inventory.

Vital

3 Store

Management

Inventory

Management

It should be possible to process request transfers of parts between locations. The system

should provide the ability to minimize inventory excesses by managing the return of excess parts or replaced parts that can be repaired and utilized.

Vital

MIS and Reporting of Inventory



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1 Store Management

Inventory Reporting

Ability to provide accurate and timely management information including but not limited to the following: - Stock status reports by location and

consolidated - Monthly summary of stores items issued both item as well as Division wise. - Report on Inter store and Inter Discom

transfer details (both issue and receipts) - Reorder report for items reaching reorder level.

- Historical demand information by month - Profile forecasting for projected stock level based on demand to date - ABC and XYZ analysis reporting and indicating buffer stock and investment requirements to give nominated levels of protection against stock-outs.

- Issue of items issued by site location in any specified month/period - Issue of items against project number - Issue of items against job number - List of slow moving items/non-moving items - Printing of bar code labels

Vital

2 Store Management

Inventory Reporting

Ability to generate comparative analysis reports based on price, quality, delivery schedule, payment terms and other user defined parameters

Vital

3 Store Management

Inventory Reporting

Ability to generate exceptional reports such as:

Purchases without purchase order, Acceptance of goods without inspection, Direct purchases at field offices, cash purchases and Purchases from unapproved/unlisted vendor.

Vital

4 Store Management

Inventory Reporting

Ability to generate requisition reports, PO

listings, goods receipts, goods returned to supplier etc.

Vital

5 Store Management

Inventory Reporting

Ability to provide screen inquiry to display stock level by line item code

Vital



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6 Store Management

Inventory Reporting

Ability to list forward purchase commitment by months.

Vital

7 Store Management

Inventory Reporting

Ability to print goods received audit trail. Vital

8 Store

Management

Inventory

Reporting

Ability to prepare report on unmatched purchase

order, receipts, invoices etc. Vital

9 Store Management

Inventory Reporting

Ability to produce audit trail of changes to vendor information.

Vital

10 Store Management

Inventory Reporting

Ability to generate reports and analysis of future demand forecasts/trends based on historical data such as consumption, lead-time, inventory expiry date, warranty period.

Vital

11 Store Management

Inventory Reporting

Ability to provide screen inquiry to display

purchased for the month by product code and supplier, and status of payment.

Vital

12 Store

Management

Inventory

Reporting

Ability to provide screen inquiry to display up-to-

date status of creditor account by supplier. Vital

13 Store Management

Inventory Reporting

Ability to provide screen inquiry and report of all unpaid bills.

Vital

Interfacing with service applications

1 Inventory management should be closely integrated with the service application as and when such applications are put in place.

Essential

2

Field engineers and dispatchers should be able to order parts and view the status of parts

orders from Service or Mobile Service

applications.

Essential

3

The integration with the job assignment application should consider parts availability

when automatically scheduling jobs.

Essential

Interfacing with external systems

1 Ability to interface with barcode printers and

print item details Essential

2 Ability to interface with barcode scanners and

retrieve item / consignment details Essential



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3 Ability to interface with RFID systems for recording and retrieval of information

Essential

4

Ability to capture and store images / video

snippets during various stages of inventory and store management

Essential

5 Ability to interface with the system for biometric scanning in such a way that the personnel entry

/ exit is also recorded in the ERP system

Essential

6

Ability to interface with hand held devices which may be used for recoding goods receipt, counting of received goods/ stock, and inventory verification

Essential



Page 119 of 244

6.3. HUMAN RESOURCES AND PAYROLL MODULE

Sr. No Process Sub-

Process Functional Requirement Specifications

Additional Information


Criticality

/ Essential)



TH: Third Party; NS: Not Supported)

General Features

The system shall have the ability to capture details such as:

Vital

1.

Maintain employee information including: Employee ID

Employee Name Address (Present and permanent) House Number, Gram Number, village block, district etc. Photograph and Id No. (Adhaar, PAN, Driving

Licenseetc.) Phone number, mobile number, e-mail Id

(personal and official), extension number Gender Marital Status Details of children / Family details Character, Major and Minor penalty Academic Qualifications Professional Qualifications

Designation

Date of birth Annual Grade Increment record when due and sanctioned Date of subsequent promotion, whether he forgoes promotion

Date for selection grade Family details GPF,EPF,CPF Membership no. , Date of membership, Family member declared by him/her, date of declaration Frequent transfers, Posting details, period

details



Page 120 of 244

Sr. No Process Sub- Process

Functional Requirement Specifications Additional Information


Criticality /

Essential)




Disciplinary actions- Details for the purpose if promotion Safety Record Previous experience capturing Names of

companies, sector of industry where worked, Tenure Trainings or courses undergone before joining (details and no. of days) in India (With

Location) Date of joining CTC (this field should be password protected)

Group Insurance Scheme (GIS) Blood group, Height and Weight details Passport details Nationality Job Status (Contract, Permanent, Temporary, Daily Wages etc.) Place of Posting

Health insurance Award received Insignia received Disciplinary action Legal disputes/action Able to provide no restriction for the addition of

new fields Able to retain historical data from the day employee appointed and all records should be date sensitive

Biometric Record -It will be having record of 4 finger and 1 thumb APAR/ACR

2 The system shall replicate the data and functionality of the service books which are currently maintained manually

Vital

3

The database should have safety and security

features so that only those with proper credentials shall be allowed to view sensitive details such as CTC either through the system or directly from the database

Vital

4 Capability to maintain single model database Vital



Page 121 of 244




Criticality /

Essential)




capturing all personal and job related data of all kind of employees permanent/ temporary/ contractual/ on deputation or ex-employees retired on superannuation, voluntarily retired,

resigned, dismissed, opted for pension etc.

5 Capability to data and time stamp all changes in the database, enabling data availability on 'as

on date/time' basis.

Vital

6

Capability to update the data through work flow

on real time and on-line basis with maker checker concept implemented

Vital

7 Only authenticated data shall be reflected in the human resource database

Essential

8 Capability to generate unique identification number for each employee in the Organization (proposal to use id) CPF or GPF Number

Vital

9 Flexibility of additionally capturing any information relating to employee at a later date/

stage

Essential

10 Capability to link employee data with the position based standard responsibility (Job Matrix)

Vital

11

Capability to maintain concurrent jobs for

employees with additional responsibilities/ special duties in addition to regular responsibilities.

Essential

12 Capability to link employees with the various Committees (permanent or temporary)

Vital

13 Capability to indicate or force entry/updating of defined fields through printout/ Self Service (all)

Vital

14 Every communication with employee should have employee ID

Vital

15 The system should capture different employee categories

Vital

16 The system should capture the following organization information:

Vital

Tax organization- Separate for each company PF and Pension organization

Establishment etc.

17 The system should capture previous Vital



Page 122 of 244




Criticality /

Essential)




employment information like Designation (JVVNL/RSEB)

Annual salary- The annual salary cycle is March to February for taxation purposes.

Leave encashment amount

Gratuity amount LTA Medical

Conveyance Orderly Elect. Allowance

Any other exempted Allowance

Gross earnings for the current tax year PF deduction for the current tax year TDS deducted for the current tax year

Self-Services (Employee / Manager)

1 Self service Employee Self

Service

Capability to empower employees to enter the data / view/ edit predefined data on self e.g.

updating of personal records like Bank details, marital status etc. and leave balance, leave status (Cannot be modified), Salary details, liabilities, declare investments for IT returns,

Property returns, Lease data, Medical and Entertainment etc. The console shall be in English. Should have well defined authorisation mechanism for viewing, editing any of these fields

Vital

2 Self service Employee Self Service

Capability of providing functionality to the employees of a bill payment system which would also include reimbursements. This would have features for generation, submission, tracking, approval and credit/debit the account, for receiving of physical proof/ bills.

Vital


Capability to remind the employee through self-service/e-mail/SMS/ Whatsapp regarding modification or requirement of additional data, reminder should have employee ID

Vital

4 Self service Employee Self

Service

Capability to provide links to the important

items hosted in various in-house websites/ Vital



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intranet e.g. important circulars/ instructions/ policy documents etc.


Capability to provide projection features for

viewing projections on Income Tax liability, terminal benefits etc.

Vital

6 Self service Manager Self Service

Capability to approve all kind of leave, bill payments, loans etc. for employees reporting to

appropriate authority based on workflow

Vital


Capability of compiling on-line appraisal/performance report/ACR/ APAR, review and approve

Vital


Capability to apply for or cancel any kind of leave online, submit self-appraisal, generate

reminders for those working under him/her who have not submitted the A&L/ Self-Appraisal, (also covered under respective heads)

Vital


The system should send the employee confirmations after changes are made online

Essential


The system should allow the user to customize the menus

Essential


The system should provide workflows. Accommodates multiple levels of review and approval

Vital


System should provide the capability to create new self-service transactions as and when required

Vital


The system should allow the appropriate authority to provide access to staff performance

review information

Desirable


The system should allow the manager to conduct performance appraisals.

Desirable


The system should enable appropriate authority

to recommend job change actions (promotion, demotion, etc.)

Desirable


The system should provide employee performance history.

Vital


The system should provide appraisal forms,

performance plan templates and employee

performance plans.

Vital

18 Self service Manager Self The system should provide access to staff Vital



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Service training information.


The system should enable managers to review staff training history.

Vital


The system should enable managers to approve training enrolments

Vital


The system should accommodate multiple levels of review and approval

Vital


The system should provide immediate updates to the core HRMS/ payroll database when data changes complete the workflow cycle.

Vital


The system should give managers the ability to create and save their own custom reports.

Essential


Capability to conduct on-line employee satisfaction surveys and provision analysis results & suggestion/Feedback report.

Desirable


The system should allow managers to view their direct reports as well as drill down to lower

levels under their area of responsibility

Vital


System should be able to validate the TA bills automatically for the reimbursement.

Vital


System should be able to validate the medicines

(Master list of Medicines reimbursable) and empanelled private hospitals (within and outside state) automatically for the medical reimbursement bill.

Vital

Leave Management

1 Self service Attendance Management

Capability to mark Bio Metric attendance on-line though the HRMS (optional)

Optional Desirable

2 Self service Leave Management

Capability to maintain & configure multiple types of leave like casual, earned, study, half Pay, medical, extra-ordinary, maternity, paternity,

bereavement, etc. with provision to define maximum and minimum cap etc. and enforce applicable rules. Provision should be there to adjust applied leave days and actual utilized days.

Essential

3 Self service Leave

Management

Leave balances should be merged/ transferred/

credited through an accrual process in the

system automatically based on user defined criteria. (Rules based)

Vital



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4 Self service Attendance Management

Capability to maintain local holidays declared by the collector/Govt. and integrate with the leave management

Vital


Capability to manage on-line application, tracking, and approval of various kinds of leave though workflow logic and self-service

Essential


Management

Capability to plan leave to be taken by

employees Desirable


Capability to approve or de-approve leave based workflow logic

Desirable


Capability of record keeping and maintenance of historical data

Vital


Capability to integrate the time management with leave management

Vital


Capability to integrate with payroll module for calculation and recover of loss of pay etc.

Desirable


Management

Capability to provide the Manager consolidated

status of present/ absent employees working

under him/ her

Essential


Capability to suggest alternate optimal leave combination to the employee

Desirable


Capability to link to payroll module for calculation of leave liability

Desirable


Capability to intimate the controlling officer when an employee goes on unauthorized leave (unmarked attendance) / returns back from unauthorized leave/ extends leave/ reports in

the middle of the sanctioned leave period (along

with appropriate reduction in sanction)

Vital

Manpower management

1 Manpower management

Manpower Planning

Capability to auto calculate vacancies based on

rules e.g. position upgrades/downgrades/ available manpower in the particular grade (Provision for user intervention should be available)

Essential


Manpower Planning

Capability to project vacancies for specified period and also populate probable candidates

Essential

3 Manpower

management

Manpower

Planning

Capability to re-calculate the vacancies and

probable candidates with different options for promotion policy modelling

Essential



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Essential)





Manpower Planning

Capability to automate manpower requirement/ planning based on competencies, skills, experience, qualifications and other criteria, budget

Vital


Manpower Planning

Capability to make provisions for direct employment/ promotion/ recruitment to specialist categories/ part time or contractual

employees

Vital


Manpower Planning

Capability to project cadre wise/ grade-wise

manpower requirements for a specified period based on data relating to resignations/ dismissals/ future retirements etc.

Vital


Manpower Planning

Capability to issue alerts before any position falling vacant due to retirement/ term of

temporary or contractual employee getting over

Vital


Manpower Planning

Capability to integrate with the recruitment/ promotion module for filling up of vacancies.

Essential


Manpower Planning

System must be capable of proposing filling up

the vacancies based on the prescribed

reservation norms and rules and thereafter do a netting of the remaining requirements, the system must be able to reflect the backlog of an unfilled vacancy at a given level for e.g. AEn level

Desirable

Recruitment


Recruitment Facility to carry out recruitment for different kind/ grade/ post of employees separately

Desirable

2 Manpower

management Recruitment

Facility to define positions for internal

(recruitment/ promotions) or external

recruitment

Desirable


Recruitment Facility to draw recruitment schedule in accordance with the recruitment plan ESR

Desirable


Recruitment Facility to segregate recruitment data from live data. Applicant data to form part of live data only on final selection and reporting

Desirable


Recruitment Support vacancy and post based roster system for recruitment and promotion

Desirable


Recruitment Facility for managing recruitment for special categories requiring relaxation in norms, same

Desirable



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must be applicable to Promotions also.

7 Manpower


Facility for generating advertisement for recruitment for internal/ external candidates for

publication on HRMS portal, media and website, external agency

Desirable


Recruitment Facility to Apply online, online Fee Deposit for internal

Desirable

9 Manpower


Facility to receive online responses, Email,

Mobile, Whatsapp Desirable


Recruitment

Facility to attach documents/ credentials in soft form as a part of the application or at any other time as decided by the institution. The system must generate online application number and

the acknowledgement of receipt of application should come as the first response with a condition that the application is subject to be rejected if the fee has not been paid. Facility for manual intervention and subsequent responses

after verification process must be there.

Desirable


Recruitment

Verification process wrt the parameters like University, reserved category and other formalities must be complete in all manner. System must save this verification process against the application records

Desirable


Recruitment

Facility for generation and mailing of call letters for written test/ interview with allocation of roll numbers and venue and offer letter for finally selected applicants. Should support manual

intervention in changing venue/ centre subsequently

Desirable


Recruitment

Facility to maintain various types of tests and maintain a question/ answer database of each type of test (functional, psychometric, analytical etc.) to be administered as part of the selection process.

Desirable


Recruitment Facility to define the evaluation criteria and generation of results post – evaluation

Desirable

15 Manpower


Generation of merit list of candidates on user

configurable criteria such as category wise, alphabetically, roll no. wise, score wise etc.

Desirable



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Recruitment

Facility to maintain check list for verification and acknowledgement of various aspects related to joining viz., medical reports, testimonials, other relevant certificates, etc.

Desirable


Recruitment Generation of system driven regret letters and/or offer/ appointment letters through both manual as well as electronic modes (English)

Desirable


Recruitment

Facility to define the specifications of the vacancy in terms of qualifications, work

experience, location considerations, skills/ competencies required, additional certifications/ professional qualifications, etc.

Desirable


Recruitment Ability to report generation for all the above functionalities with a provision for dynamic

querying

Desirable


Recruitment Ability to capture details of the policy for recruitment to various cadres in the institution

Desirable


Recruitment

Ability to record payments made to the panel

members/ invigilator/ candidates etc. External

agency or third party

Desirable


Recruitment

Capability to maintain details of the candidates resorting to unfair means and action (Warning/ FIR/ Debarred). The blacklisted/Debarred candidates must not

be able to apply for a specified period as per rules.

Desirable


Recruitment Should allow for maintaining a checklist of details to be mentioned in each employee's

personnel file

Desirable


Recruitment Provision to record comments of interviewers at various levels of interviews

Desirable

Organizational structure / administrative powers

1 Manage organizational data (Workforce)

Organizational Structure

Capability to define multiple organizational structure (positions) and multiple reporting relationships and integrate with the respective employee data

Vital

2

Manage

organizational

data (Workforce)

Organizational

Structure

Capability of providing the 'Drag and Drop' or

alike feature for recording changes in the

organizational structure (repositioning/

Essential



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Essential)




redefining the control structure).

3 Manage organizational

data (Workforce)


Capability to restrict making changes in the organization structure to authorized persons

only

Vital

4

Manage

organizational data (Workforce)


Capability to seek confirmation after every change made in the structure, changes to be made permanent only on authentication by the

controller of the authorized person

Vital



Capability to change/restore/rollback changes to a previous (given) date and report inconsistencies

Essential


Organizational

Structure

Capability to generate tree structure giving details of all role holders and reporting

employees (defining reporting and reviewing relationship)

Essential



Capability to define administrative powers for organizational units position wise/ person wise

Essential



Capability to tightly integrate administrative power definitions to work flows and approvals

Vital


Organizational

Structure

Capture and manage performance targets as well as actual performance at various levels -

Corporate, Departments, Regional Office, Divisions, Units etc.

Desirable

Promotions

1 Reward and Recognize

Career Management

Capability to implement Company's career path for various cadres, streams, grades and scales

Optional Desirable


Career Management

Ability to define grade advancements within a channel (seniority/ Merit/ time based)

Essential


Career Management

Ability to draw a competency matrix in the system and define the competencies/ skills/

roles/ responsibilities required at each level/ position for the purpose of promotion. (included in Competency Management also)

Essential


Career Management

Ability to define rules for promotion eligibility in terms of tenure, seniority, residual service, performance, achievements, disciplinary actions,

etc. Like the candidates who are eligible for promotions must get calculated from system

Vital



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based (as per ESR both type) on the Zone of consideration for e.g. If there are General category vacancies for 7 candidates than the zone of consideration will be 21 candidates for

general category and for reserved category than it will be 49 etc. etc.


Career Management

Ability to enforce relaxations in eligibility norms

to reserved category candidates, allocating certain percentage of vacancies for these categories

Vital


Career Management

Ability to carry out the entire promotion process through work flows including on-line preparation/ printing of promotion appraisal forms/ booklet recording of recommending authorities comments/ generation of scores/

status regarding pending vigilance cases

Vital

7 Reward and

Recognize

Career

Management

Ability to obtain workflow based clearance on vigilance/ disciplinary cases from various

authorities

Vital

8 Reward and

Recognize

Career

Management

Ability to generate tentative seniority list/ Final

seniority list with applicability from back date Vital

9 Reward and

Recognize

Career

Management

Ability to seek option from the employees meeting eligibility criteria for promotion, an option for participation or opt out and exclude those opting out from the promotion process.

Ability to record the declarations from employee say an employee has 2 children, declaration of non-involvement in any criminal case,

immovable property etc.

Vital


Career Management

Ability to upload promotion list and print promotion letters of candidates found suitable

for promotion should be published on Nigam website automatically Integration Interface to be defined

Vital


Career Management

Ability to support prospective/ wait list promotions

Vital


Career Management

Ability to generate single page bio data report for each employee due for promotion (promotion calendar to be made user definable)

Essential

13 Reward and Career Ability to release promotion only on reporting at Vital



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Recognize Management new place in case of officer getting transferred on promotion and generate periodical detailed report on non-reporting. In the transfer order, employee id should be

mentioned against the name of employee.


Career Management

Ability to do salary fitment on promotion Vital


Career Management

Capability to handle back dated promotions with respective promotion policy

Vital


Career Management

Capability to automatically refresh seniority list on promotion as per ESR

Vital


Career Management

Capability to redefine the promotion process on change of policy

Vital


Career Management

Capability to record transfer option of an employee at the time of promotion and generate reports for the management for making transfers on promotion

Vital

19 Reward and

Recognize

Career

Management

Service/Award/ experience/ weightage at the

time of recruitment/ promotion Vital

Training and Development

1 Administrate Workforce

Learning and Development

Capability of undertaking training need analysis for various units for creating a training plan

using multiple tools e.g. performance management, competency management, succession planning, self-nomination etc. as per CEA regulations

Vital



Provision to define training - short term, long term, study tour, seminar/ workshop etc.

Provision to capture ad hoc course offers provided by various entities. Major training currently being planned are Safety, Technical training, and administrative training.

Vital



Capability to prepare and publish training

calendar (Training Master Plan) along with details of trainings (course title, type/level, date/duration, location/country, funding source, cost estimates etc.) and seek nominations/ recommendations online.

Essential

4 Administrate

Workforce

Learning and

Development

Capability to design selection criteria for various

in house/ external trainings especially higher Essential



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Essential)




studies



Capability to ensure periodical progress reports of employees and monitor accordingly

(particularly for long term study funded by BPC). Training Records when the employee underwent Training, what types of Training, thru which institutions the Trainings. Are conducted,

per person Training budget

Vital



Capability to capture expense details (course

fee, travel, and other expenses incurred for the course)

Essential



Capability to capture pre-departure formalities including generation of office order

Essential



Capability to capture training feedback from the individual employee

Essential



Capability to monitor planned training against actual training conducted based on user defined parameters such as number of trainings,

budget, participants etc.

Vital



Capability to maintain full training history of all employees

Vital

Transfer and Postings

1 Deploy Manpower Transfer and Postings

Capability of automating the transfer (including Job rotation) processes for all cadre/scale/grade/stream through workflow with facility to configure rules - Linked to Sensitive Post

Vital

2 Deploy Manpower Transfer and

Postings

Capability to maintain complete history of

employee transfers since recruitment Post wise/ name wise

Essential


Capability to perform calculations for arriving at the surplus and vacant positions

Essential


Capability to record request for transfer through employee self-service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained.

Essential


Capability to carry out postings/ transfers of employees upon their promotions, on

completion of normal tenure etc.

Vital

6 Deploy Manpower Transfer and Maintenance of transfer records of specialist Essential



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Essential)




Postings cadre transfer identification of vacancies and issue of transfer orders based on the recommendations received from the respective specialist departments and approval of the

competent authority is obtained


Provision to maintain lateral transfer details and transfers on promotion

Vital


Capability to record exemptions given in transfers with reasons for the same

Essential


Postings

Provision to record the transfer orders cancelled/ deferred/ modified and follow up with the respective office for implementation

Vital


Ability to capture details of officers on

deputation to outside agencies/ organizations with or officers joining from outside organization

Vital


Postings

Ability to generate lists of transfer requests/ recommendations received to be reviewed by the competent authority for deciding on

transfers with/ without promotions. The office

may also transfer an employee without any request/ recommendation.

Essential


Ability to generate Transfer orders through print/ emails (Personal and Official)/ Whatsapp with intimation to employee and office(s)

concerned

Essential


Ability to generate relieving letters on transfer capability to allow the employees or the controlling offices to fill up handing over/ taking

over forms on line Mobile Nos, Stamp, Cash Balance etc

Essential

Maintenance of service Records


Service Register

Capability to maintain service files documents in scanned form including date of birth, domicile, bonds, if any , executed, disciplinary cases

details, photograph etc.

Vital


Service Register

Capability to track the physical location of the service file by recording the file number and place where it is kept (After HRMS, no physical

file movement may be required)

Vital

Disciplinary /Vigilance Cases



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Essential)





Disciplinary and Vigilance

Ability to capture history of level and severity of disciplinary actions taken against the employee along with office order, reference number etc.

Vital



Capability to restrict the access to information to authorized officials and report through audit trail

Vital



Capability to restrict and categorize a case as pending, contemplated, cleared cases for use by

other modules e.g. promotion etc.

Vital



Capability to link to payroll for suspension cases for payment of subsistence allowance

Vital



Capability to enforce reduction/ freezing of basic pay, other allowances/ benefits, on account of punishment from the date of service of order.

Such reduction order should be reflected on the payroll immediately.

Vital



Capability to capture incentive, award (Central/ State/JVVNL) given to employees

Vital



Capability to restore original basic pay/ benefits/

allowances and others (before reduction/ freezing) on account of upholding of appeal against the punishment of reduction in pay scale. Such restoration of basic pay should be reflected on the payroll immediately

Vital

Sanction of exit / Retirements (Resignation, Voluntary Retirement, Compulsory Retirement)


Employee Retirement

Ability to identify the reason of exit e.g. retirement/ compulsory retirement/ voluntary retirement/ death/ resignation/ dismissal etc.

Passbook with photo of self/ Wife Nominee

Essential

2 Administrate

Workforce

Employee

Retirement

Ability to process the voluntary retirement application as per the rules defined for the particular scheme

Essential


Employee Retirement

Capability to generate retirement notice to

concerned departments and retirement proposal at least 6 months (flexibility to be defined by the user) in advance in case of superannuation for sanction. For other type of retirement/ exit as soon as the papers are submitted/ on-line

request is received

Essential

4 Administrate Employee Capability to confirm vigilance clearance from

Essential



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Essential)




Workforce Retirement vigilance module or seek vigilance clearance on the employee before retirement. Capability to take no-dues from various

departments. For Stock/Cash/Assets/Misc. Advance etc.


Employee Retirement

Capability to initiate the process for making

payment of the retirement benefits as per applicable rules (creation of last pay certificate considering all payables to the employee and

receivable from the employee)

Essential


Employee Retirement

Ability to analyse data relating to exits/ retirements

Essential


Employee Retirement

After retirement benefits (Medical etc.). PMCF

should be linked with the Pension Payment Order.

Desirable

Legal and Vigilance


Legal and Vigilance

Should be able to maintain all the information

related to the employee case. The information

that is required is:

Vital

• Status of the case • Categorization of case (major / minor) • Charge sheet issued • Reply to charge sheet not received • Case is closed by Competent Authority etc.

• Master details about the types of cases like robbery, anti-corruption are also maintained.


Legal and Vigilance

• Details pertaining to cases pending in Court,

State and Central Human Right Commission, State and Central Information Commission, State and Central Woman Commission, State

and Central SC/ST Commission, CAG, Internal Audit Wing, Central Vigilance Commission, Lokayukta, Lokpal and in personal capacity


Legal and Vigilance

• Details pertaining to FIR lodge by employee, Vigilance Checking Report, Civil Suites and in personal capacity

4 Administrate

Workforce

Legal and

Vigilance

• Details pertaining to complain receive against the employee by,

• Public Man



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Criticality /

Essential)




• Consumer • Vendor / Contractor • Controlling Officer • HOD

• MD • Chairman • Energy Secretary to Government • Energy Minister

• Chief Minister • Prime Minister • Central Energy Minister

• MP • MLA • Jila Pramukh • Jila Prabhari Mantri • Jila Prabhari Sachiv Public Representative

• Collector

Human Rights RTI Sexual Harassment Parents SC/ST


Legal and Vigilance

Should be able to maintain the explanations given by the employee

Vital

6

Administrate Workforce

Legal and Vigilance

Should be able to maintain the reason for disciplinary case like:

Vital

• Act of Misconduct (Departmental Action)

• Charges by Anti-Corruption Bureau (ACB)

• Criminal Offence (IPC) CVC IT Department


Legal and Vigilance

The system should be able to generate the show

cause notice and also help the Discom in mentioning the punishment from the user defined list of punishment actions

Vital

8 Administrate

Workforce

Legal and

Vigilance

The system should be able to maintain the response on show cause notice from the

employee

Vital



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Essential)





Legal and Vigilance

The system should be able to take track the time limits within which the reply from the employee is expected

Vital


Legal and Vigilance

The system should allow the authorized users to generate the investigation report from their respective vigilance unit.

Vital

11

Administrate

Workforce

Legal and

Vigilance System should be able to:

Vital

• Generate punishment orders and updating at

relevant areas (like HR module etc.)

• Implementation of punishment orders (like stopping increments etc.)

• Generate follow up reminders (by the concerned department) on whether action has been taken and feedback from the concerned

department

• Maintain the documents (in soft form) received from the employee with respect to

o Appeal o 2nd appeal o 3rd appeal o 4th Appeal

o Hearing details

o Details of the prosecution officer and the officer attending the appeals

o Changes in the punishment

12 Administrate

Workforce

Legal and

Vigilance

For departmental actions, type of misconduct should be "user defined" in the system viz.

energy theft, fraud, material pilferage, absconding etc.

Essential

13


Legal and Vigilance

Should be able to generate report regarding Action Taken against an employee like:

Vital

• Exonerated

• Warning • Censure • Suspended • Fine • Transfer • Others (customizable) etc.

14 Administrate Legal and Should be able to maintain employee details like

Vital



Page 138 of 244




Criticality /

Essential)




Workforce Vigilance (or can retrieve from HR module):

• The basic details of all the employees (of Discom wise seniority)

• Employee

• Designation • Cadre • Office details

15


Legal and Vigilance

Should be able to maintain charge sheet details like:

Vital

• case type

• letter no • letter date • reply date


Legal and Vigilance

Should be able to maintain details of officer/ committee appointed for enquiry against the

employee

Vital

17


Legal and Vigilance

Should be able to maintain details regarding appeal / competent authority decision:

Vital

• Details about appeal no • Appeal date • Competent Authority decision

• Final decision

18


Legal and Vigilance

Should be able to maintain details regarding suspension like:

Vital

• Suspension • Reason of suspension

• whether the employee will be reinstated in

future

• date on which reinstated • Others (user defined)

19


Legal and Vigilance

Should be able to generate progress report of board representative including:

Essential

• Opening balance

• Closing balance

• Cases fixed

• Cases not attended

• Reason

• Others (user defined)

20 Administrate

Workforce

Legal and

Vigilance

It should allow correlating the payroll and

disciplinary actions data for every employee. Vital



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Essential)





Legal and Vigilance

The disciplinary action record for an employee should provide a link to show current (as well historic) payroll data for the employee to ensure the implementation of disciplinary action

proposed.

Essential

22 Administrate

Workforce

Legal and

Vigilance

The employee master data should be available in a central system and a link to complete

history & audit trail of disciplinary actions taken against him / her should be available

Essential


Legal and Vigilance

The system should be able to calculate the financial impact of the case (total losses incurred w.r.t. each charge sheet, allowance during suspension etc.

Vital


Legal and Vigilance

The system should be able to maintain the court

intervention, in case the court gives an order to the Discom

Essential


Legal and Vigilance

The system should be able to track the reference to the documents exchanged with

Government of Rajasthan e.g. LAQ, LCQ. The details should include name of the session

(summer/winter <year>), starred/un-starred, date of receipt, subject, reference number etc.

Vital

26


Legal and Vigilance

The system should be able to record the complaint coming from various sources including: • Proper channel

Vital

• From member • From employees • From any other sources

• Through public (email) • Anonymous • From web site

27


Legal and Vigilance

The system should be able to categorize the complaint like:

Vital

• Alleged malpractices • Corrupt activities • Bribery • Criminal misconduct & other irregularities • Lapse on part of the employee

28 Administrate

Workforce

Legal and

Vigilance

The system should escalate the action to next

level of authority Vital



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Criticality /

Essential)





Legal and Vigilance

Should be able to handle the complaints including non-verifiable

Essential

30 Administrate

Workforce

Legal and

Vigilance

Should be able send the complaints to

competent authority for suitable action Essential


Legal and Vigilance

Should be able to classify the type of enquiry (Discreet, open or user defined)

Vital

32 Administrate

Workforce

Legal and

Vigilance

Should allow only the authorized users to access

the module Vital

33


Legal and Vigilance

For open enquiry the following details must be supported by the system:

Vital

• List of allegations • the statement of the applicant • The statements of all the witnesses

• documentary evidence in support of allegation

• The statements of all the persons cited in defence

34 Administrate

Workforce

Legal and

Vigilance

It should allow the consolidation of statistical data across the Discom hierarchy (subdivision,

division, circle, zone, etc.)

Vital


Legal and Vigilance

The consolidation should also be available against other parameters such as • district wise • post wise • caste status wise

• user defined

Vital

Loan Sanctioning

1 Payroll Management

Payroll Management

System should have the capability to define the loans and its various characteristics such as

periodicity, interest rate, ceilings details etc.

Desirable


Payroll Management

User should be able to attach loan sanctioning rules to every loan type

Desirable

Pay Fixation


Payroll Management

Pay fixation and revision on new recruitment

Vital


Payroll Management

Pay and allowance revision for annual increment Govt Policy/ Nigam Policy/ Pay Commission etc

Vital


Payroll Management

Pay fixation and revision on promotion/ demotion

Vital



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Criticality /

Essential)




Insurance

1 Self Service Insurance Capability to define various insurance schemes with premium and group insurance data

generation

Vital

2 Self Service Insurance Recording accident (fatal/ Non-Fatal)/ Death, claims, and any compensation

Vital

Management of tours and travel

1 Self Service Travel Management

System should capture the employee wise tours and travel eligibility details, according to category of employee

Desirable


Tours and travel block, when last tours and travel was availed etc. with related report as per

requirement

Desirable

3 Self Service Travel

Management

Facility to apply online for tours and travel by the employees and online approval by concerned authority

Desirable


Management

Support tours and travel cancellation, extension,

postponement etc. Desirable


Ability to sanction encashment of tours and travel as per company policy

Desirable


Ability to maintain air/railway/ transport rates

with respect to distance specified Reservations Air/Railway/ Roadways

Desirable


Sanction of advance against the tours and travel application

Desirable


Generation of reminder letters if tours and travel final bill is not submitted within the prescribed time

Desirable


Capability to maintain records/transactions of leave travel concession LTC (once a year) and leave encashment as per rules and guidelines

Desirable


Capability to generate automatic report for employees eligible for taking LTC

Desirable


Issue of NOC


Management

System should issue NOC for passport, visa, higher studies and any other purpose including NOC for re-employment of retired employees as

well as existing employees.

Desirable



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Criticality /

Essential)




Capturing of details of tours out of India, conducted under official and personal capacity.


System should issue no objection letter for

availing loan from banks, financial institutions or other entities.

Desirable


List of places from and to should be in drop down. For the state of Rajasthan, all villages

name would be in the dropdown list. It will first select the district of Rajasthan and then it will

put up the list of respective villages/Tehsil in district. In case of out of state journey, all the state capitals and list of places of factory from where JVVNL purchase material.

If desired place does not appear than, place can be entered manually.

Essential


List of government rest house/circuit house/government hotels/RVPNL Guest houses along with address, mail id, phone number,

contact person will be uploaded.

Essential


Mode of journey i.e. Nigam's hired vehicle, Nigam's vehicle, Bus, Train, Flight, Own Car, Own Motor Cycle, Own Scooter, Own Moped, Own Cycle, Auto-Rickshaw, Private Taxi/Cab, Pace.

Essential

Grievance Redressal

1 Self Service Grievance

Redressal

Capability to handle various types of grievances from employees, associations, applicants or third party. Capability to maintain the

grievances from various Govt. authorities / commissions and according replies must be recorded.

Vital

2 Self Service Grievance Redressal

Capability to maintain and monitor the various steps taken as part of the grievance resolution

Vital

3 Self Service Grievance

Redressal Capability to generate grievance status reports. Vital

4 Self Service Grievance Capability to maintain the final grievance Vital



Page 143 of 244




Criticality /

Essential)




Redressal resolution in the system

Deputation /lien

1 Recruitment and Selection

Deputation

The system should have the ability to handle deputation to and from other organizations. (Master List – JDA. RIICO, RHB, 5 Power Companies etc.)

Desirable

2 Recruitment and

Selection Deputation

The system should have the capability to record

history information on Deputation Desirable


Deputation

The system should have the ability to generate reminders for repatriation at least 1 months in advance before repatriation of officer is due from other organization

Desirable


Deputation

The system should have the capability to generate list of officers on deputation. History of a person\ Deptt. wise on deputation must be maintained as per rules and cadre wise.

Desirable


Deputation The system should have the ability to record Leave salary contribution/ gratuity contribution

Desirable

6 Deploy Manpower Deputation

Should be able to handle employees joining and going out on deputation/ lien along with details like: 1. Leave salary contribution, pension, GPF, GIS etc.

2. Economic rehabilitation with nomination & other details

Vital

Welfare Schemes


Payroll Management

The system should allow to define and configure Staff Welfare Schemes with various criteria &

rules

Desirable


Payroll Management

The system should handle Ex-Gratia, compensation in case of accidental death during employment, preferential appointments, / Death Relief, if applicable.

Desirable

Performance Appraisal Management


Performance Appraisal

Ability to support 3 different types of appraisal forms for different grades i.e. 1st, Ministerial Staff , 2nd J.En grade and 3rd Officers including AENs and above

Vital



Ability to define the period for which appraisal is being carried out - To be linked with Transfers /

Vital



Page 144 of 244




Criticality /

Essential)




Joining to the Unit

3 Reward and

Recognize

Performance

Appraisal

Ability to support the existing performance appraisal system for all grades of officers /

officials/ employees through proforma based templates including the targets and achievements as the case may be. Depending upon the designation of the employee the

performance appraisal parameters are there in the proforma. This is used for online goal setting as well as goal setting discussion with the

superior Integration with HCL/RMS system

Vital



Ability to maintain past annual appraisal reports on scanned format as well as through templates

Vital



Capability to provide for both periodical and comprehensive closed appraisal system

Essential



Capability to record self-appraisal,

supervisor/controllers' appraisal and final appraisal, if any, through workflow

Vital



Capability to link with organizational chart for reporting , reviewing and countersigning relationships during the financial year

Essential



Facility for identifying and recording the training

needs/ gaps identified during the appraisal process (provided a higher authority wants and feels the need for such training) form an input to the training calendar

Desirable



Capability to record feedback (mid-term) report due to change in assignment or change of

appraiser or two appraisers provided he has worked under one appraiser for more than 4 months

Vital

10 Reward and

Recognize

Performance

Appraisal

Capability to integrate with payroll for sanction of performance incentives through workflows.

Capability to record the integrity of the officer during performance appraisal.

Vital

11 Reward and

Recognize

Performance

Appraisal

Capability to maintain history of performance

appraisals. (This is required up-to his tenure of service)

Vital



Page 145 of 244




Criticality /

Essential)






Support to generate reminder letters/ mails/ workflows to the employees/ appraising authorities in case of non-submission of self appraisals etc.

Desirable



Capability to record the disciplinary actions taken against the employee in case of default.

Desirable

14 Reward and

Recognize

Performance

Appraisal

Capability to generate memo letters/ mails/

workflows for the employees in case of unsatisfactory performance

Desirable



Capability of recommending confirmation of employees who are on probation post recruitment or promotion, based on the performance rating

Essential



Capability of providing feature to employees for recording achievements for self-appraisal on financial year appraisal cycle.

Essential



Capability to advise / communicate adverse remarks in the Appraisal to the employee

Essential



Capability to determine rate of increment/ penalty at various target levels (Corporate, Division, department, division) based on the actual performance during the review period.

Desirable

19 Reward and

Recognize

Performance

Appraisal

Capability to define and communicate to the

concerned employee unacceptable behaviour Desirable



Capability to define and communicate to the employee , the employee duties and obligations

Vital



Capability to generate Promotion/ Demotion orders

Vital

22 Payroll Performance

Appraisal

Capability to generate suspension and termination orders (should be part of disciplinary cases) in case of serious matters

Vital

Payroll


Payroll Management

Allow for tight integration with Financial Accounting systems

Vital


Payroll Management

Audit trails for all system activities

Vital


Payroll Management

Support alert features about scheduled dates like receipt of payments

Essential


Payroll Management

Provide customizable 'workflow' for all internal processes and approvals associated with the

Vital



Page 146 of 244




Criticality /

Essential)




payroll system


Payroll Management

Provision for TDS calculations (if any) & tracking of TDS payable to the Government of India

Vital


Payroll Management

The system may provide for interface to interact/ migrate with data available in the existing system to the proposed ERP. Currently the salary processing of Gazetted employees is

taken care of by a FoxPro based system. The attendance records are maintained manually in

musters at circle level as well as at HO. In future, there should be a provision to interface the attendance capturing machines with the ERP.

Vital


Payroll Management

There should be a single employee master and it

should be integrated with all the company codes.

Vital

8 Payroll

Management

Payroll

Management

Approval limits for expense reimbursement should be configured based upon the hierarchy

limits.

Vital


Payroll Management

There should be a field in the master to reflect the company code/ cost centre to which an employee is associated. Currently the employees are allocated to a division and accordingly the employee expenses at JVVNL are collected at Division level and accordingly

processed. At Division level the expenses are collected at sub-division and further down the levels.

Vital


Payroll Management

Provision to allocate cost of employee based on his/her associated cost centres

Vital


Payroll Management

TDS, PF or any other such returns should be available online

Vital


Payroll Management

EDI of salary information to the bank account Vital


Payroll Management

The system should allow for the creation of user defined components of pay Voucher Allocation Sheet For the Month of

Header of Allocation: Accounting Unit Location Code

Vital



Page 147 of 244




Criticality /

Essential)




Classification Description Accounting Basic

Grade Pay-Fixed Leave Encashment-Formula based Bonus (Yearly)-Formula based / Ex Gracia Arrear Basic

DA and DA Arrear-Formula based HRA and HRA Arrear-Formula based CCA and CCA Arrear-Based on city

Spl. Pay and Spl. Pay Arrear Project Allowance and arrear Deputation Allowance and arrear Conveyance Allowance and arrear- Fixed Washing Allowance and arrear-Fixed Orderly Allowance and arrear-Fixed Hard Duty Allowance and arrear-Fixed

Electricity Allowance-Fixed Officiating allowance-Formula Honorarium-Formula Incentive-Formula Miscellaneous1 to 4 Travelling Allowance-Fixed

Medical Re-imbursement Deductions: Medical Fund (PMCF)-Fixed

EBF (Engineer‟s benevolent fund)-Fixed KKK- Fixed Income tax- Formula based

Water Charges- Fixed Quarter Rent- Formula based Prop Charges WWS (Workers welfare society)-Fixed Telephone and trunk call Auto Finance-Variable DA Deposit-

REBEC

Bank Loan-Variable



Page 148 of 244




Criticality /

Essential)




GIS CM Relief fund Professional Tax GPF- Formula based

GPF Loan Govt. GPF CPF- Formula based CPF Loan

Additional CPF LIC State Insurance

CUG Mobile House Building Advance HBA Interest Conveyance Advance Conveyance Advance interest State Insurance Loan Miscellaneous (1-5) Total Deductions Net Payable Total Dr.

Total Cr.


Payroll Management

The system should allow the calculation of pay structure based on compensation rules like Years of service Grade Pay scale Location Employee type like executives,

supervisors, workman, deputation, casual, consultants, probation etc. Others (user defined)

Vital


Payroll Management

The system should allow the salary to be split across different payments

Vital


Payroll Management

The system should allow pay types based on user defined cycles of pay (Monthly)

Vital


Payroll Management

The system should have the provision to override the standard rate of pay for individual employees based on required authorization

Vital


Payroll Management

The system should allow the setup of multiple payrolls with different payroll administrators & combining payroll

Vital


Payroll Management

The system should allow restriction of administrative functions to a few select payroll

users

Vital

20 Payroll Payroll The system should have a data upload facility to Vital



Page 149 of 244




Criticality /

Essential)




Management Management upload historical payroll data.


Payroll Management

The system should allow the maintenance of slab wise details for statutory elements like

Income Tax as well as user defined elements

Vital


Payroll Management

Provision to calculate reduction in salary based on attendance policy (such as time allowed for delay or location etc.) of Organization as a fixed

component or as a% of salary or hourly charges

Essential


Payroll Management

The system should perform advance payments: Fixed value amounts (e.g. festival/ natural calamity advance) or formula based amounts (e.g. pay advance on transfer / long leave)

Vital

24

Payroll

Management

Payroll

Management

The system should allow for deductions that

might be Organization rules like Vital

Festival advance Natural calamity advance House Building Advance Income Tax/ Surcharge

Others ( Pls. Define other allowances)

25

Payroll Management

Payroll Management

The system should allow for, but not be limited to, the following Loans and Advance payments

Vital

Interest Free Advances Interest Bearing Advances Short Term Advances Long Term Advances


Payroll Management

Provision to include fringe benefits as part of employee salary and to calculate required tax deductions as per the taxation norms and rules

of Organization

Vital


Payroll Management

The system should allow the cap of deductions

at user defined fixed values or as a percentage of some pay elements/ flexibility to relax user defined caps

Vital

28

Payroll Management

Payroll Management

The system should allow the following calculation of one-time payment of allowance

and /or deduction:

Vital

Incentive, arrear, ex-gratia, uniform, lease/ conveyance maintenance, Foundation day, etc.

By amount: enter amount to be deducted or

payable By days: enter number of days for



Page 150 of 244




Criticality /

Essential)




system to compute the amount based on basic pay or gross pay and/or any other component of pay

By Percentage: enter percentage for system to

compute the amount based on basic pay or gross pay and/or any other component of pay

29 Payroll

Management

Payroll

Management

The system should calculate recurring payments

and/or deductions using the same criteria as one-time payment/ deduction

Vital


Payroll Management

Allow for input of start and end date for recurring payment/ deduction

Vital

31

Payroll Management

Payroll Management

The system should be able to process payroll on the following frequencies:

Vital

Monthly, Off cycle payroll run must be

possible On-demand (i.e. terminations, vacation advance, court order, ratification)

32

Payroll Management

Payroll Management

For each employee, system should use Employee Master Data of HRMS such as:

Vital

Name of employee PF Account No. (CPF/GPF/EPF)

Bank Account PAN No. Name of Father, Husband, Mother Wife Date of birth Basic pay Designation Date of Joining service Nomination Details

Name and address of nominee

Relationship with subscriber Age of nominee Share payable to each nominee Other user-defined fields


Payroll Management

The system should automatically update payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions in the middle of month)

Essential


Payroll Management

The system should automatically update payroll database when authorized person and

Department makes pay rate changes

Essential

35 Payroll Payroll The system should be able to make back dated Vital



Page 151 of 244




Criticality /

Essential)




Management Management calculations


Payroll Management

The system should reflect payroll adjustments in correct pay period

Essential


Payroll Management

The system should have full and final settlement process in place

Vital


Payroll Management

The system should provide a final settlement report for each terminated employee

Essential


Payroll Management

The system should have provision to suspend payroll runs or control final settlement processing on a case to case basis

Essential


Payroll Management

The system should have the provision to run separate bonus / incentive runs

Essential


Payroll Management

The system should provide the capability to handle unlimited pay account codes and drawing banks

Vital


Payroll Management

The system should have a provision to process arrear and backdated payment calculations

Vital

43 Payroll

Management

Payroll

Management

Provision to recover advances in subsequent pay

periods with a single transaction Vital

44 Payroll

Management

Payroll

Management

The system should maintain earnings history information (i.e. a record of all pay of all

activity) for each employee for a user specified period of time

Vital


Payroll Management

The system should support multiple banks or savings institutions per employee

Vital


Payroll Management

The system should provide electronic transmission of direct deposit

Vital

47 Payroll

Management

Payroll

Management

Linkage with punishments, i.e. suspension

should result in subsistence allowance Desirable

48 Payroll

Management

Payroll

Management

The system should have linkage to leave,

punishments, promotion, location, qualifications Essential


Payroll Management

The system should calculate HRA rebate Essential

50 Payroll

Management

Payroll

Management

The system should handle tax exemptions as

per the Income Tax rules Vital


Payroll Management

The system should handle Gratuity calculations Vital

52 Payroll

Management

Payroll

Management

The system should handle provident fund rules

like Calculate and deduct contributions Vital



Page 152 of 244




Criticality /

Essential)




according to the respective statutory acts/ company policy etc. The system will have link of the EPFO/RVPNL or

UAN site, so employee can login and see the details related to provident fund.

53 Payroll

Management

Payroll

Management

Maintain individual GPF accounts and generate

individual account slip for every financial year Vital


Payroll Management

There should be a report generated before

posting of salaries at month end. This would ensure that the system allows checking of data prior to posting

Vital

Payroll Management

1

Payroll Management

Payroll Management

The system should capture company/ Organization information like

Vital

Organization/ Company Registration Number Legal name Establishment Registration Details

Employer Classification Income tax details

Department/ Division Details

2

Payroll Management

Payroll Management

The system should capture termination settlement details like

Vital

Notice Period Pay Leave encashment information

Retrenchment compensation Voluntary retirement Commuted Pension

PF settlement details Loan recovery Gratuity details Lien payments


Payroll Management

Flexibility to calculate overtime for different locations at different rates

Vital

Support for allowances, reimbursements etc.


Payroll Management

Release of festival advance and other advances (user defined) against salary

Essential

2 Payroll

Management

Payroll

Management

Employee wise recovery position, recovery list

and outstanding balances list - month wise or as user defined

Vital



Page 153 of 244




Criticality /

Essential)





Payroll Management

Support calculation and payment of arrear/bonus with consequent tax adjustments

Vital

4 Payroll

Management

Payroll

Management

Payment of medical reimbursement, allowances,

recovery and taxation (if any) thereon. Vital


Payroll Management

Support recovery of club/union contributions Essential

6 Payroll

Management

Payroll

Management

Provision of housing loan or any other loan

component to be adjusted against the employee

salary

Vital


Payroll Management

Support payment of educational allowance, transfer allowances and any other user defined allowances

Vital


Payroll Management

Support recovery of all other types of loans with reports like recoveries made, overdue list etc.

Vital


Payroll Management

Support calculation of incremental arrears with consequent tax adjustments

Vital

10 Payroll

Management

Payroll

Management

Support payment of salary arrears as per the

industry level settlements with tax adjustments.

Also support payment of arrears calculated in user defined

Vital


Payroll Management

Installments or in lump sum.

Taxation


Payroll Management

Ability to define tax rules to determine employees tax liability as per changes by the Organization/ local statutory legislation for actual tax liability of employee

Vital


Payroll Management

Facility to provide investment declaration form

in electronic format. The employee will be required to fill and submit the form electronically so as to automatically updating of salary record and tax calculation by the system

Vital


Payroll Management

The system should ensure support for major statutory reports/ certificates of taxes in the user defined format

Vital


Payroll Management

Also should support generation of employee's individual tax returns and generation of eTDS

data

Vital


Payroll Management

The system should record employees' perquisites and other information relevant in

Vital



Page 154 of 244




Criticality /

Essential)




computing their tax liability as tax components


Payroll Management

The system should complete calculation and deduction of tax automatically / user defined

Vital

7 Payroll

Management

Payroll

Management

The system should project the tax liability of each employee for the period within a tax calendar based on the employee declaration of savings etc. and providing tax planners to the

employee

Vital


Payroll Management

Provision to manually adjust taxable earnings (in case of income from other sources, investments etc.)

Vital


Payroll Management

The system should support separate tax tables for bonus pay calculations as per applicable

rules and regulations

Vital


Payroll Management

The system should handle exemptions and rebates as per the income tax rules

Vital

11 Payroll

Management

Payroll

Management

Provision to calculate professional tax deductions with exemptions, arrears and

generation of related reports and receipts

Vital

12

Payroll Management

Payroll Management

Provision to establish deduction limits for each deduction based on various parameters like:

Vital

1. Employee 2. Job Classification

3. Company 4. Benefit plan 5. Salary

13

Payroll Management

Taxation Provision to make deductions effective: Vital

1. In the current period

2. In any pay period or periods selected 3. In any user-defined frequency selected 4. Between user-defined start and stop dates 5. Until an user defined limit is reached

14

Payroll

Management Taxation

Start and stop dates for deductions should be

maintained: Vital

1. On the employee master file 2. On employee level

15 Payroll

Management Taxation

Provision to reverse deduction to be included in

next pay check if incorrectly withheld/ option with user

Vital



Page 155 of 244




Criticality /

Essential)




16

Payroll Management

Taxation Ability to determine deduction amounts by: Vital

1. Amount of earnings 2. Percent of earnings

3. Number of hours

17

Payroll Management

Taxation Provision to prioritize deductions: Vital

1. Using the deduction code 2. Using a separate priority number


Taxation Ability to be prompted by system when employee status changes to leave to determine how deductions will be paid while on leave:

Vital


Taxation Ability to apply or stop various deductions based on employee status changes (e.g. Leave of

absence, term)

Vital

Payslip Run


Payroll Management

The system should provide for online ad-hoc calculation of employees pay slip amount

Vital


Payroll Management

The system should perform on-line calculation of pay and benefits for terminated employee based upon termination date

Vital


Payroll Management

The system should have the ability to evaluate different scenarios for change in payroll

structures

Vital


Payroll Management

System should provide an impact analysis tool for analysis of impact of revision of any/ all components like pay, allowances, deductions etc.

Vital


Payroll Management

The system should display the status of the payroll calculations

Vital


Payroll Management

Provision to run payroll multiple times before finalization to ensure accurate pay computation

Vital

7

Payroll Management

Payroll Management

The system should post the amount of salary paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include:

Vital

1. Element

2. Amount

3. GL Account



Page 156 of 244




Criticality /

Essential)




4. Cost Centre


Payroll Management

The system should post salary payment advice including multiple payment methods such as

bank, cash and cheque to General Ledger

Vital


Payroll Management

Provision to issue third party cheques Essential

10

Payroll

Management

Payroll

Management

Payslip should be generated with the following

details, with a flexibility to alter the various

components:

Vital

1. Taxable and non-taxable components in separate columns

2. Tax till date, calculated, recovered, projected

3. Loan balances and no. of installments deducted/ left

4. Provident fund opening balance, interest till date, closing balance etc.


Payroll Management

PF and Terminal Benefit Management Vital


Payroll Management

System should support pooling the monthly

contribution of GPF in to the GPF management system

Vital


Payroll Management

System should support GPF settlement process including generation of settlement sheets and relevant vouchers for accounting

Vital


Payroll Management

System should support calculation of periodic interest and crediting the amount to the accounts

Vital


Payroll Management

System should perform GPF application

processing, loan sanctioning, loan disbursement,

modification of loan installments, loan short closure, recovery through payroll, final settlement during closing, transfer for different type of GPF loans

Vital


Payroll Management

System should have the facility to credit

sanctioned GPF loan / withdrawal amount directly to their respective amounts

Vital

17 Payroll

Management

Payroll

Management

System should generate all types of MIS reports as per request of Bank (like GPF ledger, GPF

loan Ledger, pension rule, GPF rule, Gratuity rule (online) etc.)

Vital



Page 157 of 244




Criticality /

Essential)





Payroll Management

System should maintain nominee details and payment to nominee in case of death of an employee

Vital


Payroll Management

GPF returns and other statutory forms Vital


Payroll Management

System should generate all types of reports/ registers related to GPF management

Vital

PF/ Gratuity Management

1 Payroll

Management

PF and

Gratuity

System should perform gratuity calculation, provision & accounting employee wise as per user defined rules

Vital

2 Payroll

Management

PF and

Gratuity

System should perform forfeiture of Gratuity in

case of dismissals etc. Vital


PF and Gratuity

System should generate gratuity payment cheques

Vital


PF and Gratuity

System should maintain nominee details and payment to nominee in case of death of an

employee

Vital


PF and Gratuity

System should generate all types of reports/registers related to gratuity management

Vital

Pension Management


Pension Management

System should intimate the employees three months (or defined period) before their retirement about their PF subscription, PF loan, Gratuity etc.

Vital


Pension Management

System should maintain nominee details to facilitate pension processing.

Vital

Reports/MIS

1 Reports MIS Reports

The system should have the mandatory forms

and reports like: Vital

1. IT declaration forms like Form 16, Form 24 etc.

2. Earnings/other income outside salary 3. PF form 4. PF receipt 5. Payroll Register

6. Payslip (including leave/other payment

details, IT deducted)

7. Perks calculation



Page 158 of 244




Criticality /

Essential)




8. Leave encashment 9. Tax calculation (at any point of time)

2 Reports MIS Reports The system should be capable of generating an

online payslip Vital


The system should have provision for generating ad-hoc payroll reports. (Currently some two to three reports are

presented by Payroll department on monthly basis apart from various yearly reporting.)

Vital

Yearly Burden based on people retiring PL Account Dependent details

4 Reports MIS Reports The system should have provision for generating user defined reports

Vital


The system should provide the following current and year to date totals on earnings statement:

Vital

1. Income tax; 2. Any standard or user defined deduction;

3. Any standard or user-defined pay type

6 Reports MIS Reports The system should display vacation status information on earnings statement

Vital

7 Reports MIS Reports The system should display absence status information on earnings statement

Vital

8 Reports MIS Reports Last pay certificate on transfer/ separation, service particulars – post and location

Vital

9 Reports MIS Reports TDS receipt at user-defined frequency (quarterly, yearly, etc.)

Vital


The system should be able to generate the

reports for each employee to show individual employee records which regards to leave register/expenses/PF details etc.

Vital

Income Tax


Taxation

The system should provide the functionality for: Vital 1. Online savings detail entry screen 2. TDS deposit details and linkage against TDS deduction.

3. Arrear calculation module 4. Monthly summary

5. Payroll

6. Deduction schedule



Page 159 of 244




Criticality /

Essential)




7. Others

2 Payroll

Management Taxation

Should be able to generate CTC report for various level of employees, should also facilitate

generation of projected employee costs based on certain estimated hike.

Vital


Taxation Should be able to generate Form16


Taxation

Should be able to integrate with HR module to

monitor attendance and leave records and use the data in payroll processing

Vital


Taxation Should facilitate employee cost allocation based on predefined parameters

Vital


Taxation Should have the facility to adjust excess/ short deduction of TDS

Vital

Industrial Relations

1 Administrate

workforce

Industrial

Relations

All Industrial Relations (IR) matters whether to do with court cases, leaves, union settlements

should be recorded and tracked in the

application

Vital

2 Administrate workforce


Capability to define unions/ federations/association (called association hereafter) in the system and maintain their

details

Vital



Capability to tag employees to the association and arrive at membership details

Vital



Capability to record the demands made by the Associations for follow up and recording of final

resolution

Vital



Capability to record absence of employees on strike and generate statistical report on the details on strike under different categories etc.

Vital



Capability to generate statistical and individual strike details under various heads such as unit wise, days wise, date wise, number of man hours lost etc.

Vital



Capability to initiate a workflow for recording of grievance and its Redressal

Vital



Page 160 of 244

6.4. PROJECT MANAGEMENT MODULE

Sr. No

Process Sub- Process Functional Requirement Specifications Additional

Information


Criticality /

Essential)



NS: Not Supported)

1 Project

Management Project Initiation

Project Initiation - Communicating to

members Vital

2 Project


Pre-qualification check of vendors for confirmation on black listing/debarment etc.

Vital

3 Project

Management Project

Scheduling Project Management Tools for developing project plan

Vital

4 Project

Management Project

Scheduling Ability to revise project plans Essential

5 Project

Management

Project Communication

Management

Ability to tie-up all documents related to a

project in project control folder Vital

6 Project

Management

Project

Scheduling

Planning Support - Ability to create planning support repository which will consist of documents related to standard

templates of resources, risk & effective mitigation strategies, learning from other projects, other historical data etc.,

Essential

7 Project

Management

Project

Scheduling

Ability to create project profile - Name, type, capacity, mode of funding, project

cost centre, location, beneficiaries, major

milestones, technical details, financial details, etc.,

Essential

8 Project


Indexation and categorization of proposals for new projects / Schemes

Essential

9 Project

Management Project Costing

Ability to record project cost estimates, during project setup

Vital

10 Project

Management Project Costing

Ability to capture the price variation for product/services

Vital



Page 161 of 244

Sr. No

Process Sub- Process Functional Requirement Specifications Additional Information





NS: Not Supported) 11 Project


A suitable mechanism to index and categorize various proposals for new projects / schemes. This is needed to keep track of the stage at which a new proposal

is presently or to get a view of all the proposed projects or any one of the projects or cumulative

Vital

12 Project

Management

Budgetary

Control

Ability to highlight total plan budgets,

based on national plans Vital

13 Project

Management Project

Management Based on above, ability to identify projects for each year, for each Office

Vital

14 Project

Management Project Contract

Management Maintain turnkey vendors database and standard rates e.g. CLRC Vendors

Vital

15 Project

Management Project

Scheduling

Ability to create and link projects, sub projects, activities and tasks

Essential

16 Project

Management Project

Scheduling

Ability to create an ad-hoc project, where a work break down structure is not

required

Essential

17 Project

Management

Project

Scheduling

Change in individual task completion dates, should reflect in overall project milestone dates

Essential

18 Project

Management Project

Scheduling

Project Planning steps should cover user

defined work-flow with the ability to modify and approve the work-flow

Essential

19 Project

Management

Project

Scheduling

Ability to define project related check-list /

steps and issue alert for deviation/non-

compliance

Vital

20 Project

Management Project

Scheduling

Ability to assign project owner, project manager, accountable person and key stakeholders

Essential

Project Scheduling

1 Project

Management

Project

Scheduling

Ability for create pre-award schedule

(timeline for finalization of specs, bid Essential



Page 162 of 244

Sr. No






NS: Not Supported)

evaluation timelines, contract)

2 Project

Management Project

Scheduling

Ability to revise the pre-award schedule including splitting, stretching and crashing of activities

Essential

3 Project

Management

Project

Document Management

Support for attachments such as drawings, specs, instructions etc., in

formats such as PDF, CAD, Visio, text/flat files, PPT, XLS,DOC, RTF,TIF, GIF, JPEG, GIS output /reports etc.,

Vital

4 Project

Management Project Resource

Management Ability to balance resource usage in a given timeframe, to ensure optimal usage

Essential

5 Project

Management Project

Scheduling

Import/Export to industry standard project management software applications such as Primavera/Project Scheduler/MS Projects etc.,

Vital

6 Project

Management

Project Budgetary

Control

Ability to create project wise and

department wise budgets for various projects/sub modules/wing circle/division/sub-division

Vital

Project Execution

1 Project

Management Project Material Management

Ability to track the status of every item in the Bill of Material (BoM), resource list

Vital

2 Project

Management Project Quality Management

Ability to record vendor deliverables inspection and results

Desirable

3 Project


Ability to issue compliance certificate, post quality inspection

Desirable

4 Project

Management

Project Quality

Management

Ability to record and track quality

deviations Desirable

5 Project


Ability to reconcile quality check against quality plans/checklists

Desirable

6 Project


Ability to update physical and financial progress

Essential

7 Project

Management

Project Cost

Management Ability to allocate costs across activities Vital



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Sr. No






NS: Not Supported)

8 Project

Management Project

Scheduling

Ability to track completion of each module/activity with reference to completion status, leading to the overall commissioning of project

Vital

9 Project


Management

Ability to track deliverables against individual vendors, leading to respective contract closure

Vital

10 Project


Management Ability to generate, record and manage contract closure certificates

Essential

11 Project


Management Ability to capture the methodology of project execution e.g. CLRC, Turnkey etc.

12 Project

Management Project Budget

Control Submission control mechanism to set deadlines to receive budget Requests

Essential

13 Project

Management Project Budget Management

Ability to track changes made to the budgets, after budget Approvals

Essential

14 Project

Management Project

Procurement

Ability to setup a billing plan, that allows

the release of payments upon achieving set milestones Project Monitoring

Essential

15 Project

Management Project

Scheduling Ability to monitor each activity/task in the project

Essential

16 Project

Management Project

Scheduling Ability to monitor variations from schedules and send alerts

Vital

17 Project

Management Project

Scheduling Ability to generate alerts for slippages at all levels (post and anticipatory)

Vital

18 Project

Management

Project Contract

Management

Ability to generate alerts for delay in

payments Vital

19 Project

Management Project

Scheduling

Ability to generate alerts for delay in starting/completion major

activities/milestones

Vital

20 Project

Management Project

Scheduling Ability to generate Gantt charts, histograms, tables, charts etc.,

Vital

21 Project

Management Project

Scheduling

Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise

Vital



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Sr. No






NS: Not Supported)

22 Project

Management Project Cost Management

Ability to monitor estimates versus actual : money amounts, services, labour, time span, vehicles used, material etc.,

Vital

23 Project


Management

Ability to monitor all projects consolidated, individual projects and individual tasks

Vital

24 Project

Management Project

Scheduling

Capture all the project management

activities for the entire cycle of construction projects i.e. from the point of

proposal of a new project to final testing & commissioning of the project.

Vital

25 Project

Management

Project Document

Management

Ability to track every document in the project - to trace with who is the current owner of the file/document, for how long

and why

Vital

26 Project

Management Project Risk Management

Provide a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks

pertaining to project.

Vital

27 Project

Management Project

Scheduling Store baseline and revised plans Vital

28 Project

Management Project Finance Management

Reports to funding agencies, management Vital

29 Project


Ability to display project total, accumulated costs in terms of actual, revenue, capitalization costs, future commitments etc.,

Vital

30 Project

Management Project

Management

Ability to record and monitor data on accidents during the project execution project and resources linked to each vendor

Vital

31 Project


Ability to support NPV (Net Present Value)

and SVA (Shareholder Value Added) analysis, IRR for projects and subprojects

Vital

32 Project

Management Project

Scheduling

Ability to maintain project percentage completed status (financial as well as physical) - based on work to date.

Vital

General Requirements



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Sr. No






NS: Not Supported)

1 Project

Management Project

Scheduling

Comprehensive project database to capture the data pertaining to all aspects of projects

Essential

2 Project

Management Project

Scheduling Resource tracking across projects Vital

3 Project

Management Project

Scheduling Provision of Timesheets to facilitate time booking by project personnel

Essential

4 Project

Management Project

Scheduling

Storage and retrieval of technical / financial qualifications of all suppliers and contractors and their past performance history

Essential

5 Project

Management Project

Scheduling

Ability to generate technical / financial specifications for projects and to analyse and evaluate the bids received

Essential

6 Project

Management

Project

Scheduling Enabling what-if modelling scenarios Essential

The Project Accounting System must include the following

1 Project


Record the costs for each major project or a set of activities under investigation;

Vital

2 Project


Management

Provide an analysis of resources used on a project compared to the estimates for different categories, i.e., money, time,

materials, overheads etc.;

Vital

3 Project

Management Project

Scheduling Maintain the records for the complete duration of the project;

Vital

4 Project

Management

Project

Scheduling Provide management MIS reports. Vital

5 Project

Management Project

Scheduling Ability to reflect inflation in project costs Vital

6 Project

Management

Project Finance

Management

Ability to highlight and correct errors, if detected in project management with

proper notifications and authorization

Vital



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Sr. No






NS: Not Supported)

controls

7 Project

Management Project

Management

Full data on any project must be kept throughout the life of a project and must be able to be printed out and/or reviewed

on screen at any time.

Vital

8 Project

Management

Project

Scheduling Secure creation of project codes Essential

9 Project

Management Project

Scheduling

Ability to support alpha-numeric characters for project codes – no limit in length

Essential

10 Project


Support for auto-generation and manual-generation of project codes, and preserve uniqueness in project codes

Essential

11 Project

Management Project

Scheduling

Capture documentation related to execution of various projects (existing &

old) for retrospective analysis in future.

Essential

12 Project

Management Project

Management

Enable to achieve organization-wide compliance and greater efficiencies in project delivery by capturing and deploying best practices and continually improving processes.

Essential

13 Project

Management Project

Management

Enable project managers to gain insight into the performance of overall projects / schemes by identifying relevant project trends and problem areas using powerful analysis tools.

Vital

14 Project

Management

Project

Management

System should enable online project management process by enabling team members to easily manage, track, and report on their project activities through familiar tools, like the Web.

Vital

15 Project


Ability to incorporate security measures, to limit changes by project owners to only their respective projects and simulations

Vital

16 Project


Ability to track changes, with reasons Vital



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Sr. No






NS: Not Supported)

17 Project

Management Project

Scheduling Ability to conduct cash flow analysis for a minimum of 5 years

Vital

18 Project

Management

Project Cost

Management

Cash flows to be monthly, quarterly,

yearly and user defined as Well Vital

19 Project

Management

Project

Management

Ability to establish security measures to ensure that the personnel are allowed to

review/edit projects they are involved with.

Essential

20 Project

Management Project

Scheduling

Prevent further transaction processing/transfers against finalized jobs/projects

Essential

21 Project

Management Project Closure

Ability to notify all appropriate personnel, that a project is closed

Essential

22 Project

Management Project Closure

Ability to provide security measures, to ensure that the project closure is done by authorized personnel only

Essential

23 Project

Management Project

Scheduling

Ability to print and view project reports at

summary level and detailed level at activity and project level

Essential

24 Project

Management MIS Reports

Drill down facility and Ad-hoc reports,

with filter, sort, query, charts, etc. Essential

25 Project

Management

Project Integration

Management

Ability to integrate seamlessly with other JVVNL organization structure/hierarchy

and individual project structures Integration with other systems

Vital

26 Project

Management

Project

Integration Management

The system will use data captured by the

Stores, finance, Payroll and Purchasing systems and pass the information to the General Ledger;

Vital

27 Project

Management

Project Integration

Management

Time use data will be keyed directly into the Project Accounting System

Vital

28 Project

Management Project Asset Management

Data relating to completed capital works

will be transferred to the Fixed Assets system.

Vital

29 Project

Management

Project Material

Management

Integration with Stores system l for stock

items used Vital



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NS: Not Supported)

30 Project


Final costs transfer to general ledger only on project completion Certification.

Vital

31 Project

Management

Project Cost

Management

Index project cost codes to relevant

general ledger account. Vital

32 Project


General Ledger accounts to be updated directly from the project accounting

system as an associated function.

Vital

33 Project

Management

Project Asset

Management

Assets created through works under project cost control must be identified on completion for entry to the asset register.

Vital

34 Project


Management

All data must be identified to its correct

financial year and month in that financial year so that any queries over the accuracy of charging resources to the project can be properly investigated. Consolidated data for each year is not adequate.

Vital

35 Project

Management

Project Inventory

Management

View all the reports related to inventory

management in respect of construction and O&M materials for financial accounting purposes from System with appropriate security.

Vital

36 Project

Management Project Asset Management

Capitalization of Projects (Capital Work in

Progress). From projects to Assets Management.

Vital

37 Project


Management

Possible to link Purchase Order number of contracts (with contractors) with the project number

Vital

38 Project

Management

Integration

Management

Integration with the Custom built Materials Management module to trigger material requirement based on Reorder level, availability of material for a project and project progress

Vital



Page 169 of 244

6.5. MIS REPORTS AND DEPARTMENTAL FUNCTIONAL REQUIREMENTS

Sr. No Brief Description Comments Criticality

Response to FRS (CA: Core Application; CZ: Customisation; TH: Third Party; NS: Not

Supported)

Key MIS reports for top management

1

The following MIS reports are currently being compiled. The system shall be able to

accommodate, handle and wherever possible, automate the creation of these reports:

There will be manual entry for a lot of these reports as some data will not available in ERP system

Vital

- ATC and other revenue related data

- Industrial area ATC & Audit data Billing and Revenue related MIS will be dependent on integration with existing MBC

system

- DHQ. ATC and other revenue related data

- 5000 and above villages T & D & ATC Losses & Revenue Growth with HT Consumers

- Recovery of Outstanding from Regular consumers

- Recovery of Outstanding from PDC consumers

- Category wise nos. of Defective Meters

- Action taken for Replaced Defective Meters Deposition by the O&M wing

- Action taken by the ACOS for Disposal of Defective Meters deposited by the O&M wing

- Action for Retrieval of Actual Consumption from Replaced Defective Meters

- Analysis of rate of burning of distribution transformers

- Analysis of Power Transformers failure

- Progress of Vigilance Checking & pending VCR status by O&M Wing

- Progress of Vigilance Checking & pending VCR

status by Vig. Wing

- Progress of APTPS under Section 135

- Progress of APTPS under Section 138 /135 & 138 & Status of Enquiry pending in the



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Supported)

SHO(APTPS),Dy.SP,ASP

- Status of AG. DN deposited & connections Released during CFY

- Category wise No. of Connections Released LFY & CFY

- Electrification of RHH & DL Connections Under MMSLVY

- Status of pending PHED connections

- Material Requirement for Specific Items in the Current Financial Year

- Material Management plan for CFY

- Category wise No. of Connections Pending

- Theft of 3 & 1 Ph. Transformers, Conductor, Oil & other Material

- Status of 11kV feeder metering, AMR, feeder

wise energy Audit & tripping

- Statement Showing the Discrepancies Observed by the Feeder Manager and Action Required at Circle Level

- Progress of the Redressal of Consumer Grievances in Bijali Chaupal

- Breakup of the Consumer Grievance(s) received

and redressed Chaupal (Chaupal-5)

- Progress Status of Various Schemes

- Progress of Sub-station Improvement

Programmed up to the Reporting Month (SIP-A)

- Progress of 33 kV Works upto the month

- Detail of Accident due to Electrocution during the current Financial Year

- Feeder wise supply status as per CMRI taken by



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Supported)

Feeder Manager

- Status of installation of Prepaid meter to the Govt. Connections having connected load <25 HP

or 18.65 KW

- No of Consumers to be equipped with AMR metering system

- Status of cross checking of meter readings

- Monthly Information given by C.C.A in CCA-I (Consumer Complaint Attendant )

- Recovery of Additional Security from the Consumers up to the month

- Status of Sanctioned and working strength of

Sub-Division / Division / Circle/ Zone wise Officer, Technical, Accounts &Ministerial Staff

2 The system shall support data drill down on geographical and administrative criteria Vital

3

The system shall support creation of other MIS reports also, as may be communicated during implementation Essential

4

In case of reports for which data is not dynamically available in the system, manual data entry shall be supported Essential

5

For reports with manual data entry, there shall be provision for defining periodicity and deadline for updating of data along with alerts for delay in updating Essential

CAO - FM & WM (Budgets, Financial Forecast etc.)

1

Ability to accommodate MIS reports on Budget, and Actual Expenditure against Budget

"SE-Plans" makes the total plan and then divides it into circle wise for "Plan" and "Non Plan" amounts.

Vital The system shall be able to consolidate and drill

down at Geographical and Administrative levels

(Head Office, Circle Offices, Divisional Offices)

The circulars are issued from SE-Plans to the Budget office in HO and circles.



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Supported)

Against these budgets, the circles records

the actual expenditure in the following sheets:-

B4 - For R&M and General Admin expense B5 - For General Admin

B6 - A compilation of B4 and B5

These data comes from (1) Circles, (2) Divisional Offices and (3) HO.

Based on actual expenditure, the budgets may get revised and for this revision, necessary approval would be required.

Based on expenditure, the budget for the

next years are prepared. It is required to capture the transactional data coming from circles , divisional offices and consolidate it at HO level for MIS reporting purposes

2 Ability to accommodate MIS reports on Revenue account, Expenditure account, Capital budget

Based on expenditure and Revenue, the revenue account is made and compiled. For capital budget also Plan works and Non-Plan works are captured.

Essential

3

Following critical Reporting requirements are there

over and above other reporting requirements, :-

Vital

Budget Estimates of Capital Receipts & Payments (Company as a whole and circle wise)

Budget Estimates of Revenue Receipts (Circle wise units and assessment)

Budget Estimates of Revenue Expenditure (Company as a whole and circle wise)

Budget Estimates of Purchases, Issue & Stock

Detailed budget estimates of other appropriation of profits

Budget Estimates of Capital Expenditure Budget



Page 173 of 244



Supported)

Estimates of Loans and Advances and Other Debts

Budget Estimates of Loans and Advances to the

Employees of Nigam

Statement of Power Purchases etc.

4

Business gets the funds from the different

resources:-

Business gets the funds from the below

resources:-

Vital

On these funding, the interest calculation needs to be done.

Banks

The interest and the principal part needs to be paid when that becomes due. It can become due at any time during the month based in the

agreement done at the time of loan sanctioning.

Short Term (Up to 36 Months) Long Term (Beyond 36 Months) PXIL, PFC, REC etc.

Business is interested in making the interest calculation and pay-out automated.

5

Ability to create and display Cash Flow reports such as:

Vital

(i) projected cash flow for the month, (ii) Projected Cash Flow for the day, (iii) Actual Cash Flow for the day, (iv) Progressive/ Actual for the Month, (v) Progressive/ Actual for the year up to date, (vi) Projected cash Flow for the next day with respect to the below items:-

Opening Balance in Cash Credit/ Current account Receipts Remittance From State Government Term Loan Short Term Loan Cash Credit/ Overdraft Availing

Others

Payments

Power Purchase

Power Purchase through RPPC



Page 174 of 244



Supported)

Debt Servicing

Guarantee commissions etc.

Payment to Supplier & Contractors

Finance to O&M Circles/ Offices

Contribution towards SAF, Gratuity, GPF etc.

Statutory Liabilities

Urgent Payments

Repayment of CC limit/ Overdraft

Interest on CC limit/ Overdraft

Others

Position at the end

CAO – Internal Audit Functions

1

Capability to do support the following type of

audits, by providing adequate information:-

Desired

Technical Audit

Revenue Audit

Expenditure Audit

High Retentions (HT) Audit

Draft Passes (CAG)

Stores Verification

2

The system shall be able to record the audit

findings and to facilitate the compliance status and follow-up actions on the same online is required.

Vital

3 Various audit reports and the circulars etc. should be made available online for easy reference of audit party.

Vital

4

In Revenue Audit, following critical Reports are

being made, which shall be compiled in the system:-

Vital

Statement of Spot Debit (SOSD)

Statement of Bills not Issued

Statement of new connections



Page 175 of 244



Supported)

Statement of First Billing

Statement of Pending Orders

Statement Registers

Tariff Control Check for Agricultural

Consumers

Etc.

5

In Expenditure Audit, following kind of critical reports are being generated, , which shall be compiled in the system:-:- Procedure and Rules Compliance

Vital

Authority Matrix Deviation report

Beyond Budget expenditure report

Discrepancy Report

Purchase Manuals

6

In Stock Verification, following activities are being done, it is required to capture all these activities in system along with all dependent critical reports:-

Vital

Physical Verification

Book Verification

Non Moving Stock Items report

Shortage/ Access Report

Discrepancy Report

7

Draft Passes Department makes the follow-up and tracking of the compliance of the CAG orders, circulars etc., which shall be maintained and tracked in the system:-.

Essential

8

For the High Retention (HT) customers (e.g. Industries), a separate audit is conducted for the billing, collection etc. System shall be able to support this, wherever possible.

Desired

CPC – Central Payment Cell

1 System must be capable to do Invoice Verification

Vital



Page 176 of 244



Supported)

with respect to rate and quantity. Bill passing is

done based on Certificate of receipt of material.

2

Possibility to make payments by different modes like Cash, Cheque, Electronic payment etc. etc. Right now majority of the payments are being made by cheque. Separate operative Bank account is maintained for CPC in SBBJ bank.

Vital

3

Right now there are different payment terms, 15, 30, 60, 90 etc. days from invoice receive date for due date calculation; system must be capable to capture different terms of payments.

Vital

4

Possibility to make Installment payments,

currently it is being done on the basis that if the bill amount is more than 30 lacs and up to 120 lacs – payment in batches of 30 lacs

Essential

if the bill amount is more than 120 lacs – payment

in 4 installments

5

Capability to make different deductions, e.g. bank guarantee, performance guarantee, TDS, interest, Delay penalty etc. is recorded on the bill for

calculating the net amount payable.

Vital

6

Capability to capture Advice Transfer debit/ Advice

Transfer Credit (ATC/ATD) is issued to circles by HO for the payments etc. done on their behalf

Vital

7 Following critical reports are being made apart from other reports ; it should be possible to extract all these reports from

Vital

ERP system-

Payment List for Verification to other departments for information

Hand Receipt (HR) for cashier for payment via

cheque (Bill wise or collective bills)

Intimation of cheque payment to party +



Page 177 of 244



Supported)

ATD/ATC

Price Variation Statement

Inner Sheet

Party wise file containing the bill, deduction details etc. Cheque Register

Bill Priority Register

Cash Book

Head wise Receipt and Payment Account

TDS, TCS, Entry tax, WCT etc. Registers

8 Bank Reconciliation is done by the CPC department for their bank with respect to cheques issued etc.

Capability to do bank recon

Vital

9

Capability to make Daily Projected Cash Flow statement is prepared and sent to budget department for funds requirement. For Daily Forecast the below information is being used:-

Vital

RDPPC information for power Purchases Revenue, ST - Billing information for collection

Circles information for funds transfer

10

Capability to capture different categories of for which CPC makes the payments:-

Essential

Material Supply

Erection

R&M

Transfer to Circles

CAO - Accounts (Revenue and Taxes)

1

- Agenda Making, Follow-up Orders for Meeting Decisions preparation

Vital

- Books Updating with regards to new

orders, amendments etc.



Page 178 of 244



Supported)

- Clarifications/ Reply to different units

(Circles/ divisions etc.)

System must have capability to capture above transactions

2 Storage of the various records and agenda etc. is required.

Vital

Cash & Establishment Department

1 Less than Rs. 5000 payments can be made via

cash also. Essential

2

Capability to make Payment Advice to banks for the various credits. Trickle Feed Software for the

salary instruction payment files (Flat File in txt

format) to bank.

Essential

3

Capability to audit and pass FVC Bills received from various offices on a/c of purchases of material/ printing work/ repair & maintenance/ legal fees etc.

Vital

4 For gazetted officers, salary processing is also being done from HO. The mode of salary can be: - Direct credit to the payee account.

Vital

Rules Department

1

Payment advice for AR (Circle) for non-identified

bank accounts

Via Cheques

System must have capability to capture various modes of salary processing.

2

Following important reports are being maintained:-

Vital

Cash Book (Including Check entries in bank column) - Day Book and Permanent Book

FEC Register, Pay Order, Cheque Register

Reconciliation with Bank Statement

3 Transfer of Non-Operative Account balance to

Essential



Page 179 of 244



Supported)

Central Collection Account NO. 1 via MT is being

done automatically.

The funds come to the operative bank accounts from central payment cell for making payments.

System must be capable to handle this.

4

Mainly SBBJ is the bank.

Essential

Pensioner's medical reimbursement Account and Pensioner Medical Concession Fund (PMCF) recovery is transferred to PNB

System must be capable of handling these transactions

5 Capability to do Cash forecast based on the bills passed by E&A department, and then getting the funds from CPC

Essential

6

Capability to make Advertisement payments for all the three companies are being made by JVVNL and

charge out by Inter Company transaction by cash departments.

Vital

7 Capability to do Computation of the Income Tax Deductions, all kind of statutory taxes and

Accounting thereof.

Vital

8

- Agenda Making, Follow-up Orders for

Meeting Decisions preparation

Vital

- Books Updating with regards to new orders, amendments etc.

- Clarifications/ Reply to different units (Circles/ divisions etc.)

System must have capability to capture above transactions

9 Storage of the various records and agenda etc. is required.

Vital

Revenue Department

1 Capability to define the Commercial and Tariffs is

Vital



Page 180 of 244



Supported)

done by this department and implementation

thereof

2 Capability to define Tax Structure, Entry Input, Various kinds of Report Output, Legal Changes etc. Implementation

Related to Field Level, Billing

Vital

Agencies,

Contracting

Agencies

(Including

request from them, direction

to them)

3

Capability to handle end to end cycle of Dispute From Field Level, Billing Agencies,

Vital Management (Billing Related) Contracting

Agencies

4

Capability to capture transactions for placement of

orders for Printing of pre-printed stationary -

Vital

Ordering, Contracting, Payment, Issues

5

Capability to do Revenue, MIS , Income related

Reporting some of the critical ones have been listed below from Sr. No. 6 to Sr. No. 9:-

Vital

6

Form 3.1 (Circle Wise)

Category Wise Vital

Energy sales and assessment revenue report:- Assessment details, Category Wise, No. of

consumers, No. of Bills to be issued, Actual Issued, Energy Cells Debit-Credit, Energy Charges, Power Factor surcharge, Late Payment Charges etc.

7

Form 3.2 (Circle Wise)

Vital

Closing Balances previous month,

Revenue, Realization During the month,

Closing Balance current month

8 Preparation of the Revenue Data:-

Vital

Energy Availability & Sold

Vital Category Wise No. of Customers, Energy Sold &

Assessment



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Supported)

Energy Sales and Revenue Assessment

Month-Wise Outstanding Due

Circle Wise Assessment and Realization

Circle Wise Outstanding

Category Wise Outstanding Dues

Month wise total Revenue collection & Power Purchase Bill

Circle wise Energy Availability Remittance per

Unit

Circle Wise Comparative Position CY & PY:-

Company as a whole

Circle wise A.T.C. of Discom

Target & Achievement for the F.Y./ Actual

Remittance Vs. Target for the month

Sub-Division wise assessment & realization for

CY & PY:-

Company/Discom as a whole

Sub-Division wise Defective Meters position for

CY & PY:-

Company/ Discom as a whole

Alwar & Bharatpur

Age wise summary of defective meters position for

current month & Previous Month:-

Company/Discom as a whole

Category/Discom wise summary of defective

meters position for current month:-

Company//Discom as a whole

Circle wise position of stopped/ Defective meters at the end of Billing Month

Position of defective meters at the end of current month with previous month

9 Circle wise Assessment & Realization in LT & HT for Vital



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Supported)

Billing Month

Assessment Growth Merit Basis (Circle Wise)

Assessment Growth Merit Basis (Division Wise) Sub-division wise as under:- for all circles of Discom

Total No. of Regular Customers

Monthly Average of Energy Availability

Per Day Energy Availability

Monthly Average Energy Sales/ Billing

Per Day Energy Sales/ Billing

Average Unbilled Energy

Monthly Revenue Assessment (By Sale of

Energy)

Revenue Assessment per unit sale

Monthly Revenue Realization

Revenue Realization per unit sale

% Revenue Realization

Monthly Total Revenue Collection

10

Other Reports:- Expenditure Statement

Vital

Daily Remittance report Likely Electricity Duty

Difference of Charge (Agricultural)

Subsidized Tariff Report (Category Wise) Collection Efficiency Energy Losses Distribution Losses

Accounts Department

1

Capability to prepare Monthly statements for:-

Vital

Expenditure

Revenue

Trail Balance

2 Divisional Accounting is being done and then circle

Vital



Page 183 of 244



Supported)

wise consolidation is being done at circle.

The information comes from Circle and the total

consolidation happens in HO. For consolidation purpose, a FoxPro based software “Accounting Compilation System (ACS)” is being used. It is being done in Lotus/ Excel.

Trail Balance of HO along with al adjustments of

corporate level including Depreciation, Power Purchase, and Provision, ATDs / ATCs / ICTs, unbilled revenue and capitalization of Admn. Expenditure and IDC etc. is prepared.

Consolidation of statement-7 (Capital

Expenditure). System must have capability to handle all the above transactions

3

15 accounting entities (including HO) are there:-

- Operation & Maintenance (O&M)

- non O&M

- HO

4

The following activities are done:-

Vital

Payment and accounting of cost of power purchase

Depreciation Postings at HO as per the regulations

of the Regulatory Commission of Rajasthan

Loans and Repayments

For these the intercompany transactions are done in the books.

There are inter accounting units and inter circle transactions, for which Advice Transfer Debit/ Advice Transfer Credit (ATD/ATC) are issued.

5 Capability to do Source wise booking - e.g. NTPC, NHPC, Wind power, Solar, other sources etc. is done for the power cost

Vital

6 For the funds transferred via TTMT, Capability to make Reconciliation vouchers are being made in

Vital



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Supported)

HO.

7

System generated reports should be in both

languages - English and Hindi.

Vital

Printing of annual account books is being done in both languages.

8

Capability to do Monthly monitoring regarding the following adjustments of circle level:- Reconciliation of suspense heads

Vital Revenue adjustments (MIS 3.1 & 3.2)

Adjustment of pending ATD/ATC/ICTs Adjustments of SRN & SINs

Other Adjustments

Reconciliation of ATD/ATC/ICTs and correspondence thereof

Essential

10

Capability to do Preparation and compilation of various monthly/ quarterly/ yearly information

relating to accounts viz. PFC, World Bank, Plan, BEP, RERC etc.

Vital

11 Correspondence of claims of auditors/ tax consultants

All correspondence of account section is being done at HO

Essential

12

Capability to make Statutory Audit Report Reply/

Vital

Follow-up thereof – Circle Wise Supplementary

Audit Report of C&AG Reply/ Follow-up thereof –

Circle Wise

13

Capability to do Reconciliation of Source wise/ month wise Energy & Power Purchase Cost as well as liability for power Purchase on the basis of inputs received from SE (RPPC) JVVNL, Sr AO(RPPC) & SE (Energy Accounting) RVPNL.

Vital

Bank Reconciliation

1

The system shall be able to assist in conducting

Bank Reconciliation

Reconciliation is done for the collection from

different branches and different circles. Vital

Every Month end (by 15th) - Circle accounts



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Supported)

officer sends branch wise collection

statements, the same is reconciled with the bank statements

2

Capability to make reports for Collection efficiency year wise, date wise, month wise is prepared

Dependent upon level of integration with

MBC system Vital

And the reasons for under collection are captured.

Circle level documents

1

At circle level, majorly the following activities are being carried out, which shall be implemented in

the system:- Vital • Perforated Cash Book (PCB) preparation • Payments to Employees and Suppliers

• Allocation of Salaries Structure – Various heads of debit/ deductions/ net salary ·

• Adjustment journal vouchers (ATC/ ATD), Stores related payments etc.

• SIN/ SRN for material movements • Consolidation and Trial Balance preparation

• CWIP capturing and settlement to Fixed Assets

• Revenue Statement



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6.6. ADDITIONAL REQUIREMENTS/ DOCUMENT MANAGEMENT SYSTEM

Sr. No Process Sub-






Supported)

Document Management System (DMS) functionality

1 Project

Management

Document Management

System

Possibility to View information in accordance with the main business process

Vital

2 Project

Management

Document Management

System

Possibility of Integration with all modules of a ERP and customized non-ERP systems , interfaces with external systems

Vital

3 Project

Management

Document Management

System

Users can quickly find the required

information in the documentation sorted for

example by customer name or document type

Vital

4 Project

Management

Document Management

System

Possibility of converting hard copies of documents into storing documents in all possible formats i.e.

.doc/x,.xls/x,hplg,.pdf,.tiff/G4,.bmp,.jpeg, drawings, images etc.

Vital

5 Project

Management

Document Management

System

Possibility of creation, modification, and

saving of documents Vital

6 Project

Management

Document Management

System

Documents versioning and change history tracking

Vital

7 Project

Management

Document Management

System

Support for establishment of links between documents and possibility of hierarchic

structures establishment

Vital

8 Project

Management

Document Management

System

Classification of documents by criteria,

sorting, and retrieval Vital



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Sr. No Process Sub-






Supported)

9 Project

Management

Document Management

System

Controlled access to documents based on assigned access rights

Vital

10 Project

Management

Document Management

System

Extended versioning functionality (versions, revisions, change proceedings)

Vital

11 Project

Management

Document Management

System

Possibility to create variants of document

(language versions) Vital

12 Project

Management

Document Management

System Possibility to create file templates

Vital

13 Project

Management

Document Management

System Document status management

Vital

14 Project

Management

Document

Management System

Establishment of structured documents

(agreement files) Vital

15 Project

Management

Document

Management System

Establishment of links to other objects in ERP

Vital


SECTION 7: TECHNICAL REQUIREMENTS

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7.1. LICENSING POLICY OF APPLICATION & OTHER SOFTWARE:

i. The bidder will quote licensing requirement based on processers licensing on the basis of user will not be accepted.

ii. Bidder is required to optimize the number of license requirement based on licensing

policy of ERP products, distribution between different license types should be suggested after optimization. Ability to perform all transactions (Create, Change, display and report running) Ability to perform only change and display transactions (Only Change and display)

Ability to perform only reporting transactions (Only display)

iii. The bidder shall provide Enterprise wide license. This License may be a single license for

a server irrespective of number of CPU/Core or on the basis of Number of CPU/Core.

iv. In case the bidder provides licenses based of CPU/core, the bidder shall quote single cost of application including license fees and five year AMC cost for all CPU/Core as per the system designed by bidder.

7.2. DEFINITION OF SCALABILITY

While designing the system, hardware and software, the following scalability factors should

be taken into consideration so that system should complied all the SLAs envisages in this document.

a. The Employee base may increase at the rate of 5.0 % per annum on the base data i.e. 28,000 Employees provided in this bid.

b. The Bidder will have to size the system keeping in mind the contingencies such as

change in business process and business logic from the date of commencement of work up to the end of AMC period from date of “Go-Live.

c. The system must comply with the SLAs from the date of “Go-Live” upto the end of AMC period from date of “Go-Live”.

7.3. PRICING PRINCIPLE

While pricing the items mentioned below the Bidder shall consider the Total Cost of Ownership (TCO) for all items.

a. Server: The sizing of servers shall be done to comply and maintain the SLAs and the scalability factors defined above. The Bidder may quote the higher server capacity and configuration but can‟t bid the capacity and configuration lesser than given in the document.

b. Applications: The sizing of applications shall be done to comply and maintain the SLAs defined and the scalability factors defined in this document. The bid cost of

application shall also include the provision of providing all the upgrades (latest versions as and when released), updates and maintenance up to the end of AMC period from date of “Go-Live”.

c. Operating System & Database for Servers: The sizing shall be done in

accordance with the number of servers mentioned in this document. The bid cost shall also include the provision of providing all the upgrades (latest versions as and when released), updates and maintenance up to the end of AMC period from date of “Go-Live”.

7.4. DATA MIGRATION SCOPE

The following is the indicated list of the type of data to be migrated from the legacy/ manual system.

i. All Master Data – Must be migrated



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ii. All Open Transactions – Must be migrated

iii. All transactions in the current financial year – Must be migrated

iv. Historical Transactions – No of years shall be decided by utility however at least 3 years historical data to be migrated. You must indicate how you propose to do this.

7.5. DOCUMENTATION SCOPE

The following documents (one set each) which are required for smooth functioning of the system shall be provided by the successful Bidder with respect to the ERP product, overall ERP system and its major sub-components for reference and for facilitating self-education by Utility personnel.

User manuals; System administrator manuals; Technical manuals;

Installation guides; Business process guides; Program flow descriptions; Data model descriptions;

Sample reports; Screen formats; Toolkit guides; Troubleshooting guides; Frequently asked question (FAQ) guides.

The clarity, comprehensiveness and accuracy of the documentation shall be acceptable to

the Purchaser (an example document should be made available to the Purchaser).

i. The media upon which documentation is made to be made available in two hard-copy and two soft copy (CD / DVD / Flash Drive).

ii. The frequency of documentation updates and distribution mechanism of the updates shall be intimated by successful Bidder in the technical proposal.

iii. The manual should include information on the application concepts in addition to transaction

and field level documentation.

iv. Successful Bidder will be expected to assist in developing operational procedure manuals. If the user manuals are provided in Word format, the client should have the ability to customize their own manual to include specific business processes or operational procedures. You can also be required to provide context sensitive on-line help, which includes all materials provided in the hard copy manuals. Where possible, users should be able to add their own on-line help documentation.

7.6. OTHER SERVICES AND ITEMS

The scope also includes, but not limited to the following services/items described herein and

elsewhere in specification:

i. Project management and site supervision

ii. Interface coordination

iii. Scope change management

7.7. ARRANGEMENT BY THE BIDDER

The Bidder shall make his own necessary arrangements for the following and for those not

listed anywhere else:

Office and store at JVVNL headquarter.

Transportation.

Boarding & lodging arrangement for their personnel



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The vendor shall also provide all the construction equipment, tools, tackles and testing

kits/equipment required for pre-assembly, erection/installation, testing and commissioning of

the equipment and system covered under the Contract. He shall submit a list of all such

materials to the Engineer before the commencement of work at Site. These tools and tackles

shall not be removed from the Site without the written permission of the Engineer-in-charge.

7.8. QUALITY ASSURANCE PLAN

The vendor shall furnish a comprehensive quality assurance program at all stages of

manufacture/development/implementation for ensuring products giving reliable, trouble free

performance. You shall furnish the details of their quality assurance plan and test set up

along with the bid. A detailed quality assurance program shall be finalized with the

successful Bidder during the award stage. However, the Quality Assurance Plan shall

conform to the following standards –

IS/ISO/IEC 27001 – ISMS IT Security, IT services (10 Standards) - All harmonized with

ISO/IEC LITD 16 – Standards on Computer Hardware IS 13252:2003/IEC 60950.

7.9. ANNUAL MAINTENANCE CONTRACT (AMC)

Successful Bidder shall be required to provide the services through AMC for the period of 3

years from the date of GO-LIVE and hyper care period, so as to manage entire IT system

including all equipment, installations including hardware, software & networks and utility

business related modules installed & commissioned by bid consortium members for the

utility in order that they have maximum availability to enable utility to realize its desired

business objectives.

System Management Services shall be provided by AMC in order that maximum uptime &

performance levels of IT systems installed is ensured. As such, AMC is expected to provide

services as per ITIL (IT Infrastructure Library) standards with performance levels meeting or

exceeding those mentioned in Service Level Agreement (SLA) agreed between utility & you.

To achieve the desired Service Levels, the Service provider may need to interact, coordinate

and collaborate with the other Service Providers as required. The Facility Management

Service Provider will act as the Single Point of Contact for all issues relating to the Service

Levels. The Service Provider will have the responsibility to deal with the other consortium

partners (during warranty period)/other vendors as selected by utility (after warranty

period) as the case maybe, to provide the services at agreed service levels. However, the

prime responsibility of providing desired services shall be that of lead partner of consortium

during warranty period.

7.10. SCOPE OF AMC

The Bidder shall be responsible for 12*7*365 management of all the systems as per scope

of work with services rendered at least as per Service Level Agreement (Given in the Tender

Document) between utility & vendor. Scope does not include management of physical

security for access to said facilities, disaster management & business continuity.

7.11. SERVICE DELIVERY MANAGEMENT

Bidder shall provide detailed description for service delivery management for the complete

project including transition plan and deliverables and project management methodology.

7.11.1. Project Management

Bidder will assign a Project Manager who will provide the management interface facility and

has the responsibility for managing the complete service delivery during the contractual

arrangement between utility and the bidder. Project Manager will be responsible for

preparation and delivery of all monthly/weekly reports as well as all invoicing relating to the

service being delivered.



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Project Manager‟s responsibilities should essentially cover the following:

i. Overall responsibility for delivery of the Statement of Work/s (SOW) and Service Level Agreement (SLA).

ii. Act as a primary interface to Utility for all matters that can affect the baseline,

schedule and cost of the services project.

iii. Maintain project communications through Utility‟s Project Leader.

iv. Provide strategic and tactical recommendations in relation to technology related issues

v. Provide escalation to bidder‟s senior management if required

vi. Resolve deviations from the phased project plan.

vii. Conduct regularly scheduled project status meetings.

viii. Review and administer the Project Change Control Procedure with utility Project Leader.

ix. Identify and resolve problems and issues together with utility Project Leader.

x. Responsible for preparation and delivery of all monthly reports as well as all invoicing relating to the services being delivered.

7.11.2. Transition Management

Formal SLA shall be enforced only after initial transition period of four weeks from “Go-Live”.

7.11.3. HELP DESK

Help Desk shall act as a single-point-of-contact for all service problems pertaining to

hardware, software under current contract. The successful Bidder shall create and maintain

a dedicated centralized online Help Desk with a telephone number, E-mail and call tracking

mechanism that will resolve problems and answer questions that arise from the use of the

offered solution as it is implemented at utility. Users can log the queries / complaints, which

should be resolved as per the Service Level requirements. The helpdesk queries / complaints

can be related to connectivity, messaging, security, Hardware, Software, configuration and

any other issues.

Help Desk software shall take care of classification, automatic escalation, management, and

status tracking and reporting of incidents as expected by the service level requirements.

Status tracking should be available to users through telephone number as well as online

through software.

i. The Help Desk will respond to and resolve the problems as per the SLA.

ii. Problems shall be classified into various levels of priority mentioned in the SLA. The assigned priority for each problem shall depend upon:

iii. The extent of the problem‟s impact on the usability of the system

iv. The percentage of users affected by the problem.

v. The initial assignment of priorities is the responsibility of the Help Desk‟s Problem

Manager on basis of SLA. However, utility can change the priority assigned to a particular problem and the procedures that exist for escalating a problem to progressively higher management levels, until agreement is secured.

vi. The precise definition of problem priorities should be documented in the Successful Bidder‟s SLA.

vii. Helpdesk shall troubleshoot on systems (hardware), applications (software), mail related

issues, network related issues, multimedia related issues, server administration, security related policies, 3 party coordination.



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viii. After problem resolution, the logged problem in help desk will be closed and notification will be sent to user for confirmation and rate the customer service on defined parameter

in helpdesk.

ix. Help Desk shall be responsible for change management like schedule up gradation of hardware and software components etc. Help Desk will co-ordinate and take approval from utility for the same and will inform all users for such event in advance.

x. Help Desk shall also be responsible for managing problems/incidents related to LAN at each node. Help Desk shall ensure timely response and assigning the problem/incident on

priority basis.

Help Desk shall be ITIL compliant & shall implement ITIL compliant help desk processes

like Change Control Procedure, Call Flow Process, Incident & Problem management

approach etc. Bidder shall utilize help desk tools, which are ITIL complaint and are open

for integration with other enterprise management tools like EMS/NMS system &

messaging system.

7.11.4. Bidder’s Responsibilities regarding Help Desk:

a. Providing Help desk solutions application

The Service desk / help desk module shall include the Solutions application. A solution

record is a predefined response to a problem or commonly asked question. A solution record

consists of a symptom, a cause and a resolution. Solutions can be associated with incident

and problem records. Solutions application is used to create, approve, and manage solution

records. A separate application, Search Solutions, can be used to search for and view

solution records.

The Solutions application includes the following features:

i. Ability to specify which solution records should be available to self-service users in

the Search Solutions application.

ii. Ability to specify a Classification for the solution.

iii. Ability to indicate a Status for a solution. A solution record can have one of the Following statuses: DRAFT, ACTIVE, or INACTIVE.

iv. Ability to attach documents or Web sites to a solution record.

v. Ability to use the Solutions application to change the status of a solution record.

vi. Ability to create, update and delete a solution in Solutions Application.

Bidder shall integrate the help desk system with messaging system & EMS/NMS system of

utility.

b. Hardware and Software Services

i. Provide Level One Support for hardware and software, including incident logging, assigning incident numbers and dispatching the appropriate support personnel or AMC vendor to remedy a problem;

ii. Prioritize problem resolution in accordance with the severity codes and Service Levels specified;

iii. Provide system status messages, as requested;

iv. Maintain the defined help desk operational procedures;

v. Notify designated personnel of systems or equipment failures, or of an emergency;

vi. Initiate a problem management record (“PMR”) to document a service outage to include (for example) date and time opened, description of symptoms, and problem assignment (Level Two/Level Three), and track and report on problem status, as

required;



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vii. Monitor problem status to facilitate problem closure within defined Service Level criteria or escalate, as appropriate;

viii. Monitor PMR closure, including documented problem resolution;

ix. Provide Utility with complete and timely problem status through the problem tracking system, as requested;

x. Maintain an updated help desk personnel contact listing.

c. Install/MAC Services (Install Move Add Change)

i. Act as the point-of-contact for install and MAC requests and status; and

ii. Act as the interface for coordinating and scheduling all installations and MACs.

d. User oriented Services

i. Provide an interface for user requests, such as new user IDs, address changes,

routing requests, and password changes.

ii. Advise the End User to take reasonable steps to backup information, if possible, prior to attempting to effect a resolution either by phone or hands-on during Desk Side

iii. Support Service; and

iv. Assist End Users with Office automation and E-mail “how to” and usage questions.

7.11.5. Install, Moves, Adds, Changes (IMAC) Services

This Service provides for the scheduling and performance of install, move, adds, and change

activities for Hardware and Software. Definitions of these components are as follows:

Install: Installation of desktop machines, servers, peripheral equipment, and network-

attached peripheral equipment, which form part of the existing baseline (new equipment

needs to be procured by with installation services at the time of procurement).

Move: Movement of desktop machines, servers, peripheral equipment, and network-

attached peripheral equipment.

Add: Installation of additional hardware or software on desktop machines and servers after

initial delivery (e.g. Additional RAM, CD ROM drive, sound card etc.).

Change: Upgrade to or modification of existing hardware or software on desktop machines

and servers (e.g. Upgrade of hard disk drive to higher capacity). Requests for IMAC shall be

prepared by Bidder depending on customer/ system requirements & shall be approved by

utility. Utility shall formulate guidelines for IMAC &communicate it to Bidder. All

procurements shall be done by utility.

7.11.6. Data centre and Disaster Recovery Centre Operations for ERP

Bidder shall:

i. Regularly monitor and log the state of environmental conditions and power conditions in the Data centre and DR.

ii. Coordinate with Utility and its vendors to resolve any problems and issues related to the data centre related to environment conditions, power, air-conditioning, fire, water seepage, dust, cleanliness, etc.

iii. Co-ordinate with the utility for implementing any changes that may be required

towards the placement and layout of infrastructure within the Data centre and DR.



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iv. Vendor shall monitor, log & report entire equipment & module operation on 12 x 7 x 365 basis

v. Shall perform periodic health check-up & troubleshooting of all systems & modules installed by consortium members & implement proactive rectification measures It is clarified that the data centre operations for the part of ERP portion shall be the responsibility of the vendor of this bid.

7.11.7. Bidder’s Responsibilities

i. Setting up and configuring servers under current contract.

ii. Installation of the server operating system and operating system utilities

iii. Reinstallation on event of system crash/failures

iv. OS Administration for IT system

v. Manage Operating system, file system and configuration

vi. Ensure proper configuration of server parameters, operating systems administration

and tuning

vii. Regularly monitor and maintain a log of the performance monitoring of servers

including but not limited to monitoring CPU, disk space, memory utilization, I/O

utilization, etc.

viii. Regular analysis of events and logs

ix. Apply OS Patches and updates

x. Monitor & verify logs files and periodically clean up log files

xi. Ensure proper running of all critical services on the servers. Schedule and optimize

these services

xii. Maintain lists of all system files, root directories and volumes

xiii. Resolving all server related problems

xiv. Escalating unresolved problems to ensure resolution as per the agreed SLAs

xv. Responsible for periodic health check of the systems, troubleshooting problems,

analysing and implementing rectification measures.

xvi. Logical access control of user and groups on system.

xvii. Responsible for managing uptime of servers as per SLAs.

7.11.8. Database Administration Services

Bidder shall:

i. Undertake end-to-end management of database on an ongoing basis to ensure smooth

functioning of the same.

ii. Undertake tasks including managing changes to database schemes, disk space, storage,

and user roles.

iii. Setting and tuning system parameters

iv. Building appropriate indexes, specifying large enough buffers and caches, aligning the

database implementation with IT infrastructure, monitoring databases and applications,

reorganizing databases, etc.

v. Manage database upgrade or patch upgrade as and when required with minimal

downtime.

7.11.9. Backup/Restore management

Bidder will perform backup and restore management in accordance with mutually agreed to

backup and restore policies and procedures, including performance of daily, weekly, monthly

quarterly and annual backup functions (full volume and incremental) for data and software

maintained on Servers and storage systems including interfacing with utility‟s specified

backup media storage facilities;

Bidder shall ensure:

i. Backup and restore of data in accordance to defined process / procedure.



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ii. 12 x 7 support for file & volume restoration requests

iii. Maintenance and Upgrade of infrastructure and/or software as and when needed.

iv. Performance analysis of infrastructure and rework of backup schedule for optimum

utilization.

v. Generation and publishing of backup reports periodically.

vi. Maintaining inventory of onsite tapes / other backup media.

vii. Forecasting tape / other backup media requirements for backup.

viii. Ensuring failed backups are restarted and completed successfully within the backup

cycle.

ix. Monitor and enhance the performance of scheduled backups

x. Real-time monitoring, log maintenance and reporting of backup status on a regular

basis.

xi. Management of storage environment to maintain performance at optimum levels.

xii. Periodic Restoration Testing of the Backup

xiii. Periodic Browsing of the Backup Media

xiv. Management of the storage solution including, but not limited to, management of space,

volume, RAID configuration, configuration and management of disk array, SAN fabric /

switches, tape library etc.,

xv. Interacting with Process Owners in developing / maintaining Backup & Restoration

xvi. Policies / Procedures

xvii. To provide MIS reports as per agreement.

7.11.10. Performance Monitoring & Reporting

i. Regularly monitor and maintain a log of the performance monitoring of servers including

but not limited to monitoring CPU, disk space, memory utilization, I/O utilization, Central

Storage etc.

ii. Regular analysis of events and logs generated in all the sub systems including but not

limited to servers, operating systems, databases, applications etc. The system

administrators shall also ensure that the logs are backed up and truncated at regular

intervals.

iii. The administrators shall undertake actions in accordance with the results of the log

analysis to ensure that the bottlenecks in the infrastructure are identified and fine-tuning

is done for optimal performance

iv. Reporting to utility for all system performance monitoring.

7.12. SERVICE MANAGEMENT CONTROL

The Bidder must adhere to well-defined processes and procedures to deliver consistent

quality services throughout its contractual period. Any hardware/software to meet the

requirements under this section must be provided by the Bidder. The Bidder is expected to

have the following system management controls in place:

7.12.1. Incident Management

The Bidder must have:

i. Ability to create an incident record to document a deviation from an expected

standard of operation.

ii. Ability to create other ticket from the incident, if resolving the incident involves

creating a service request, problem or work order.

iii. Incident could be created automatically from sources such as email, system-

monitoring tools.

iv. Ability to have ticket template containing data that agent can automatically

insert in common, high-volume records. Instead of manually entering standard

information each time, vendor can apply a template that contains information



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such as owner, service group, service, classification, internal priority, activities,

labour requirements, and activity owners.

v. The template can add the following information, but can be modified to include:

Priority, Owner or Owner Group, Service Group or Service, Classification; for

Activities: Activity, Sequence, Job Plan, Site, Organization, Description, Owner or

Owner Group, Priority, Vendor, and Classification.

vi. Ability to assign ownership of an incident either to a person or a person group

who is responsible for managing the work associated with that record.

vii. Ability to assign ownership via workflow or an escalation process

viii. Ability to associate an asset for an Incident record, if the issue you are reporting

or working on involves an asset.

ix. Ability to select related asset by hierarchical view

x. Ability to pick the related tickets from the similar ticket search result so that the

selected records are copied onto the Related Records list with the relationship

RELATED.

xi. Ability to view a list of related records and view the work and communication

logs for all related records on one screen, on the global record.

xii. Ability to create a service request from an incident with a relationship between

the two records.

xiii. Ability to create a Problem from Incident application to record an unknown,

underlying cause of one or more issues. The created Problem will be related to

the originating Service Request as type RELATED.

xiv. Ability to create a release in the Incident application when resolving the Incident

involves releasing a set of bundled changes to your users. The created Release

will be related to the originating Incident as type FOLLOW-UP and has the status

of waiting-on-approval.

xv. Ability to relationships between Incidents.

xvi. Ability to identify a global incident, which is the root cause of many other issues

or that is something affecting many users.

xvii. Ability to automatically assign one or more SLAs via Workflow or Escalation

process based on SLA‟s criteria

xviii. Ability to apply an incident template which contains activities that can be viewed

and edited

xix. Ability to find and attach Solution record containing information on resolving to

an Incident record.

xx. Ability to record Solution containing information on the symptom, cause, and

resolution.

xxi. Ability to create and submit a draft solution from the Incident application screen

which an agent can approve the solution for general use later.

xxii. The communication log stores inbound and outbound messages and attachments

sent between users and agents.

xxiii. Ability to view communication entries associated with a record.

xxiv. Ability to use a communication template to fill in default data, such as the

identifier, subject from the originating record when create a communication.

7.12.2. Ticketing Management

i. Ability to specify an Owner or Owner Group and Service Group or Service for the

ticket.

ii. Ability to specify a classification for the ticket. iii. Ability to specify both a Reported

Priority and an Internal Priority for the ticket.

iii. Ability to list related assets on a ticket.

iv. Ability to track time spent on a ticket via the Timer button or alike.

v. Ability to apply one or more service level agreements (SLAs) to a ticket.



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vi. Provide Self-Service Service Requests module to allow users to submit and view

service requests.

vii. Ability to create other ticket from the service request, if resolving the service request

involves creating an incident, problem, or work order.

viii. Ability to relate existing tickets to the service request.

ix. Service requests could be created automatically from sources such as email, system

monitoring tools. xi. Ability to add a classification to enable workflow processes,

escalations, and service level agreements

x. Ability to have ticket template containing data that agent can automatically insert in

common, high-volume records. Instead of manually entering standard information

each time, agent can apply a template that contains information such as owner,

service group and service, classification, and internal priority. The template can add

the following information, but you can modify it; Priority, Owner or Owner Group,

Service Group or Service, Classification, Vendor, and Organization.

xi. Ability to assign ownership via workflow or an escalation process

xii. Ability to select related asset by hierarchical view xv. Ability to filter the related

asset list by value list: All, Public, or User/Custodian. The default User/Custodian is

the affected person specified on the record.

xiii. Ability to show similar tickets to search for and relate other tickets to the current

record. The purpose is for information only.

xiv. Ability to automatically assign one or more SLAs via Workflow or Escalation process

based on SLA‟s criteria.

7.12.3. PROBLEM MANAGEMENT

The Vendor must develop an effective problem management system to reduce the

impact of problem that occur and minimize its reoccurrence. It should help in identifying

the root cause of the problem and proper recording and tracking of the problem till its

resolution. In order to systematically capture, record, track and resolve the calls, robust

application tools with following functionalities / features should be provided. The tools

shall have following features:

i. Ability to apply a template to a Problem. The template contains common data such

Priority, Owner or Owner Group, Service Group or Service, Classification, Vendor,

and Organization.

ii. The Problem template also can contain activities, labour requirements, and activity

owners

iii. The Problem template also can contain Problem activity common data such as,

Sequence number, Job Plan, Site, Organization, Description, Owner or Owner Group,

Priority, Vendor, and Classification. iv. The status is automatically change to be

QUEUED when ownership of an incident is assigned except the status is RESOLVED

iv. Ability to associate an asset for a Problem record, if the issue you are reporting or

working on involves an asset.

v. Ability to select related asset by hierarchical view

vi. Ability to relate other tickets and work orders to a Problem with a relationship type

of RELATED

vii. Ability to show similar tickets to search for and relate other tickets to the current

record.

viii. Ability to show similar tickets, Problems to search for and relate other tickets,

Problems to the current record.

ix. The similar ticket search results only list service requests, incidents, and problems

having the same Classification. Records are not included in the results if they either

are global records or history records.

x. Ability to identify a Problem as global record. A global record captures information

about an issue affecting many people. The record might be a created for a shared

asset i.e. the root cause of many other issues, such as a failed network server.



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xi. Ability to relate a Problem to a Global record.

xii. Ability to create a service request from a problem, creating a relationship between

the two records.

xiii. Ability to create a Release in the Problem application when resolving the Problem

involves releasing a set of bundled changes to your users. The created Release will

be related to the originating Problem as type FOLLOW-UP and has the status of

waiting-on-approval.

xiv. The relationship between Problem and other Problem/Ticket can be deleted.

xv. Ability to identify a global Problem, which is the root cause of many other issues or

that is something affecting many users. A global record might have many other

records related to it.

xvi. Ability to automatically assign one or more SLAs via Workflow or Escalation process

based on SLA‟s criteria

xvii. When you apply an SLA that includes a response commitment to a Problem, value in

the Target Start date field is set based on that SLA.

xviii. When you apply an SLA that includes a resolution commitment to a Problem, value

in the Target Finish date field is set based on that SLA.

xix. Ability to relate existing service requests, incidents and problems to a global record

and manage them via the global record with the relationship RELATED TO GLOBAL

type.

xx. Ability to manage the tickets via the global ticket, when linked with global

relationships, so the statuses of related tickets can be changed by changing only the

status of the global record.

xxi. Ability to change status of each activity individually

xxii. Ability to apply a template, which contains activities that can be viewed and edited.

xxiii. Ability to select labour for activities on a Problem.

xxiv. Ability to report labour time either for a Problem as a whole, for activities on the

Problem, or for both types of labour time.

xxv. Ability to enter start and stop times.

xxvi. Ability to select an owner for each Activity individually.

xxvii. Ability to find and attach Solution record containing information on resolving to a

Problem record.

xxviii. Ability to record Solution containing information on the symptom, cause, and

resolution.

xxix. Ability to create and submit a draft solution from the Incident application screen

which an agent can approve the solution for general use later.

xxx. Ability to use the Work Log in the Problem application to document work that needs

to be done or that was done to resolve the issue.

xxxi. Ability to modify or delete Work Log with authorization protected.

xxxii. Ability to create Communication action in Problem application to send

communications about a record to a requestor or other user.

xxxiii. Ability to use a communication template to fill in default data, such as the identifier,

subject from the originating record when create a communication

7.12.4. CHANGE MANAGEMENT

i. Work plan for Change Order describes the labour, materials, tools, services, and

tasks you need to complete a Change.

ii. Ability to enter, modify, or view the work plan.

iii. Ability to select a job plan (predefined Work Plan), and modify it as needed.

iv. When associate a job plan with a Change order, it copies the labour, materials,

services, and tools to the Change order‟s plan.

v. Ability to limit the list of job plans displayed for selection to only job plans associated

with the asset or location that appear on the Change order.

vi. When work with planned materials or items for a Change, it shall display item

number, description, location, category and unit cost.



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vii. Ability to create a ticket or work order from within an existing ticket or work order (A

change order).

viii. When create a work order or ticket, the newly created record has a status of

FOLLOW UP, and the original record is its ORIGINATOR.

ix. Ability to create follow-up work orders. It will copy the asset, location, and GL

account from the originating work order to the follow-up work order. A follow-up

work order is for when you complete a job but notice that additional work is needed

on the same asset or location.

x. Ability to link work orders and tickets to a Change with a relationship type of

RELATED

xi. Ability to create a change from a change. It is needed when, for example, a

technician completing a change discovers that additional work not specified on the

change, such as a software upgrade, is required to solve a problem.

xii. Ability to create an Incident, problem, release & work order from a change. xiii. Once

a change is approved, it cannot be deleted.

xiii. When change status of a Change it will change the status of to the child work orders,

if the change is indicated to do so.

xiv. Ability to change the status of the Changes to complete (COMP), which indicates all

the physical work is finished.

xv. Ability to execute the move or modification of assets when the status is changed as

planned.

xvi. Ability to change the status of child Change order in the screen of parent Change

order.

xvii. Ability to view information about previous status changes. xix. Ability to change the

status of the Change order‟s task.

xviii. Ability to automatically assign one or more SLAs via Workflow or Escalation process

based on SLA‟s criteria

xix. Ability to duplicate a change with or without its tasks or with its hierarchy.

xx. Ability to drilldown view the complete hierarchy of locations and assets.

7.12.5. RELEASE MANAGEMENT

i. Ability to link work orders and tickets to a Release.

ii. Ability to create follow-up work orders. It will copy the asset, location, and GL

account from the originating work order to the follow-up work order. A follow-up

work order is for when you complete a job but notice that additional work is needed

on the same asset or location.

iii. Ability to create a change from a release. It is needed when, for example, a

technician completing a change discovers that additional work not specified on the

release, such as a software upgrade, is required to solve a problem.

iv. Ability to create an Incident, problem, service request, work order & release from a

Release.

v. Ability to change the status of one or more work orders (Release orders) to

Approved (APPR).

vi. Once a Release is approved, it cannot be deleted

vii. When change status of a Release, the tasks on the Release are also changed

accordingly.

viii. When change status of a Release it will change the status of to the child work

orders, if the change is indicated to do so.

ix. Ability to change the status of the Releases to complete (COMP), which indicates all

the physical work is finished.

x. Ability to execute the move or modification of assets when the status is changed as

planned.

xi. Ability to change the status of one or more work orders to Closed (CLOSE). The

Closed status finalizes a Release.



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xii. Ability to change the status of child Change order in the screen of parent Release

order.

xiii. Ability to view information about previous status changes.

xiv. Ability to change the status of the Release order‟s task.

xv. Ability to automatically assign one or more SLAs via Workflow or Escalation process

based on SLA‟s criteria.

7.12.6. E-mail LISTENER

The help desk application shall have features to interface with messaging system (E-

mail listener) to extract service request from messages.

The E-mail Listener Configuration application includes the following features:

i. E-mail Listener shall support post office protocol 3 (POP3) and Internet message

access protocol (IMAP) e-mail protocols.

ii. E-Mail Listener must have the:

Ability to create multiple listeners, to monitor multiple e-mail accounts.

Ability to support multiple attachments per message. E-Mail Listener converts

any attachments into attached document records. When a ticket record is

created from the e-mail, the attachments are associated with the ticket

record.

Ability to specify a status for the listener Active/Non-Active.

Ability to differentiate between new service requests and updates to service

requests via the subject line of a message.

Ability to customize e-mail handling via a Workflow process.

A different Workflow process can be associated with each listener.

Workflow processes can be configured to convert e-mail messages into

service requests and communications log entries.

7.12.7. AVAILABILITY MANAGEMENT

i. The Bidder must define the processes/procedures which ensure the service delivery

as per the required SLAs or exceed it. It should cover various equipment such as all

the servers, networks, switches, SAN, Modems, data converter units, call centre

equipment, other site specific services, and the critical services and their supporting

hardware, micro-code, firmware, and software components, as defined in scope of

work. Industry standard SLA management tools should be deployed and shall have

following essential features:

ii. Ability to define the following types of SLAs: Customer (SLA), Internal (OLA) and

Vendor(Underpinning contract)

iii. Ability to define SLAs at the System, Organization, or Site level.

iv. Ability to specify a ranking to be used for the SLA, when multiple SLAs exist for the

same object.

v. There is a setting to specify whether only one or multiple SLAs should be applied. vi.

Ability to relate an SLA to another SLAs, for example if an SLA has supporting SLAs.

vii. Ability to link an SLA to a key performance indicator (KPI) to monitor

performance. viii. Ability to create an escalation for an SLA.

vi. Ability to use the Service Level Agreements application to modify service level

agreements (SLAs). When an SLA is in DRAFT or INACTIVE status, user can edit or

add information on the Service Level Agreement, Assets and Locations, and

Escalation.

vii. Ability to associate relationship between service level agreements (SLAs). When

display an SLA record, user can build a list of the SLAs that the current SLA record



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supports (also known as parent SLAs), or a list of SLAs that support this one (also

known as child SLAs).

viii. Ability to associate specific assets, asset types, and locations to a service level

agreement (SLA). Once an SLA and its associated escalation are activated, it shall

apply the SLA to any listed assets, asset types, and locations.

ix. When an SLA is set to ACTIVE status, it shall automatically changes the status of the

escalation to ACTIVE as well.

x. Ability to workflow the SLAs. xiv. Provide predefined action types, such as Set

Owner, Status Change, or Create Ticket. xv. Ability to create new action types, if

needed.

xi. Ability to define sets of actions that are grouped together in a specific sequence.

xii. Ability to associate an escalation point with one or more actions through the action

group.

7.12.8. RESOURCES FOR PROJECT & SERVICE MANAGEMENT

The Bidder shall deploy adequate number of personnel for providing Facility Management

services in each shift of the day. Further there shall be one team leader available during

day shift, which would also be expected to be available on call in case of emergent

requirement. The Bidder shall be required to depute on-site personals to meet the

Services requirement as described above.

i. ONSITE SERVICE ENGINEERS – Shall be required to undertake the responsibilities

of System Administrator and troubleshooting of multi-brand Hardware. OEM certified

engineer shall be required for System administration, repair & maintenance, with

knowledge and expertise on the various Operating Systems of the ERP Production

Environment. Microsoft certified Professional shall be required for Intel Servers.

ii. OPERATIONS MANAGEMENT RESOURCES – The Bidder shall be required to

deploy adequate number of engineers responsible for day-to-day operations

(including back up etc.) and monitoring in each shift on all days of the week on 12x7

days.

iii. GENERAL QUALIFICATION & EXPERIENCE OF RESOURCE PERSONS – The

engineers deployed for the job must have suitable qualification, experience and

certification for the assigned job. If the service of particular personnel is not

satisfactory, owner shall ask for the suitable replacement and the Bidder shall be

required to provide the replacement on the next working day.

DATACENTER ADMINISTRATION 12 X7 CRITICAL

DATABASE ADMINISTRATION SERVICES

12X7 URGENT

BACKUP MANAGEMENT AS PER SCHEDULE HIGH

Bidder has to sign SLA prior to start of Annual Maintenance Contract. During initial

four weeks of “Go-Live” Bidder shall provide minimum agreeable services. Formal SLA

shall be enforced only after initial transition period.

7.12.9. CHANGE OF SERVICE LEVELS

i. The client may inform the service provider at least one month prior to making a

change in the Service Levels.



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ii. The client reserves the right to change the criticality, service availability duration,

service levels and service level measurements with prior information.

iii. The client may introduce a new Service Level that needs to monitored – but will

include the basic aspects like Expected Service Levels, Minimum Service Levels etc.

iv. Bidder to mention percentage change in quoted value for first quarter in case of

change in service levels.

7.13. TESTING AND ACCEPTANCE PROCEDURES

Testing and quality assurance in software development is more rigorous since each

component has to be more reliable, if it is to be reused. A system is tested at various stages

of development and deployment. For example, each component is tested as a unit for

checking the correctness of its own code. Further, the component is tested with its

dependent components. After final release of the entire set of components, system is tested

for the correctness of system functionality. Finally the components are further tested in

simulated production load for performance and load analysis.

The Lead Partner along with consortium partners shall be responsible for the testing

processes such as planning (includes preparing test plans and defining roles and their

responsibilities), preparation (consists of preparing test specification, test environment and

test data) and execution (includes testing at various levels like unit level, integration level,

system level and production).

7.13.1. Test Plan

Test plans are prepared for each phase of testing. The initial test plan is created during the

Project Planning phase. The initial test plan describes who performs which type of testing and when. Ideally master test plan covers all types of test i.e. from unit testing to

production testing. The Lead Partner along with consortium partners is expected to submit the test plans to Utility for approval. Any changes made to the test plan during the project life cycle should be communicated to UTILITY for approval.

Test plans contains following items: a. Roles and responsibilities of test team

Approach to testing

Function testing

Security testing

User Interface and reports testing

Concurrency testing

Performance and Load testing

b. Test Scenarios along with entry and exit criteria

c. Test specifications

d. Suspension and resumption criteria.

7.13.2. Test scenarios

The Lead Partner along with consortium partners should prepare test scenario for each

business scenario. A test scenario when executed should fulfil a business requirement as per

the scope of business functionality. Test scenarios include following:



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Test Specification - During the test specification phase, the test cases are specified. It

consists of description of the input, process to be executed and a prediction of output

results.

Test Environment - Component developer does unit testing and integration testing.

Integration testing can be delegated to a specialized testing group. Each of the members

in the testing group is provided with testing environment according to his/her role and

responsibilities.

Following is sample testing environment for testing:

A workstation

A set of tools and applications required on workstation like access to user

interface, browser etc.

Access to centralized document database (where all the project related

documents are maintained)

Access to testing tools and defect logging tools

Access to the central database or repository for development and unit testing

(this database contains sample test data)

Access to deployed components

Test Data - Test data is prepared for testing at each stage. The test data should be

prepared in such a way that it covers basic path and every alternate path of the code.

The basic path and alternate paths are prioritized to capture relevant data. Tools can

also be used to generate test data.

7.13.3. Test Execution

The following testing steps are usually employed in the project lifecycle. The Lead Partner

along with consortium partners expected to follow these steps.

Unit Testing - In unit testing, each piece of code has to be rigorously tested. At this

stage testing is done according to the priority of path of code. All the test results are

logged in the defect logging tools. After every the completion of testing, code is

corrected for defect logs. This process is iterative till criteria for successful testing is

reached.

Integration Testing - Upon completion of unit testing, integration testing begins. The

purpose is to ensure distinct components of the application still work in accordance to

customer requirements. Test sets will be developed with the express purpose of

exercising the interfaces between the components. This activity is to be carried out by

the Test Team. Integration test will be termed complete when actual results and

expected results are either in line or differences are explainable/acceptable based on

client input.

Incremental Integration Testing - Continuous testing of an application as new

functionality is added.

System Testing - System testing is performed when all the components are delivered

to central repository prior to the release of the software. The testing is done on priority

basis of business processes. All the defects are logged and assigned to respective

component owners. The component and unit testing is performed after the correction of

code. However, it may depend on size and type of individual test specifications. Impact

analysis is useful to narrow done testing efforts by identifying critical test cases affected

due to code change.



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Pre-Production Testing – Pre-Production testing is done simulating the production

load. Test data is either prepared or generated from the tools. This testing is used to

evaluate performance, load capacity and concurrency. Load testing tools can also be

used for this purpose. Following special type of testing are done during Pre-production

Testing Phase:

Regression Testing - The objective of regression testing is to ensure software

remains intact. A baseline set of data and scripts will be maintained and

executed to verify changes introduced during the release have not “undone” any

previous code. Expected results from the baseline are compared to results of the

software being regression tested. All discrepancies will be highlighted and

accounted for, before testing proceeds to the next level.

Performance Testing - Although performance testing is described as a part of

system testing, it can be regarded as a distinct level of testing. Performance

testing will verify the load, volume, and response times as defined by

requirements.

Load Testing - Testing an application under heavy loads, such as the testing of

a web site under a range of loads to determine at what point the systems

response time degrades or fails.

Installation Testing - Testing full, partial, or upgrade install/uninstall

processes. The installation test for a release will be conducted with the objective

of demonstrating production readiness. This test is conducted after the

application has been migrated to the client‟s site. It will encompass the inventory

of configuration items (performed by the application‟s System Administration)

and evaluation of data readiness, as well as dynamic tests focused on basic

system functionality. When necessary, a sanity test will be performed following

the installation testing.

Security/Penetration Testing - Testing how well the system protects against

unauthorized internal or external access, wilful damage, etc. This type of testing

may require sophisticated testing techniques.

Recovery/Error Testing - Testing how well a system recovers from crashes,

hardware failures, or other catastrophic problems.

Acceptance Testing – During the test scenarios definition, for each of the business

scenario, an acceptance criterion is defined. Acceptance criteria include expected

behaviour of the s/w component and the expected results (data). Expected results form

a part of the Exit Criteria. In addition to expected result and behaviours, some

conditions are also specified in the exit criteria. They can be:

Number of bugs to be discovered for a functional module. This depends on size

of the functionality and is an indicator of amount of testing done.

If any medium or low-priority errors are outstanding - the implementation risk

must be signed off as acceptable by UTILITY and Lead Partner along with

consortium partners

All High Priority errors from System Test must be fixed and tested

Lead Partner along with consortium partners needs to get the acceptance criteria approved

from UTILITY for all the functional components of the system. The Acceptance Criteria for

each release into production environment will be agreed upon by Lead

Partner along with consortium partners in consultation with UTILITY prior to release from

Testing to production environment. After installation, if any bug is reported or there is non-



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compliance to requirements then a proper procedure should be followed. End-user should

report (“Change Request”) to his/her supervisor about the bug that will in turn get

forwarded to Project Manager (PM). PM will forward the List of change request to Lead

Partner along with consortium partners. After the bug is fixed, it should be reflected in the

production copy after testing it.

7.13.4. Performance Testing

The Bidder has to test and demonstrate the operational performance requirement as defined

in the specification after completion of entire scope. This will be part of acceptance testing.

The system will be taken over by owner only after successful operational performance

testing. The Bidder has to arrange necessary hardware / software to demonstrate the

performance testing.

Bidder should note that UTILITY can appoint a third party Bidder for conducting any part of

above testing procedures (in addition to the testing carried out by the Bidder).

7.14. SOFTWARE SYSTEM ACCEPTANCE TEST

The selected vendor has to submit the customized software to the client project team. The

vendor has to provide the test cases along with the software. The team shall conduct the

acceptance tests and upon complying the requirements the team shall issue Test certificate.

In case of any functionality not meeting the requirement then the vendor has to customize

the software and represent it for Test.

To have a reliable system Bidder shall submit system test plan along with the test data for

various level of testing. The Bidder will adhere to the standard practice of system testing and

carry out following tests.

System Testing: A system test teams of JVVNL for the entire system will carry out system

testing. It will verify that the complete system and its interfaces work together and the

system is functionally and technically correct. It will ensure that the system fulfils all

requirements as per specifications. The functional requirements test shall completely verify

all features of software and hardware as a minimum following items shall be included:

Demonstration of all features of the application as per requirement specifications

Reports generation and all other software maintenance features

Testing of the proper functioning of all the software including test cases of customer

interaction, users inputs & system response

Verification of software documentation via random check.

Verification of Web interface

7.15. SYSTEM DESIGN AND ENGINEERING

The Vendor shall be responsible for detailed design and engineering of overall system,

subsystems, elements, system facilities, equipment, services, including systems application

software etc. It shall include proper definition and execution of all interfaces with systems,

equipment, material and services of Owner for proper and correct design, performance and

operation of the project.

Vendor shall provide complete engineering data, drawings, reports, manuals and services

offered etc. at the time of SRS for Owner‟s review, approval and records.

7.16. TRAINING

7.16.1. Scope of Training for Core Team, Functional team



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Certified Functional, Technical, System administration and Database management

training for core team of JVVNL, should be arranged by implementation partner

directly from OEM.

The training has to be conducted using official OEM course curriculum mapped with

the Software Products to be implemented in the JVVNL.

The training has to be conducted at the training facilities of JVVNL or at training

facility of OEM as per the Software product‟s proposed in the solution by System

Integrator.

The System Integrator in consultation and convenience of the JVVNL shall workout

the training program and all the other modalities of the training, which should be

delivered by OEM certified consultants and Bidder.

The training has to be conducted by Instructors of Bidder and OEM.

The participants of JVVNL will be issued a certificate from OEM and Bidder for

attending these courses.

Following stages are to be considered while training to be planned for the participants from

JVVNL, training to be delivered by OEM for all these stages.

Sr. No

Training Team Modules Stage

1. Functional Training

Core Functional Team Members (Functional Implementers)

As per the solution

proposed by System Integrator, the training for products from OEM

Before Implementation Continuous training

(Fortnightly) during implementation Handholding during post “Go Live” stage

(every month)

2. System

Administration

Core Team Members (ERP

Application Administrators)

As per the solution proposed by System

Integrator, the training for products from OEM

Before Implementation Continuous training (Fortnightly) during implementation Handholding during post “Go Live” stage (every month)

3. Database Administration

Database Administrators (IT System Group)

As per the solution proposed by System Integrator, the training for products from OEM

Before Implementation Continuous training (Fortnightly) during implementation Handholding during post

“Go Live” stage

(every month)

7.16.2. Scope of Training for Application End Users:

The Implementation Partner along with OEM should propose comprehensive change

management and End User training plan for adoption of the applications

developed/proposed to JVVNL.

The plan should incorporate a consistent, enterprise-wide user adoption strategy

focusing on the following five key areas:

Business Alignment

Communication



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User Training

Performance and Management Reinforcement

As content may vary across key business units, the degree to which the actual

process, tools, and rollout strategy are consistent will provide added economies of

scale, as well as levels of skill standardization. In summary, the end goal is striving

to achieve 100% user adoption of the OEM application through behavioural and

technical competencies.

7.16.3. Training Needs Analysis

Conduct a Training Needs Analysis to determine the training and development needs

for all the job roles that will be affected by the JVVNL technology initiative. OEM and

Bidder consultants will collect the appropriate data on user groups, functional and

process requirements per user group, required skills and knowledge, existing

training culture and training resources through workshops and interviews with JVVNL

business owners and key business users. This will result in a Training and

Development Plan including:

The training requirements per user group.

Recommendations on the most appropriate training delivery methods and channels.

Identification of the criteria for training success along with any challenges and risks.

Plan and responsibilities for the development of the training materials, such as

instructor guides, participant guides, media-based training and quick-reference

guides.

Knowledge sharing strategy to enable to perform future customisations internally.

7.16.4. Content Development

Development of customized, modular training materials based upon user roles and

business process, and customized application. OEM consultants along with System

Integrator will work together with JVVNL‟s resources to enable transfer of

knowledge. The following materials will be developed

Paper-based classroom participant guides for each identified user group. These

guides include hands-on exercises and are based upon “Day in the Life‟ scenarios.

Paper-based classroom instructor guides including instructor notes with additional

background information and points to be highlight during the training.

Media-based training simulations for pre-class preparation, in-class practicing and

knowledge and skills validation.

7.16.5. Train-the-Trainer Program

Development and delivery of a Train-the-Trainer program to prepare Organization for the

delivery of the training program. This program will include:



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Training the JVVNL‟s instructors on the customised version of the application‟s as it

would be trained to an end-user, allowing the training team to model our approach.

Opportunity for knowledge sharing in the areas of leading practice, concepts, new

business processes and knowledge to the JVVNL‟s instructors.

Sharing of leading practices on creating an effective classroom and an appropriate

learning environment.

Sharing of leading practices on classroom communication to enable the JVVNL‟s

instructors to encourage student involvement and student interaction. The program

includes instruction on non-verbal behaviour, listening skills, questioning techniques,

how to manage difficult behaviours, interpreting body language, and general

presentation tips.

7.16.6. Project Deliverables and Responsibilities to include the following:

7.16.6.1. End-User Training

Task Deliverables

Role Analysis Training needs analysis matrix, identifying and defining the end users affected by the implementation of new technology and associated processes.

Curriculum Design

Finalized-course designs, including:

• List of business processes and system tasks.

• Outline of role-based training courses.

• Plan for incorporating business process and policy information.

Education Project Plan

A project plan detailing:

• Timeline for entire project.

• Ownership and responsibilities for training material

development and delivery.

• Work efforts and resource requirements from the JVVNL.

7.16.6.2. Onsite Training and Support

Task Deliverables

Content Development Tool

training

Hands-on training to enable participants to create course outlines, record topics, edit topics, and publish & deploy content.

Prototype development

Develop standards, design and develop prototype content deliverables utilizing the customers Application environment. Practice the review and revision lifecycle.

7.16.6.3. End-User Content Development

Task Deliverables

Content Development for the topics identified

End User training content in the form of simulations and

Paper Based content Developing test material for topics identified

Content Publishing Role-based training media courseware

Role-based instructor and participant guides

7.16.6.4. Train-the-Trainer Program

Task Deliverables

Train-the-trainer workshop Training the JVVNL‟s instructors on the customized



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version of the Application‟s as it would be trained to an end-user, allowing the training team to model our approach.

Opportunity for knowledge sharing in the areas of leading practice, concepts, new business processes and

knowledge to the JVVNL‟s instructors.

The Workshop will be held at district headquarter at System integrators own cost. All cost related to training will be borne by the System Integrator.

Each work shop will have at least 20 people. The workshop will be conducted in batches. The SI will ensure to conduct training in at least 2 batches. The SI will obtain certificate of completion from the after completion of each training workshop.

All the training material in soft and hard format will be

handed over to the utility and will be treated as utility property.

7.17. INTEGRATION

The scope of integration mainly includes integrating ERP systems with existing systems running in JVVNL such as RMS, CCC etc. The integration is expected to be on-line real time or batch where appropriate and shall operate in an automated fashion without manual intervention. The scope of external integration will be, but not limited to:

Transactional as well as standing or master data to and from the offered system will

be required to be interfaced.

Data to be integrated must be validated by the developed interfaces.

The data to be integrated will be mapped, transformed (if required) and reconciled automatically.

All interfaces are to be self-checking so that any exceptions or data validation errors are reported by the system. In addition, integration logs should be maintained that

confirm the success or otherwise of the interface, complete with control totals.

The mapping should be manageable through a GUI based administrative interface.

7.18. OTHER SERVICES AND ITEMS

The scope also includes, but not limited to the following services/items described herein and elsewhere in specification:

7.18.1. Project Management and Site Supervision

The Bidder shall be responsible for the overall management and supervision of works. He shall provide experienced, skilled, knowledgeable and competent personnel for all phases of the project, so as to provide the Owner with a high quality system. Bidder

should provide details of the proposed project structure identifying key individuals, e.g.,

Project Managers and their roles, including the number and location of proposed analysis/development personnel. Due to the expected impact on the business processes, it is extremely important that Owner should obtain a thorough understanding of the organizations and individuals proposed for the project and the roles Owner‟s staff would be expected to play. Bidder should also provide details of sub-Bidders likely to be involved. Indicate the number of full time equivalent staff that will be required from

owner‟s side. Resumes or a personal profile should be provided for key personnel of his organization for the project.

It is desired to provide estimates of the required number of Owner‟s staff and identify the skills required. Provide details for the following:

Number of Full Time Equivalent (separate IT and Business) required throughout the duration of the project

Key roles to be included from the business



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Key roles to be included from IT

Bidder should provide details of governance roles including:

Steering Committee Number and frequency

7.18.1.1. Risk Management

The vendor will also be expected to work with UTILITY project manager to regularly review and amend the list of risks and their mitigation strategies. Risk could be, but are not limited to, the following:

Availability of Vendors,

Availability of internal and external resources. Inadequate participation by UTILITY staff. Information required for the project cannot be provided in the planned

timeframes.

Not meeting Utility‟s expectations in terms of scope, timing and quality. Project scope creep. Lack of project ownership.

Inadequate internal project commitment. Timeliness of decisions on project issues. Not signing off project deliverables and providing project acceptance in a timely

fashion. Project facilities are in place for the start and through to the completion of the

project. The project workings and deliverables are lost due to system failure or human

error. Logistic Delays

7.18.1.2. Change Management

Vendors will be detail their change management methodology and activities for the total solution implementation. Vendors will be evaluated on their dedication to methodology and ability to stay focused on the business process change and expected outcomes / benefits.

7.18.2. INTERFACE COORDINATION

The Bidder shall identify all interface issues with Owner and other agencies if any, and shall be responsible for such interfacing, coordination and exchange of all necessary

information. The Bidder shall submit to the Owner all system layout & logic for review. The Bidder shall list the detailed requirements of interface between Bidder‟s work and the material and services to be supplied by Owner.

7.18.3. SCOPE CHANGE MANAGEMENT:

Utility to finalize the scope change management procedure during development / Implementation stage. The followings are the suggestive procedure.

7.18.3.1. Change Request and Control Procedures

a) Qualification Scenario for initiating change control

Utility defines additional requirement or changes for a feature Vendor‟s Project Manager, during the project, realizes that additional features

are required to be incorporated into the system and implementing the same will amount to an effort more than one person-week.

Bugs, lacunae, non-compliance to specifications, discovered during the testing process cannot be treated as change request.

b) Impact on Price

Vendor can quote person-day rate for such changes as part of price bid submitted.



Page 211 of 244

c) Change request approval process

Change request complying with above qualification criteria is initiated

A change request form is filled up. (A format will be supplied to vendor as part of the tender document)

Initiator (Utility or Vendor‟s Project Manager) fills up items number 3, 4, 5 in the form.

The vendor‟s project manager fills up items numbers 1, 2, 6, 7 and 8.

Project coordinator from Utility fills up 9, 10, and 11

On approval by Utility, the project manager of vendor B1 proceeds with implementation.

In all respect, the decision of Utility‟s project owner is final and no appeals are permitted against it.



Page 212 of 244

CHANGE REQUEST FORM FORMAT

JAIPUR VIDYUT VITRAN NIGAM LIMITED

1. Project Name: Sub System Name: Module Name

2. Request Number & Date of Request

3. Requester

Requester Email Id/ Contact Phone Number

Requester Project Role: End User / Project Coordinator/Vendor PM etc.

Name, Designation and Signature of the Requester:

4. Subject/Reference

<Deviation reference to the scope viz. Name of Requirements Document, clause number, para

etc.>

5. Description of Change

Problem definition

6. Proposed Changes

High level explanation of solution

7. Impact Analysis

Resources, Schedules and modifications as a result of the Change – locations where software

needs to be updated – changes in database to be taken care of - impact on on-going training

and handholding etc.

8. Effort Estimation

Number of person-days

9. Evaluation for Acceptance of Change Request Evaluation Comments

Name, Designation and Signature of Evaluator

Date of Evaluation

10. Priority: High / Medium / Low

11. Approved: Yes / No

Name, Designation and Signature of Approver

Date of Approval

Expected Date of Start of Work Expected Date of Completion Work



Page 213 of 244

7.19. SERVICE LEVEL AGREEMENT

7.19.1. Purpose of this Agreement

The purpose of this SLA is to clearly define the levels of service to be provided by Supplier to

Purchaser for the duration of this contract or until this SLA has been amended. The benefits

of this SLA are to:

Trigger a process that applies Purchaser and Supplier management attention to some

aspect of performance only when that aspect drops below an agreed upon threshold, or target.

Makes explicit the performance related expectations on performance required by the Purchaser

Assist the Purchaser to control levels and performance of services provided by Supplier

This SLA is between Supplier and Purchaser.

7.19.2. Description of Services Provided

Supplier shall provide service as defined in tender document.

7.19.3. Duration of SLA

This Service level agreement would be valid for entire period of AMC and Hyper care. This

SLA may be reviewed and revised according to the procedures detailed in Section of SLA

(SLA Change Control).

7.19.4. Service Level Agreements and Targets

This section is agreed to by Purchaser and Supplier as the key supplier performance

indicator for this engagement. The following section reflects the measurements to be used to

track and report systems performance on a regular basis. The targets shown in the following

tables are for the period of contact or its revision whichever is later.

Details are at clause 4.26 PENALTIES/ SERVICE LEVEL AGREEMENT (SLA)

7.19.5. Severity definition chart is tabulated below for reference.

Table 2: Severity Definition Chart

Support Category

Criteria Resolution Maximum Response Time

Critical The system is unable to be used for normal business activities. There is certainty of financial loss to PURCHASER.

90 Minutes 15 Minutes

Urgent

There is a problem with part of the system, which impacts on Purchaser‟s decision making. No viable workaround is available. There is a

likelihood of financial loss.

4 Hours 1 Hour

High The efficiency of users is being impacted, but has a viable workaround.

6 Hours

2 Hours

Medium A low impact problem that affects the efficiency of users but has a simple workaround.

12 Hours

8 Hours

Low A fault, which has no particular impact on processing of normal business activities.

One Week

8 Hours

7.19.6. Breach of SLA

In case the Supplier does not meet the service levels mentioned for three (3) continuous

time-periods as specified in the relevant clause, the Purchaser will treat it as a case of

breach of Service Level Agreement. The following steps will be taken in such a case:-



Page 214 of 244

Purchaser issues a show cause notice to the Supplier.

Supplier should reply to the notice within three working days.

If the Purchaser authorities are not satisfied with the reply, the Purchaser will initiate

termination process as described in tender document.

7.19.7. Exclusions

The Supplier will be exempted from any delays or slippages on SLA parameters arising out of

following reasons:-

Delay in execution due to delay (in approval, review etc.) from Purchaser‟s side. Any

such delays will be notified in written to the IT Team.

The network links will be provided by a third party and the Supplier will monitor and

report any problems on behalf of third party. If Supplier notifies and Purchaser

approves that the delay or fault was due to the third party link services then such

loss will not be considered for tracking Supplier‟s SLA parameters (Also reduced from

total service time).

7.19.8. Monitoring and Auditing

IT Team of Purchaser will review the performance of Supplier against the SLA parameters

each month, or at any periodicity defined in the contract document. The review / audit

report will form basis of any action relating to imposing penalty or breach of contract. Any

such review / audit can be scheduled or unscheduled. The results will be shared with the

Supplier as soon as possible. Purchaser reserves the right to appoint a third-party auditor to

validate the SLA.

7.19.9. Reporting Procedures

The Supplier‟s representative will prepare and distribute SLA performance reports in an

agreed upon format by the 10th working day of subsequent month of the reporting period.

The reports will include “actual versus target” SLA performance, a variance analysis and

discussion of appropriate issues or significant events. Performance reports will be distributed

to the Purchaser‟s IT Team.

7.20. ISSUE MANAGEMENT PROCEDURES

This process provides an appropriate management structure for the orderly consideration

and resolution of business and operational issues in the event that quick consensus is not

reached between Purchaser and Supplier. It is expected that this pre-defined process will

only be used on an exception basis if issues are not resolved at lower management levels.

7.21. ISSUE MANAGEMENT PROCESS

Either Purchaser or Supplier may raise an issue by documenting the business or

technical problem, which presents a reasonably objective summary of both points of

view and identifies specific points of disagreement with possible solutions.

Purchaser and the Supplier‟s representative will determine which committee or executive

level should logically be involved in resolution.

A meeting or conference call will be conducted to resolve the issue in a timely manner.

The documented issues will be distributed to the participants at least 24 hours prior to

the discussion if the issue is not an emergency requiring immediate attention.

Management of Purchaser and Supplier will develop a temporary, if needed, and the

permanent solution for the problem at hand. The Supplier will then communicate the

resolution to all interested parties.



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In the event a significant business issue is still unresolved, the arbitration procedures

described in the contract will be used.

7.22. SLA CHANGE CONTROL

It is acknowledged that this SLA may change as Purchaser‟s business needs evolve over the

course of the contract period. As such, this document also defines the following management

procedures:

A process for negotiating changes to the SLA.

An issue management process for documenting and resolving particularly difficult

issues.

Purchaser and Supplier management escalation process to be used in the event that

an issue is not being resolved in a timely manner.

Any changes to the levels of service provided during the term of this agreement will be

requested, documented and negotiated in good faith by both parties. Either party can

request a change. Changes will be documented as an addendum to this document and

consequently the contract.

7.23. SLA CHANGE PROCESS

Both the parties may amend this SLA by mutual agreement in accordance. Changes can be

proposed by either party. Normally the forum for negotiating SLA changes will be

Purchaser‟s monthly review meetings.

7.24. VERSION CONTROL

All negotiated SLA changes will require changing the version control number. As appropriate,

minor changes may be accumulated for periodic release (e.g. every quarter) or for release

when a critical threshold of change has occurred.

7.25. MANAGEMENT ESCALATION PROCEDURE

The purpose of this escalation process is to provide a quick and orderly method of notifying

both parties that an issue is not being successfully resolved at the lowest possible

management level. Implementing this procedure ensures that purchaser and Supplier

management are communicating at the appropriate levels. Escalation should take place on

an exception basis and only if successful issue resolution cannot be achieved in a reasonable

time frame.

All issues would be raised to the project management team, which is completely

responsible for the day to day aspects of the implementation. The project

management team shall classify the issues based on their severity level and resolve

them within appropriate timelines.

If project management team is unable to resolve an issue, the issue would be

escalated to the top management with options/ risks detailed for decision. Top

management will make decisions based on the options/ risks presented by the IT

team.


SECTION8: TECHNICAL PROPOSAL SUBMISSION SHEET

Page 216 of 244


Technical offer to be furnished by the bidder on its letter head and each page

signed by the authorised signatory

An affidavit indicating that all the information, affirmation made in this

proposal shall be complied with shall be provided.

The Technical offer shall be given strictly in same sequence of order as

given in this document.



Page 217 of 244

To,

The Superintending Engineer [IT]


Old Power House,

Near Ram Mandir, Banipark,

Jaipur,

Rajasthan, 302006.

SUB: Submission of Bid for “Implementation of Enterprise Resource Planning

(ERP) system in Jaipur Vidyut Vitran Nigam Limited under IPDS” against TN-75.

Dear Sir,

We hereby submit our bid for “Implementation of Enterprise Resource Planning

(ERP) system in Jaipur Vidyut Vitran Nigam Limited under IPDS” against TN-75.

We, the undersigned, declare that:

A. Declaration

1) We have examined and have no reservations to the Bidding Document, including Addenda

No. (If

Any):…………………………………………………………………………………………………………………………………………

2) We offer to supply in conformity with the Bidding Document and in accordance with the delivery schedule, and the specifications mentioned in the bid document.

3) We are submitting our bids for with complete set of enclosures.

4) We are submitting our Bid as……………………………………………………….(Single Bidder/Consortium).

5) We agree for execution of tendered work as per the terms & conditions as specified in this Tender Document.

6) We hereby confirm that the bid comply all requirements set out in the bidding document and NO TECHNICAL and COMMERCIAL Deviation are contained in the Bid.

7) We understand that the Bids with Deviation from the requirement laid down in this document shall be considered as NON Responsive

8) The prices are as mentioned in BOQ.

9) The prices quoted are valid for a period of 90 days from the date of opening of “Financial- bids”

10) The quoted / agreed prices are exclusive of the following applicable Taxes (As per prevailing rates):

Enclose details of taxes included in the prices

Table: 1

S. No. Name of Tax/Charges Rate of Tax/Charges



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11) We have noted the standard terms of payment and undertake to abide by the same.

12) The execution of work shall strictly be in accordance with work completion schedule as given

in the Tender Document. In case we fail to execute the work as indicated therein as per the tender specifications, the penalty provisions shall be applicable as per provisions of the Contract.

13) The material supplied by us shall confirm your specification

14) We confirm that we agree to adhere to all the commercial terms and conditions as well as the technical stipulation of your specification and there is No Deviation. Such acceptance has

also been confirmed in prescribed schedules of this offer.

15) We confirm that we are qualified for bidding in terms of Qualification Requirements specified in the bidding documents and have submitted the requisite qualification Certificate & data /

documents with the bid.

16) Until a formal contract is prepared and executed, this together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

17) We understand that the quantity mentioned in the financial schedule is just for evaluation

purpose, any payment shall be made on the basis of actual numbers.

18) We understand that Jaipur Discom/Discom reserves the right to invite detailed proposals from any private entrepreneur-company; irrespective of the fact whether the company or entrepreneur has been pre-qualified.

19) We also understand that the Jaipur Discom reserves the right to reject any or all of the bids without assigning any reason thereof.

20) We undertake that we shall use the “Implementation of Enterprise Resource Planning

(ERP) system in Jaipur Vidyut Vitran Nigam Limited under IPDS”, which may be readily fine-tuned to the requirements of Discom. We undertake to carry out all necessary System Integration work to ensure all the requirements specified and needed for Jaipur Discom.

21) We understand that the prices quoted in the BOQ are as defined in the RFP & the financial evaluation of the L-1 bidder shall be per Bid Document.

22) We agree to abide by all the conditions governing the proposals and decisions of the Jaipur Discom.



Page 219 of 244

B. General Profile of the Bidder

Kindly attach a copy of latest RoC to substantiate the information furnished against general profile of

the bidder

Table: 2

Details Responses

Full legal name of the firm

Year of establishment

Registered Office Address

Address for Correspondence

Authorized person(s) to be contacted

Telephone number(s)

Email id

Fax number

Names, Addresses, Contact Emails and Mobile Nos. of

the Key Management Personnel of Firm such as

MD/Directors/CEO, etc.

Type of the firm Private limited/Public

limited/Government sector /other

Whether registered under companies act, Partnership

Act, or any other act applicable for registration of

Firms in India

Registration Number & Date

We hereby certify that the above information is correct.

(Please enclose the ownership structure of the company, Incorporation Certificate, MOA, AOA duly

attested by Company Secretary/ Director of the Company).



Page 220 of 244

C. Financial Capabilities

Table: 3 - CERTIFICATE OF FINANCIAL QUALIFICATION

S.

No

Financial Year Turn Over(In INR) Whether Net Worth Positive or NOT

1 FY 2014-2015

2 FY 2015-2016

3 FY 2016-2017 YES/NO

(Turnover / Net Worth shall be as per the currently applicable accounting standards prescribed by

Institute of Chartered Accountants of India)

We hereby certify that the above information is correct.

(Signature of the Statutory Auditor of the Bidder)

(Note: Enclose audited Financial Statements/ Annual Report of the aforementioned FYs

duly signed by the Chartered Accountant.).



Page 221 of 244

D. Approach and Methodology

The Approach and Methodology to be furnished with following parameter:

i) Understanding of Purchaser and its requirement with clear mention of the

deliverables.

ii) Description of the technical solution for achieving the integrations as shown in the

above schematic diagram

iii) Project Team Structure

iv) Resource planning and estimation

v) Risk planning

vi) Detailed work plan with timelines

i. Understanding of Purchaser and its requirement with clear mention of the

deliverables.

Bidder should depict complete understanding of the as-is system of the Utility based on

the information provided in the Bid Document. It should also require to list down all the

deliverables that has been planned as a part of the overall project with timelines. Also

provide details of prior interaction with Utility, if any.

ii. Description of technical solution for achieving the integrations.

Please provide details of integration methodology followed by your organization in

successfully implementing similar projects. Also highlight the special steps that your

organization intends to take in order to ensure that the change from current system to

proposed one will be smooth and effective.

iii. Project Team Structure

In this section please provide detail of the team that would be deployed by your

organization to execute the project. Please provide details of the team structure in the

following format:

Table: 7- Proposed Project Team Structure

Name of

Staff

Position

Assigned

International

or Domestic

Firm Employment

status with

the firm

(Full time/

Associate)

Education

(Degree,

Year,

Institution)

Area of

Expertise

and

number of

years of

relevant

experience

Task

Assigned

A. Professional Staff

B. Support Staff



Page 222 of 244

E. Resource planning and estimation

Bidder shall provide detailed staffing schedule of the professional and support staff in the following format: For Professional Staff the input should be indicated individually; for Support Staff it should be

indicated by category (e.g.: IT administrator, field survey staff etc.). Months are counted from the start of the assignment. For each staff indicate separately staff

input for off-site and on-site work.

Table: 8 - Proposed Resource Planning and Estimation

No. Name of Staff Position Staff Input

In Weeks W1 W2 W3 W4 W5 ….. Total

A. Professional Staff

B. Support Staff

F. Risk planning

Bidder shall assess underlying risks in implementation of the Project and detail out the methodology to mitigate them. It may include development of a risk assessment matrix indicating severity of the risk, chance of its occurrence and its mitigation approach.

Table9: Risk Planning

Risk description

Risk category

Probability (%) Impact (High/medium/low) with impact description

Mitigation strategy



Page 223 of 244

G. Detailed work plan with timelines

Please refer Schedule of Completion for the format.

Table: 10

S.

No.

Particular of activity Time schedule

desired

Confirmation of

Time Schedule as

per bidder

(Yes/No)

1. 1

.

Project Preparation

Project Goals & Objectives.

Project Organisation, Standards and

committee.

Implementation Strategy.

Kick-off Meeting

Detailed Project Work Plan/ Inception

Report for Design

Project Charter

Project Preparation and Project Plan

Sign-off

15 Days from

Letter of award.

2. 2

.

Business Blueprinting

AS IS Study

System Requirement Specifications

List of Gaps

Developmental Needs Business Blue Print Finalisation

75 Days from

Project preparation

sign off.

3. 3

.

Customisation

Functional Requirement Specification

Technical Requirement Specification

Development & Test server Installation

Customisation and developmental

Activity DR and DC Readiness

120 Days from

business blue print

finalization.

4. 4

.

Demonstration of Customized Solution

Demonstration

Incorporation of JVVNL suggestions/

feedbacks

30 Days from

customisation

finalization.

5. 5

.

Rollout

Installation of all Requisite Servers

Installation of Workstations at SDOs

Training

120 Days from

successful

demonstration of

customisation.



Page 224 of 244

H. Project Experience and Confirmation of Pre - Qualification Requirement

Bidder shall provide details of projects with application modules and other requirements (as

mentioned in Eligibility Criteria,) which have been successfully completed during the last 5 financial years. Please do not supply the names of clients who are no longer using your product/system. The bidder is required to submit the details of Pre-Qualification documents in the table no 11.

Bidders need to submit the details as per the format in the table provided.

Table: The details of the same should be included in the following format and necessary supporting documents should be attached

Table 11: Pre-Qualification Requirement

QR

No.

Qualification

requirement

Supporting Documents

Required

Remarks Compliance by

Bidder (Yes/No)

1. The bidder shall be a registered company in

India under the Indian Companies Act-2013 with latest amendments.

Self-Declaration along with the following:

Copy of Self-Attested Incorporation Certificate, MOA & AOA in case of Company

Copy of Self-Attested Partnership Deed

[In case of Consortium, the

registered consortium agreement detailing the scope of each bidder and clause mandating “jointly and severally responsible

for deliveries with respect to the contract.” The scope of each member of consortium can’t be

altered later on.]

In case of consortium, each member shall be

a registered company in India under the Indian Companies Act.

2. The Minimum Average Annual Turnover for last three financial years (i.e. 2014-15, 2015-16, and

2016-17) of the bidder shall be Rs.40 Crores.

Copy of the audited statement of accounts (P&L Account & Balance Sheet) duly certified by the Chartered Accountant along with

certificate stating the Turnover, Profit, Net Worth shall be submitted as a proof. Adequate proofs as mentioned above duly certified by Chartered Accountant to be provided.

In case of consortium, Lead member shall satisfy minimum 80% of the Turnover

requirement while the other member shall have minimum 20% of the turnover requirement.

3. The Bidder shall have positive net worth as on 31stMarch, 2017

Adequate proofs duly certified by Chartered Accountant to be provided. Note:Net worth means the sum

total of the paid up capital and

free reserves (excluding reserves

created out of revaluation)

reduced by aggregate value of

accumulated losses (including

debit balance in profit and loss

account for current year) and

intangible assets.

In case of consortium, both the members shall have positive net worth as on 31stMarch, 2017.



Page 225 of 244

QR No.

Qualification requirement

Supporting Documents Required

Remarks Compliance by Bidder (Yes/No)

4. The bidder shall have at

least CMM/CMMI level 4 or above certification.

Certificate issued by SEI/CMMI

institute.

Valid Certificates.

In case of a

consortium,

The lead member shall

meet this

requirement.

The other member shall be ISO 9001:2008 certified,

ISO 27001:2013 for Information Security Management & ISO

2000-1:2013 for IT Service Delivery.

5. (iii) The bidder must have a minimum of 100 full time resources.

(iv) The bidder must have at least five OEM certified resources for proposed ERP solution.

Self-declaration on Non-Judicial stamp-paper along with the List of Resources.

In case of a consortium, the credentials of both members shall be

considered collectively.

6. The Bidder shall be in the IT / Software services for the last 3 financial years (i.e. 2014-15 to 2016-17).

Self-Declaration In case of a consortium, the requirement shall be met by the lead member.

7. The Bidder must have

implemented at least one

ERP project costing not

less than 10 Cr. which

should be in successfully

running condition in PSU/

Govt. Organization/

Power Utilities in India.

• At least 4 modules out

of following functions /

modules of the offered

ERP Product must have

been implemented (which

shall be in operation)

j) Financial Accounting

and Controlling

k) Human Resources and

Payroll

l) Materials Management

Work orders issued in the name of the bidder.

Performance Certificates/ Status Report issued for the orders issued.

In case of a

consortium,

The lead member shall

meet this

requirement.

While the other

member shall have implemented System Integration two projects at DISCOMS

in India involving deployment of Software, Training, Support, Hardware Deployment, On Site support manpower, Deployment of

application on cloud/data centres in the last 3 years out of



Page 226 of 244

QR No.

Qualification requirement

Supporting Documents Required

Remarks Compliance by Bidder (Yes/No)

(Purchase and Stores)

m) Project Management

n) Production Planning

o) Quality Management

p) Business Intelligence

Reporting

q) Customer Relationship

Management (CRM)

Asset Management

which at least one project should be live as on the date of

tender.

8. Bidder shall be authorized system integrator /

implementation partner of the offered ERP product

for sale, support and services of the offered ERP Product.

Authorization Letter from OEM of ERP product

In case of Consortium, the lead member shall

meet the requirement.

Table12: Details of Project Experience

Sr.

No

Name of

project

Brief Scope

necessarily

including role

played by

Bidder,

modules

implemented,

sector

classification

Owner of

Project

assignment

(Client

name)

Cost of

assignment

Date of Awarded

commencement

Date of

completion

Was

assignment

satisfactorily

completed

Was it a

Power

Sector

Project?

(Y/N)

Provide

Detail

I. Project Management Practices

Please provide high-level details of the project management practices that will be followed to manage the project. The project management practices would include (but not be limited to) details

of:-

Bidder must provide details of how they envisage the contract being managed including

principles such as (but not limited to) joint planning and control mechanisms; regular and active review meetings; Project management of individual work streams and overall program management of the entire service; Performance reporting

Bidder should outline their proposed governance structure and designate a Service Manager to co-ordinate their activities and provide a focal point of contact to which Utility can refer on any

matter concerning the service.

Reporting lines and decision-making powers within the bidder‟s organization must be explained

Reporting formats and templates that would be followed by the bidders

Outline the proposed escalation procedures in the event that issues arise.

J. Quality Assurance



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Quality of service - Suppliers must provide details of their proposed approach to quality assurance to ensure the quality of services in accordance with the tender document. This should

include: Responsibility of quality of service; How the supplier will ensure quality service is provided; How quality will be measured Does your company have any quality certification / Assessment? If so, please provide your

responses for the following:

Table13: Details of Certification

Description Bidder’s Response

Certification / Assessment Name

Who issued the certification/assessment?

When was the certification/assessment obtained?

Does this certification/assessment process involve periodic reviews and observations/ remarks after such review? If so, please provide details and specify when your company is due for its next quality review?

Please specify your company‟s process for product development and enhancements.

K. Documentation

Please provide a list and brief description of all user documents that will be provided along with the software. This must include the following minimum documents:

System and administration manuals

Technical support handbook

User Manuals

Error Messages and their Meanings

Training Manuals

Analysis & Design Manuals with the relevant data flow diagrams, entity relationship diagrams,

schemas etc.

Additions/ changes to the documents after upgrades and

Operations Manuals.



Page 228 of 244

L. Check List

Table: 14

S. No Bid Submission Check List Yes / No

1. Is the cover letter attached with the bid proposal

2. Is the tender cost attached with the proposal

3. Is the Bid Security attached with the proposal

4. Is the certificate as to corporate principal

5. Is the bidder-company statistics attached with the proposal

6. Is the bid structure according to proposal

7. Is the technical specification requirement of offered product attached with the proposal

8. Is the hardware technical specifications attached with the proposal

9. Is the necessary certificate / authorization for back to back arrangement with respective OEM vendor for Technical support , Annual Maintenance /

warranty etc. enclosed with the proposal

10. Is the Approach and Methodology attached with the proposal

11. Is the Project Experience and Confirmation of Pre-Qualification Requirement attached with the proposal

12. Is the Team Details (CVs) attached with the proposal

13. Is the Details of Key Personnel‟s attached with the proposal

14. Is Firm Detail attached with the bid proposal

15. Is the Facility Management Services Plan attached with the proposal

16. Is the Project Management Practices attached with the proposal

17. Is the Quality Assurance attached with the proposal

18. Is the Documentation Details attached with the proposal

19. Is the Confirmation of No-Deviation and Deviation Sheet attached with the proposal

20. Is the Supporting Documents to Substantiate Meeting of Pre-Qualification

requirement attached with the proposal

21. Has the bidder provided project organization structure

22. Has the bidder provided schematic flow of information

23. Are the technical and commercial proposals enclosed that are duly sealed and super-scribed as provided in tender document

24. Are all the pages of the proposal signed by an authorized representative of the bidder‟s firm

25. Does the bid contains the name, address and place of business of the

person or persons making the bid and is the bid signed and sealed by the bidder under his usual signature.

26. Is satisfactory evidence of authority of the person signing on behalf of the Bidder furnished with the bid

27. Is the bidder's name stated on the proposal same as that of the legal name of the firm

28. Do any / all erasures or other changes in the bid documents bear the initials

of the person signing the bid

29. Are all entries and amendments also signed

30. Are all pages of the attached tender specification document signed, as a token of acceptance of the terms and conditions, except those mentioned in the deviation list

(Signature)……...........................

Date : (Name)...........................

Place : (Designation)..............................

(Common Seal).......................


SECTION9: OTHER UNDER TAKINGS

Page 229 of 244


1. CONFIRMATION OF “NO DEVIATION” IN TECHNICAL / COMMERCIAL TERMS AND

CONDITIONS OF THIS TENDER

(To be furnished on Bidder’s Letterhead)

Bidder's Name & Address:

To

The Superintending Engineer (IT)


Old Power House,


Jaipur,

Rajasthan, 302006.

Dear Sirs,

Sub: Confirmation for “No Deviation” in Technical / Commercial terms &

conditions of TN-75

We hereby confirm that there is no deviation in technical / commercial terms & conditions

stipulated in the bidding documents and we agree to adhere the same strictly.

(Signature)……...........................

(Name)...........................

(Designation)..............................

(Common Seal).......................

Date :

Place :



Page 230 of 244

2. UNDERTKAING FOR VARIOUS INFORMATIONFURNISHED

(To be furnished on non-judicial Stamp Paper of Rs. 500/-, duly notarized)

Bidder's Name & Address:

To



Old Power House,


Jaipur,

Rajasthan, 302006.

Dear Sir,

Sub: Undertaking for various information against TN-75

We hereby confirm that that all the information against this bid and all other Certificates

etc. furnished are correct and if in future Discom discover that any information furnished

is not true, same may lead to the rejection of bid or termination of contract.

(Signature)……...........................

(Name)...........................

(Designation)..............................

(Common Seal).......................

Date :

Place :



Page 231 of 244

3. BIDDER’S AUTHORISATION CERTIFICATE

(To be furnished on Bidder’s Letterhead.)

To,



Old Power House,


Jaipur,

Rajasthan, 302006.

[Reference No. ]

I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby

authorized to sign relevant documents on behalf of the company/ firm in dealing with

Tender/ NIT reference No. ______________________ dated _________. He/ She is also

authorized to attend meetings & submit technical & commercial information/ clarifications

as may be required by you in the course of processing the Bid. For the purpose of

validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: -

Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:

Please attach the board resolution / valid power of attorney in favour of person

signing this authorizing letter.



Page 232 of 244

4. POWER OF ATTORNEY IN FAVOUR OF AUTHORISED SIGNATORY OF THE BIDDER

(To be stamped Non-Judicial Stamp Paper of Rs. 500/- duly notarized in name of

the Bidding Entity)



Page 233 of 244

5. FORMAT OF BID SECURITY BANK GUARANTEE

(To be stamped in accordance with Stamp Act in the name of SE (IT), the Non-

Judicial Stamp Paper should be in the name of the issuing Bank)

Bank Guarantee No.: ........................…

Date: ...................……...

To: (insert Name and Address of Employer)

WHEREAS M/s. …. (Insert name of Bidder)…… having its Registered/Head Office at …..

(Insert address of the Bidder) ……….. (Hereinafter called "the Bidder") has submitted its

Bid for the performance of the Contract for…………. (Insert name of the

Package)……………under…………. (Insert Specification No)…………… (Hereinafter called "the

Bid")

KNOW ALL PERSONS by these present that WE …….. (Insert name & address of the issuing

bank) ……… having its Registered/Head Office at …..……. (Insert address of registered

office of the bank)…….. (Hereinafter called "the Bank"), are bound unto Jaipur Vidyut

Vitran Nigam Limited (hereinafter called "the Employer") in the sum of....................

(Insert amount of Bid Security in figures &words)..........................

............................……………. for which payment well and truly to be made to the said

Employer, the Bank binds itself, its successors and assigns by these presents.

Sealed with the Seal of the said Bank this ............... day of ............... 20....

THE CONDITIONS of this obligation are:

(1) If the Bidder withdraws its bid during the period of bid validity specified by the Bidder

in the Bid Form; or

(2) If the Bidder does not accept the corrections to arithmetical errors identified during

preliminary evaluation of his bid pursuant to Tender document; or

(3) If, as per the requirement of Qualification Requirements the Bidder is required to

submit any Undertaking/Agreement and he fails to submit the same, duly attested by

Notary Public of the place(s) of the respective executant(s) along with the Bid within

ten days from the date of intimation of post – bid discussion; or

(4) In the case of a successful Bidder, if the Bidder fails within the specified time limit

(i) To sign the Contract Agreement, in accordance with Tender document, or

(ii) To furnish the required performance security, in accordance with the Tender

document.

(5) In any other case specifically provided for in the Tender document.



Page 234 of 244

We undertake to pay to the Employer up to the above amount upon receipt of its first

written demand, without the Employer having to substantiate its demand, provided that in

its demand the Employer will note that the amount claimed by it is due to it, owing to the

occurrence of any of the above-named CONDITIONS or their combination, and specifying

the occurred condition or conditions.

This guarantee will remain in full force up to and including ……….. (Insert date, which shall

be the date 180 days from the date of Technical Bid Opening)…... and any demand in

respect thereof must reach the Bank not later than the above date.

For and on behalf of the Bank

[Signature of the authorised signatory(ies)]

Signature_______________________

Name_______________________

Designation_______________________

POA Number_______________________

Contact Number(s): Tel.______________Mobile______________

Fax Number_______________________

Email ____________________________

Seal of the Bank______________________

Witness:

Signature_______________________

Name_______________________

Address______________________________

Contact Number(s): Tel.______________Mobile______________

Email ____________________________

Note:



Page 235 of 244

1. The Bank Guarantee should be in accordance with the proforma as provided.

However, in case the issuing bank insists for additional paragraph for limitation of

liability, the following may be added at the end of the proforma of the Bank

Guarantee [i.e., end paragraph of the Bank Guarantee preceding the signature(s) of

the issuing authority(ies) of the Bank Guarantee]:

Quote

“Notwithstanding anything contained herein:

1. Our liability under this Bank Guarantee shall not exceed _________ (value in

figures)____________ [_____________________ (value in

words)____________].

2. This Bank Guarantee shall be valid upto ________(validity date)__________.

3. We are liable to pay the guaranteed amount or any part thereof under this Bank

Guarantee only &only if we receive a written claim or demand on or before

________ (validity date) __________.”



Page 236 of 244

6. SELF DECLARATION OF NO BLACKLISTING


To,



Old Power House,


Jaipur, Rajasthan, 302006.

In response to the NIT Ref. No. _____________________________ dated ___________

for “Implementation of Enterprise Resource Planning (ERP) system in Jaipur

Vidyut Vitran Nigam Limited under IPDS”, as an Owner/ Partner/ Director/ Auth.

Sign. Of ____________________________________, I/ We hereby declare that

presently our Company/ firm _________________, at the time of bidding

a. possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Discom;

b. have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c. is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d. does not have any previous transgressions with any entity in India or any other

country during the last five years

e. Does not blacklisted by any of the Central/State power utilities in India for fraudulent

and corrupt practices as on date of bidding.

f. is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the foregoing reasons;

g. does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a contract as on date of

bidding, or not have been otherwise disqualified pursuant to debarment proceedings;

h. Does not have a conflict of interest as mentioned in the bidding document which

materially affects the fair competition.



Page 237 of 244

i. Will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that

may be taken as per the provisions of the applicable Act and Rules thereto prescribed by

GoR, my/ our security may be forfeited in full and our bid, to the extent accepted, may be

cancelled

Thanking you,

Signature…………………

In the capacity of………………………

Duly authorised to sign Proposal for And on behalf of………………………..


Date………………….. Place………………….



Page 238 of 244

7. SELF DECLARATION OF HAVING MINIMUM 100 RESOURCES


To,



Old Power House,








a. The Firm_________________________ has employed _______ fulltime resources.

b. List of which is enclosed.

If this declaration is found to be incorrect then without prejudice to any other action

that may be taken as per the provisions of the applicable Act and Rules thereto

prescribed by GoR, my/ our security may be forfeited in full and our bid, to the extent

accepted, may be cancelled

Thanking you,





Date………………….. Place………………….



Page 239 of 244

8. SELF DECLARATION OF BEING IN IT SERVICE

(To be furnished on Bidder’s Letterhead)

To,



Old Power House,








a. The Firm___________________________ is in IT/ Software Services since

__________.

If this declaration is found to be incorrect then without prejudice to any other action that

may be taken as per the provisions of the applicable Act and Rules thereto prescribed by

GoR, my/ our security may be forfeited in full and our bid, to the extent accepted, may be

cancelled

Thanking you,





Date………………….. Place………………….



Page 240 of 244

9. FORM OF UNDERTAKING BY CONSORTIUM MEMBERS

(To be stamped Non-Judicial Stamp Paper of Rs. 500/- duly notarized in name of consortium)

THIS JOINT DEED OF UNDERTAKING executed on this………. day of……….. 2016 by

…………………………………………….. an entity incorporated under the laws of ………………… and having its Registered Office at ........................(hereinafter called the "Party No.1" which expression shall include its successors, executors and permitted assigns) and M/s……………an entity incorporated under the laws of ………..…………… and having its Registered Office at

………..………… (hereinafter called the "Party No.2" which expression shall include its successors,

executors and permitted assigns ) for the purpose of making a bid and entering into a contract [hereinafter called the "Contract" {in case of award)] against the Specification

No……..…………. for …… (insert name of the package along with project name) ……………of Jaipur Vidyut Vitaran Nigam Limited (insert names of the Employer) …………….., a Company incorporated under the Companies Act of1956/2013 (with amendment from time to time) having its registered office at Vidyut Bhawan, Jaipur (insert registered address of the Employer)…………… (hereinafter called the "Employer").

WHEREAS the Party No.1 and Party No.2 have entered into an Agreement dated................

AND WHEREAS the Employer invited bids as per the above mentioned Specification for the design,

manufacture, supply, erection, testing and commissioning of Equipment/ Materials stipulated in the

Bidding Documents under …… (insert name of the package along with project name) ……………

AND WHEREAS As per Tender Document, for meeting the requirements of Qualification Criteria as

mentioned in the tender document, as applicable may bid, provided, the Consortium fulfills all other

requirements under the terms and conditions of the Tender Document and in such a case, the Bid

Forms shall be signed by all the partners so as to legally bind all the Partners of the Consortium,

who will be jointly and severally liable to perform the Contract and all obligations hereunder.

The above clause further states that this Undertaking shall be attached to the bid and the Contract

performance guarantee will be as per the format enclosed with the Bidding Documents without any

restrictions or liability for either party.

AND WHEREAS the bid is being submitted to the Employer vide proposal No…………………..dated

……..... by Party No.1 based on this Undertaking between all the parties; under these presents and

the bid in accordance with the requirements of Clause Tender Document (documents establishing

the Qualification of Bidder) & Qualification Criteria in Tender Document, has been signed by all the

parties.

NOW THIS UNDERTAKING WITNESSETH AS UNDER:

In consideration of the above premises and agreements all the parties of this Deed of Undertaking

do hereby declare and undertake:

1. In requirement of the award of the Contract by the Employer to the Consortium Partners,

we, the Parties do hereby undertake that M/s……… the Party No.1, shall act as Lead Partner and



Page 241 of 244

further declare and confirm that we the parties to the Consortium shall jointly and severally be

bound unto the Employer for the successful performance of the Contract and shall be fully

responsible for delivering the Scope of Work in accordance with the Contract:

2. In case of any breach or default of the said Contract by any of the parties to the

Consortium, the party(s) do hereby undertake to be fully responsible for the successful

performance of the Contract and to carry out all the obligations and responsibilities under the

Contract in accordance with the requirements of the Contract.

3. Further, if the Employer suffers any loss or damage on account of any breach in the Contract

or any shortfall in the performance of the equipment in meeting the performances guaranteed as per

the specification in terms of the Contract, the Party(s) of these presents undertake to promptly

make good such loss or damages caused to the Employer, on its demand without any demur. It shall

not be necessary or obligatory for the Employer to proceed against Lead Partner to these presents

before proceeding against or dealing with the other Party(s), the Employer can proceed against any

of the parties who shall be jointly and severally liable for the performance and all other

liabilities/obligations under the Contract to the Employer.

4. The financial liability of the Parties of this Deed of Undertaking to the Employer, with respect

to any of the claims arising out of the performance or non-performance of the obligations set forth in

this Deed of Undertaking, read in conjunction with the relevant conditions of the Contract shall,

however not be limited in any way so as to restrict or limit the liabilities or obligations of any of the

Parties of this Deed of Undertaking.

5. It is expressly understood and agreed between the Parties to this Undertaking that the

responsibilities and obligations of each of the Parties shall be as delineated in Appendix – I (to be

suitably appended by the Parties along with this Undertaking in its bid) to this Deed of Undertaking.

It is further undertaken by the parties that the above sharing of responsibilities and obligations shall

not in any way be a limitation of joint and several responsibilities of the Parties under the Contract.

6. It is also understood that this Undertaking is provided for the purposes of undertaking joint

and several liabilities of the partners to the Consortium for submission of the bid and performance of

the Contract and that this Undertaking shall not be deemed to give rise to any additional liabilities or

obligations, in any manner or any law, on any of the Parties to this Undertaking or on the

Consortium, other than the express provisions of the Contract.

7. This Undertaking shall be construed and interpreted in accordance with the provisions of the

Contract.

8. In case of an award of a Contract, we the parties to this Deed of Undertaking do hereby

agree that we shall be jointly and severally responsible for furnishing a Contract performance

security from a bank in favour of the Employer in the currency/currencies of the Contract.

9. It is further agreed that this Deed of Undertaking shall be irrevocable and shall form an

integral part of the bid and shall continue to be enforceable till the Employer discharges the same or



Page 242 of 244

upon the completion of the Contract in accordance with its provisions, whichever is earlier. It

shall be effective from the date first mentioned above for all purposes and intents.

IN WITNESS WHEREOF, the Parties to this Deed of Undertaking have through their authorised

representatives executed these presents and affixed Seals of their companies, on the day, month

and year first mentioned above.

Seal of ……………………….

has been affixed in my/ our presence pursuant

to Board of Director‟s Resolution

dated …………….

Name ………………………..

Designation ………………….

Signature …………………….

WITNESS :

I. ………………………………

II. ………………………………

For Lead Partner (Party No.-1)

For and on behalf of M/s………………..

(Signature of the authorized representative)

Seal of ……………………….

has been affixed in my/ our presence pursuant

to Board of Director‟s Resolution

dated …………….

Name ………………………..

Designation ………………….

Signature …………………….

WITNESS :

I. ………………………………

II. ………………………………

For Party No.-2

For and on behalf of M/s…………………..

(Signature of the authorized representative)

Note:

1. For the purpose of executing the Joint Deed of Undertaking, the non-judicial stamp papers of

Rs. 500/- shall be purchased in the name of Consortium.

2. The Undertaking shall be signed on all the pages by the authorized representatives of each of

the partners and should invariably be witnessed.


SECTION10: FORMAT FOR FINANCIAL BID SUBMISSION

Page 243 of 244


(Not to be filled here)

(Financial offer has to be furnished in BOQ excel file).

To,

The Superintending Engineer [IT]


Old Power House,



SUBJECT: “Implementation of Enterprise Resource Planning (ERP) system in

Jaipur Vidyut Vitran Nigam Limited under IPDS” against TN-75.

Dear Sir,

We have procured the bid documents for engagement of Agency “Implementation of

Enterprise Resource Planning (ERP) system in Jaipur Vidyut Vitran Nigam

Limited under IPDS” against TN-75.

We are submitting our financial proposal as hereunder:

Price Schedule for “Implementation of Enterprise Resource Planning (ERP) System in JVVNL under IPDS” against TN-75

Sr. No.

Equipment Unit Qty.

Per Unit Cost

(INR)

Total Cost

(INR)

1 2 3 4 5 6= 4 x 5

A Hardware/ Equipment

A1 Server Hardware & Storage system including DR requirement

I Production and Web Server No. 6 -

II Development System Server No. 3 -

III Testing / Quality Assurance Server No. 2 -

IV Training System Server No. 2 -

V Database Server in HA No. 6 -

VI Storage, 100 TB No. 1 -

VII Layer II Switch No. 4 -

VIII Router for MPLS/ VPN Network with power supply No. 4 -

IX Cables, Jacks etc. Lot 2 -

Total (Server Hardware & Storage system including DR requirement (A1)) -

A2 Server Racks

I Server Rack / Blade Chassis No. 6 -

Total (Server Racks (A2))

A3 UPS & Battery System



Page 244 of 244

I UPS No. 1 -

Total (UPS & Battery System (A3))

A4 PC, Printers

I Workstation PC (Computer chair, table etc.) at Store No. 130 -

II Network LaserJet (B/W) Printer at Store No. 39 -

Total (PC, Printers (A4))

Total A (Hardware & Equipment (A1 + A2 +A3 + A4 )) (INR)

B ERP Products & Software

B1 Supply of ERP product as mentioned above including ERP software, ESS, RDBMS, DR license of ERP software, development environment, integration tools, source code for

customized portion of ERP application and other requisite software & tools etc.

I License fees for Full use ERP Application users* Lot 1 -

II License fees for Self-Service users for employees * Lot 1 -

III License fees for Payroll users * Lot 1 -

IV Cost for ERP Application Modules Lot 1 -

V RDBMS Cost Lot 1 -

VI Data Recovery / Server Replication license Lot 1 -

Total (B1)

B2 Basic Software Licenses

I Software Licenses-Server OS Nos 19 -

Total (B2) -

Total B (ERP Products & Software (B1 + B2)) (INR)

C Implementation of the system

I

ERP Implementation Service charges including configuration, development, customisation, data

migration, training, testing, legacy integration, project management, Charges for the Roll out to all locations and 6 months Stabilisation support charges etc.

Lump sum 1 -

Total C (Implementation of the system) (INR) -

Total (A + B + C) (Supply & Installation)(INR)

D Annual Maintenance Contract

I Annual Maintenance Contract (AMC) Charges for three years (36 Months)

Lump sum 1 -

Total D (Annual Maintenance Contract) (INR) -

Grand Total (A + B + C + D) (INR)

* All the licenses shall be enterprise wide without any limitation to number of users, as per

licensing policy and growth factor defined in RFP.

Note: If The Grand Total (A + B + C + D) is same for two or more bidders then total cost of Supply,

Installation and Implementation (A + B + C) shall be considered for deciding L1 bidder.

The quoted prices are exclusive of applicable tax/GST any statutory variation

and imposing new tax by government shall be on Discom account.

Name: _____________________________

[Authorized Signatory]