Hll Erp Tender

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

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Request for Proposal

for

Supply, Installation and Implementation of

Enterprise Resource Planning (ERP) based

Business Solutions at HLL Lifecare Limited (HLL)

Tender No. HLL/IT/ERP-1/2009 Dated 10th

September 2009

Corporate Head Office: HLL Bhavan

Poojappura, Thiruvananthapuram-695012

Kerala, India.

Tel: +91471-2354949, 2350961, 2350959

Website: www.lifecarehll.com

http://www.lifecarehll.com/


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Letter for Invitation

Date of Issuance: 10th September 2009

Ref. No.: HLL/IT/ERP-1/2009

To,

_____________________________

_____________________________

Dear Sir,

HLL Lifecare Limited (HLL) a Govt. of India Enterprise under the Ministry of Health and Family

Welfare invites proposals for supply and implementation of a “Commercially off the shelf

available Enterprise wide application ” that provides the company with a cutting edge in

information systems, integrated across various functional domains. More details on the services

are provided in the Schedule of Requirements.

You are requested to go through the document carefully and submit your proposals as per the

instructions and guidelines given in the document.

Yours sincerely,

L. Ajithkumar

Deputy General Manager (IT) i/c,

HLL Lifecare Limited, Corporate Head office,

HLL Bhavan, Poojappura P.O,

Thiruvananthapuram, Kerala -695012

Phone No: – 0471-2354949, 2358014

Email address: [email protected]


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TABLE OF CONTENTS

No. Title Page Number

Letter for Invitation 2

Table of contents 3

Important Information 6

Bid Data Sheet 7

Disclaimer 8

1 Introduction

1.1 About HLL Lifecare Limited (HLL) 11

1.2 New Businesses 14

1.3 Existing IT Infrastructure 16

1.4 Proposed ERP Implementation Project 20

2 Scope Of Work

2.1 General Scope of Work 26

2.2 Components of Scope Of The Work 27

2.3 Functional Scope 44

2.4 Technical Scope 48

2.5 Geographical Scope 59

2.6 Deliverables 59

3 Bidding Procedure And Instructions To Bidder

3.1 Bidding Procedure 73

3.2 Content of Bidding Documents 80

3.3 Format of The Bid 84

3.4 Submission Of Bid 87

3.5 Modification And Withdrawal Of Bids 88

3.6 HLL’s Right To Accept Any Bid And To Reject Any Or All Bids 88

3.7 Clarification Of Bids 88

4 Evaluation Of Bid

4.1 Evaluation Framework 91

4.2 Evaluation And Comparison Of Bids 92

4.3 Contacting The Purchaser 97

4.4. Purchaser’s Right To Accept Or Reject Any Or All Bids 97

4.5 Notification Of Award 97

4.6 Signing Of Contract 98

4.7 Failure To Sign Agreement/Commence The Work 98

5 General Conditions Of Contract

5.1 Definit ions 100


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5.2 Interpretation 107

5.3 Indemnity 109

5.4 Patent Infringement 109

5.5 Termination Of The Contract 109

5.6 Force Majeure 113

5.7 Settlement Of Disputes 113

5.8 Access To And Possession Of Site 115

5.9 Packing, Protective Painting And Marking 115

5.10 Environmental Clause 116

6 Special Conditions Of Contract

6.1 Preface 118

6.2 Credentials Of Consortium For ERP Solution 119

6.3 Scope Of Contract 119

6.4 Role Of Bidder/Consortium 120

6.5 Role Of HLL 122

6.6 Project Coordination 123

6.7 Project Plan 125

6.8 Design And Development 126

6.9 Product Upgrades 127

6.10 Inspection And Tests 128

6.11 Acceptance Tests 129

6.12 Defect Liability 133

6.13 Penalty/Performance Guarantee (Warranty)/Annual Maintenance Contract

134

6.14 Governing Law 139

6.15 General 139

6.16 Insurance 139

6.17 Bidder To Obtain His Own Information 141

6.18 Performance Guarantee (Security Deposit)) 142

6.19 Forfeiture Of Performance Guarantee 143

6.20 Time Of Performance 143

6.21 Extension Of Time 144

6.22 Prices 144

6.23 Taxes & Duties 147

6.24 Deduction Of Taxes At Source 149

6.25 Liquidated Damages 149

6.26 Ownership Of Documents And Copy Rights 150

6.27 Transfer Of Ownership 150

6.28 Billing And Payment Terms 150

6.29 Waiver 152


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6.30 Employees Of HLL Not Individually Liable 153

6.31 Workplace/Facilities For Consortium’s Site Office 153

6.32 Residential Accommodation 153

6.33 Transportation 154

6.34 Consortium’s Staff And Their Conduct 154

6.35 Security, Statutory And Safety Regulations 155

6.36 Employees Provident Funds And Miscellaneous Provisions Act 1952 & Employees State Insurance Act 1948

156

6.37 Bidder/Consortium Responsibility With Other Agencies 157

6.38 Other Agencies At Site 158

6.39 Other Terms And Conditions 158

6.40 Profile Of Teams 159

6.41 Changes To The “ERP Solution” 160

7 Annexure

7.1 Annexure # 1 Mandatory Requirement for ERP Solution 163

7.2 Annexure # 2 Existing Business Processes-Overview 170

7.3 Annexure # 3 Technical Parameters & Performance Levels 186

7.4 Annexure # 4 Expected Number of users 187

7.5 Annexure # 5 Indicative List of Non ERP Interface Requirements 188

7.6 Annexure # 6 Current IT Infrastructure details 189

7.7 Annexure # 7 Functional Requirement Specifications 192

7.8 Annexure # 8Technical Requirement Specifications 287

7.9 Annexure # 9.Tentative Schedule 292

8 Forms

8.1 Profile of Bidders 295

8.2 Curriculum Vitae of Team Members 301

8.3 Strength of Resources 302

8.4 Agreement 303

8.5 Form For Deviations From The Tender Document 306

8.6 Notice of Intent to Bid 307

8.7 Form for Price Bid 310

8.8 Reference Customer Details 315

8.9 Financial Bid Forwarding Letter 316

8.10 Undertaking on Compliance of Technical Specifications and Tender Terms & Conditions

319

8.11 Bid Security Form (EMD) 321

8.12 Submission by Bidder/Consortium 322


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Important Information

Sl

No. Events

1

Non-Refundable Cost of purchase

of this RFP

Rs.5,000/- through demand draft from a scheduled

bank, drawn in favour of “ HLL Lifecare Limited”,

payable at Thiruvananthapuram.

2 Sale of RFP document

10:30 am to 5:00 pm on all working days starting

from 10th September 2009 till 1

st October 2009.

RFP is also available for download from our

website “www.lifecarehll.com” However, when

RFP is downloaded from website, RFP cost is

payable as indicated above. In such cases Bid

document cost in form of DD must reach on or

before the Date and Time fixed for Pre-Bid

Conference (PBC). Failure to pay RFP cost as

above will make bid non responsive.

3 EMD

Rs. 15 Lakhs through demand draft from a

scheduled bank, drawn in favour of “HLL Lifecare

Limited”, payable at Thiruvananthapuram.

4 Last Date of Submission of

written queries on Bid document

The queries have to reach well in advance but not

later than 1st October 2009 by 1700 hrs through

email or by post/courier.

5 Pre bid conference

On 5

th October 2009 at 11:30 AM

Venue: “Akshaya Hall”, HLL Lifecare Ltd,

Corporate Head Office,

Poojappura P.O,

Thiruvananthapuram, Kerala

6 Last date for submission of Bids Up to 20th October 2009 by 1500 hrs

7 Opening of Technical Bids 20th October 2009 by 1530 hrs


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Bid Data Sheet

Sl

No. Event Period Date Time Venue

1 Floating of RFP (T) 10th Sept „09 10.00

Through Website

and

Newspaper Advertisement

2 Last date for Sale of

Tenders

(T)+21

Days 1

st Oct „09 17.00

HLL Lifecare Ltd


Thiruvananthapuram

3 Date for Pre-Bid

Conference

(T)+25

Days 5

th Oct „09 11.30

HLL Lifecare Ltd


Thiruvananthapuram

4 Last Date and Time

for Receipt of Bids

(T)+40

Days 20

th Oct „09 15.00

HLL Lifecare Ltd

Corporate Head Office

Thiruvananthapuram

5

Date and Time of

Opening of Technical

Bids

(T)+40

Days 20

th Oct „09 15.30

HLL Lifecare Ltd


Thiruvananthapuram

HLL at its convenience may change any or all of the above mentioned dates. Same shall be

updated in the website “www.lifecarehll.com”


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Disclaimer

The information contained in this document is confidential in nature. The bidders shall not share

this information with any other party not connected with responding to this Tender Document.

All information contained in this Request for Proposal (RFP) provided / clarified are in good

interest and faith. This is not an agreement and is not an offer or invitation to enter into an

agreement of any kind with any party.

The information contained in this Tender Document or subsequently provided to Bidder(s)

whether verbally or in writing by or on behalf of HLL Lifecare Limited (HLL) shall be subject to

the terms and conditions set out in this Tender Document and any other terms and conditions

subject to which such information is provided.

Though adequate care has been taken in the preparation of this RFP document, the interested

firms shall satisfy itself that the document is complete in all respects. The information is not

intended to be exhaustive. Interested Bidders are required to make their own enquiries and

assumptions wherever required. Intimation of discrepancy, if any, should be given to the specified

office immediately. If no intimation is received by this office by the date mentioned in the

document, it shall be deemed that the RFP document is complete in all respects and firms

submitting their bids are satisfied that the RFP document is complete in all respects.

If a bidder needs more information than what has been provided, the potential bidder is solely

responsible to seek the information required from HLL. HLL reserves the right to provide such

additional information at its sole discretion. In order to respond to the Bid, if required, and with

the prior permission of HLL, each bidder may conduct his own study and analysis, as may be

necessary.

The HLL Lifecare limited (HLL), Thiruvananthapuram reserves the right to reject any or all of

the applications submitted in response to this RFP document at any stage without assigning any

reasons whatsoever. HLL also reserves the right to withhold or withdraw the process at any stage

with intimation to all who submitted the RFP Application. HLL reserves the right to change/

modify/amend any or all of the provisions of this RFP document. Such changes would be


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posted on the website of HLL (www.lifecarehll.com)

Neither HLL nor their employees and associates will have any liability to any prospective

respondent interested to apply or any other person under the law of contract, to the principles of

restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise

from or be incurred or suffered in connection with anything contained in this RFP document, any

matter deemed to form part of this RFP document, the award of the Assignment, the information

and any other information supplied by or on behalf of HLL or their employees and

Bidder/Consortium or otherwise arising in any way from the selection process for the

Assignment.


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1

Introduction


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About HLL Lifecare Limited (HLL)

An Overview

HLL Lifecare Limited (formerly known as Hindustan Latex Limited) (HLL) is a Mini Ratna

(Category-1 PSE) company under the Ministry of Health and Family Welfare. HLL commenced

its journey to serve the Nation in the area of Health Care, on March 1, 1966 for the production of

male contraceptive sheaths for the National Family Planning Programme. The company

commenced its commercial operations on April 5, 1969 at Peroorkada in Thiruvananthapuram,

Kerala. In 1985, two most modern Plants were added, one at Thiruvananthapuram and the other at

Belgaum, Karnataka. .The new condom plant inaugurated in November 2007 has added another

283 million pieces to the Peroorkada Plant‟s existing capacity With this, the production facility at

Peroorkada has become one of the largest single manufacturing plants in the world for the

production of Condoms, with a capacity to produce over 1 Billion Condoms a year. With the

addition of this capacity, HLL today has an annual production capacity of 1.316 billion condoms.

HLL, is a multi-product, multi-unit organization addressing various public health challenges

facing humanity. On the path of rapid growth, HLL has set its sights to be a Rs 1000 Crore

company by the year 2010-11.

HLL Lifecare Limited is manufacturing and marketing widest range of Contraceptives. It is

unique in providing a range of Condoms, including Female Condoms, Intra Uterine Devices, Oral

Contraceptive Pills (Steroidal, Non-Steroidal and Emergency Contraceptive Pills) Contraceptive

Cream, and Tubal Rings.

HLL‟s Health care product range include: Blood Collection Bags, Surgical Sutures, Auto Disable

Syringes, Vaccines, Women‟s Health Care Pharma products, In - Vitro Diagnostic Test Kits,

Hydrocephalus Shunt, Tissue Expanders, Needle Destroyers, Blood Bank Equipment, Iron and

Folic Acid Tablets, Sanitary Napkins, and Oral Re-hydration Salts.

HLL‟s products today reach over five lakh retail outlets, in 10 states, covering over 600 districts,

1509 distribution points, including over a lakh villages, in the remotest corners of the nation.

HLL‟s products are exported to over 70 countries.


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HLL‟s association with world leaders includes those with Okamoto of Japan; Finishing

Enterprises, USA; Becton and Dickinson, USA; Female Health Company, USA; Gambro BCT,

Sweden; Beijing Zizhu Pharma of China and Acumen Fund, USA.

HLL has five state of the art manufacturing facilities - two at Thiruvananthapuram (at Peroorkada

and Akkulam) manufacturing Contraceptives and Health Care products, at Kanagala (near

Belgaum) producing Contraceptives and Women Health Pharma range, at Kochi in the Special

Economic Zone for Female Condoms, and at Manesar in Haryana for the production of In-Vitro

Diagnostic Kits.

1.1.1 Organization Structure

HLL Lifecare Limited (formerly known as Hindustan Latex Limited) is a Government of India

Enterprise registered under the Companies Act, 1956 and functions under the Ministry of Health

and Family Welfare. All its affairs and activities are controlled and directed by its Board of

Directors. The Board of HLL Lifecare Limited includes the Chairman & Managing Director,

Government Directors (Official Directors), Functional Directors and Non-official Part time

Directors.

The Organizational structure is as represented below:


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New Businesses

Vaccines

HLL has ventured into the area of Vaccines – to take on the challenge posed by

communicable diseases, which are responsible for a significant share of the global burden of

diseases, particularly in developing nations. The need to have affordable high quality vaccines

for preventing communicable diseases is a public health priority in India. The company has

initially launched the marketing of Hepatitis B and Typhoid Vaccines.

MediPark

The MediPark is envisaged to be an integrated manufacturing facility complex of

international standards in the field of healthcare and shall comprise of manufacturing

industries for medical diagnostics, equipments, disposables and devices. The complex will

also house an incubation centre. The Ministry of Health and Family Welfare handed over to

HLL nearly 300 acres of land at Chengalpet, near Chennai in Tamil Nadu, for its proposed

Medical Equipment Park and Vaccine Project.

LifeSpring Hospital Network

HLL and Acumen Fund, a nonprofit venture philanthropy fund based in the US formed

LifeSpring Hospitals (Pvt.) Ltd. - a joint venture intended to create a chain of small hospitals

(20-25 beds) focused on providing low-income clients in the country, widespread access to

maternal and child health care services. This is a unique social franchising initiative for

creating access to good quality reproductive health services to poor people, at affordable

prices.

LifeSpring charges range between 30-50% of the prevailing market rates, and will

significantly reduce the burden of rising health costs on the nation‟s low-income

communities, helping to reduce poverty. LifeSpring Hospitals will offer the following key

services: antenatal care, postnatal care, deliveries (normal and caesarean), family planning

services and medical termination of pregnancy, pediatric care, including immunizations, as

well as diagnostic services, a pharmacy, and health care education to the communities in

which it works.


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Procurement and Consultancy Services

Procurement and Consultancy Services Division (P&CD) of HLL Lifecare Limited handles

the procurement of Drugs, Chemicals, Medical Equipments and other health sector goods for

its clients at a pre-decided commission rate agreed upon by both HLL and the client through a

written contract. Currently HLL (P & CD) is handling the procurement of different Central

Government agencies such as NACO, NVBDCP and MCD. P & CD of HLL also procures

medical equipments for several medical colleges all over India under the PMSSY scheme on

behalf of the Ministry of Health and Family Welfare, Government of India. This division also

provides procurement and consultancy services for HLFPPT and HLL‟s Pregnancy kit

Manufacturing Factory at Manesar, Gurgaon (MFG). The import of JE Vaccines from

Chengdu Institute of Biologicals, China for and on behalf of Ministry is also coordinated by

the P&CD of HLL Lifecare Limited.

Infrastructure Development Division

Infrastructure Development Division (IDD) of HLL is the in-house consultant to the Ministry

of Health & Family Welfare, Govt. of India for up-gradation of Medical Colleges at

Bangalore, Salem & Thiruvananthapuram under Pradhan Mantri Swasthya Suraksha

Yojna(PMSSY) and also for six AIIMS like hospitals at Bhopal, Bhubaneswar, Jodhpur,

Patna, Raipur & Rishikesh. ID of HLL is also the consultant to MOH&FW for up-gradation

of JIPMER, Pondicherry.

Women‟s Health Care Pharma Products

HLL set up a dedicated „Women‟s Health Care Pharma Division (WHCD) to cater to the

reproductive health care needs of women - covering all age groups. The initial focus of the

division will be the gynaec segment, the products of which will be promoted through doctors.

All products for this division are being manufactured at HLL‟s Kanagala Plant, near Belgaum

in Karnataka.

In - Vitro Diagnostic Test Kits

HLL has commenced manufacture and distribution of „Nishchay‟ Rapid Diagnostic Test Kits

for the detection of pregnancy in markets all over the country. At the first instance HLL is

manufacturing and supplying 22 million Pregnancy Test Kits from its manufacturing facility

at Manesar in Haryana. HLL also plans to introduce in the near future diagnostic kits for the

detection of Malaria and Dengue fever and Chikungunya. The overall objective is to


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effectively bring down the infant/maternity mortality rate, and Malaria and Dengue mortality

rate.

Hindlabs Diagnostic Centre

HLL launched Hindlabs - its first diagnostic centre in the country, a Public Public Partnership

venture with the CGHS (Central Government Health Scheme). This most modern lab facility

will deliver reliable, accurate and quality diagnostic services to the CGHS beneficiaries at

CGHS rates. The same services will be provided to patients outside the CGHS too at

affordable rates. The plan ahead is to establish Diagnostic Centres for the CGHS, in the

National Capital Region (NCR) and in 23 major cities of India covering over 110 hospitals.

Accordingly one lab has already been commissioned at RK Puram, NewDelhi.

HLL Lifecare Limited is in process of setting up three MRI Diagnostic Centers in

Medical colleges of Kerala at Thrissur, Alappuzha and Kottayam. HLL has already

entered into an MOU with Govt. of Kerala for providing such high end diagnostic

facilities at affordable rates to the inpatients and the outside patients as well. The

centers are equipped with modern 1.5 Tesla MRI Machines.

Existing IT Infrastructure

Information Technology Department

Information Technology Department (IT Dept) provides Information Technology related

services to internal customers of HLL. The services offered by IT Dept include:

Software Development & Maintenance

Installation and administrations of Servers and other infrastructure

Preparation of specification, procuring, installation of IT applications and

infrastructure

HLL has been an extensive user of Information Technology for supporting its manufacturing

and business processes. The IT systems have evolved over a period of time through in-house

and third party developments. Most of the functions are integrated with a few as stand-alone.

HLL has IT team of 11 Managerial and 12 + 12 Non-Managerial staff. The IT department is

headed by Deputy General Manager (IT)i/c reporting to Senior Executive Director (Corporate

Quality Assurance). IT team has rich experience in administering Relational Data Base


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Management Systems, Graphical User Interface (GUI) and two tier applications. With the

availability of good technical skill, most of the software packages were developed in-house

with very limited outsourced services to meet the critical time or skill requirements. The

development team has skill in Oracle Forms and Reports, Pro*C, SQL/PLSQL and Oracle

database.

Current IT Applications Set Up

HLL has a combination of in-house developed and packaged application for various processes

and functions. HLL has one major transactional application called- eIMIS (enhanced

Integrated Managed Information System). eIMIS integrates different modules such as

Personnel, Finance, Purchase, Stores, Production (different type of products), Quality

Control, Engineering, Sales and Marketing. The eIMIS server systems are currently deployed

in a distributed manner with separate servers installed at CHO, PFT, AFT and KFB locations.

HLL also has applications such as Logistics Information System - a web enabled system to

connect the C&F agents all over India, Raymedi – a standalone solution used by Women

Health Care Pharma Division (WHCD), workflow management systems - for various

processes such as leave application and approvals‟ management etc. The details of the

applications and the interfaces are summarized in the table below:

Applications

A. eIMIS Modules

Finance

Cash and Bank Management, Payments and Receivables, Journal entries,

Credit Debit Notes, TDS Returns, Asset management, Ledger, Trial Balance,

Cash and Bank Books, Balance Sheet and Grouping etc

Marketing Customer details, Product details, Regional order/Work Order/Dispatch Order

generation, Delivery Challans, Invoice generation etc.

Marketing

finance

Cash and Bank Management, Payments and Receivables, Dishonor cheque

details. Debtors collection and outstanding details, Journal entries, Credit

Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash

and Bank Books, Balance Sheet and Grouping etc

HR

Personal Information System, Increment processing, Promotion processing,

Attendance management and monitoring, Dispatch register, LTC application

submission, Training details, Recruitment module for sorting the applications

entered into the system, Overtime processing etc

Sales Customer details, Order details, Generation of Supply Orders, Delivery


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Challans, Invoices, Transport Orders, Transfer Notes, Lorry Receipts, Gate

pass and Depot Stock for Govt. sales and Branded Sales

Purchase Create and Release Enquiry, SPC sanctions, Purchase Orders, Vendor master

and Vendor rating, Indent sanction etc for materials supply as well as works

Production,

PPC &

MPC

MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection,

Primary Packaging, Secondary Packaging,

Incentive calculation etc,

Payroll All employees‟ Payroll processing, Related Reports, IT, PF and generation of

Salary Journal

Leave Leave crediting and management of leave, Earned Leave surrender

Workflow

Online submission of leaves through the system, Provision for online

submission of Sanction notes, Advance requests, Tour requests, Employee self

service module which provides salary details, loan balances, Personal

information etc

Stores Receipt, Issue, Local Purchase, Inspect man, etc

Engineering Breakdown, Preventive and Overhaul Maintenance, Electrical, Utilities,

Calibration etc

B. Logistics Information System (Web Application)

LIS Stockiest Details , Sales Order, Sales Invoice, Inter-CFA stock Transfer

Delivery Challan, Distributor Sales Delivery Challan, Goods Receipt Note

Sales Return, Sample Issue Note, Ledger , Stock

C. Other Applications

Raymedi Outsourced

Intranet For internal workflow based applications

Primavera Project management for IDD

Interfaces

D. LIS EIMIS

Description This is an interface between LIS and eIMIS to transfer the Sales Invoice data

Details Type: Source API:

Batch Processing

Frequency: Daily

Source Application:

LIS

Target Application:

DTS (Data Transformation Services)

Target API : DTS

Middleware : c#.net

Size per transaction: (bytes) : 0.5

MB


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eIMIS Transaction Volume Batch:

250 INVOICES ON PEAK DAYS

(per batch run)

Application Development software

Forms 9i, Pro*C and PL/SQL

1.3.3 Current IT Infrastructure

Hardware

Network Devices

Wireless Bridge(8), Network Switch (78),

Router (15), ISDN Router (2), KVM Switch

(4)

Security CISCO-Secure PIX Firewall (1)

Server box

HP Itanium (3),IBM X-Series (3), IBM

Itanium (2), Compaq Xeon (1), Acer Xeon

(5), HCL (9), HP Xeon (3), PCS Xeon (2)

Peripherals

Laptops, Desktops, Video conference

equipments, Printers, Plotter, UPS, Scanners,

IP Phones

System software

Operating system Windows , Unix, Red Hat Linux

Backup tools

Cold backup, archive files, and dumps taken

in several hard disks including one external

hard disk and written in DVDs

Data management

Database Oracle 9i/10g, My-SQL

Reporting tool Crystal

Other software and tools

Security Firewall, Mc-café Antivirus

Server roles Web-Server, Application Server, Print server

Network software IP BASE – M

Development and Implementation Java , Visual Studio, Rational suite


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1.3.4 Current Network Architecture

The following schematic diagram represents HLL‟s current Network Architecture. All

organizational units of HLL are fairly well connected with each other to access current

transactional systems as well as web based applications. The Server network infrastructure is

GBIT Ethernet and the end user/public network is a 100 MBIT Ethernet network

1.4 Proposed E R P implementation project

1.4.1 Proposed Enterprise Resource Planning Solution in HLL

ERP, being enterprise wide solution, offers an opportunity to integrate and optimize all the

functions of the enterprise. The business objectives can be effectively met if standard ERP

system having best industry practices is implemented. HLL now proposes to implement a

“Commercially off the shelf available product” that provides the company with a cutting edge

in information systems, integrated across various functional domains. This tender therefore


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envisage implementation of ERP solution covering various functional areas like but not

limited to

Finance, Costing & Accounting

Purchase & Stores

Engineering & Maintenance

Sales and Distribution

Human Resource Management & Payroll

Projects Management

Assets Management

Production Planning and Control

Production

Quality Management

Marketing & Logistics.

Strategic Planning

R&D

In order to achieve the above, the following are necessary:

Commercial - Of – The – Shelf (COTS)

Customization (Blue Prints/ Workflows)

Services components (one time + recurring)

Enhances and Bug fixes

Training

Post Implementation services, which include onsite and online help needed to

institutionalize the solution, as well as system support helpdesk.

Onsite support for 6 months from the date of final go-live, Warranty period for 1 year

from the date of final acceptance of the solution (in all locations) and thereafter

ATS/AMC period for 3 years.

Considering the wide spread acceptance in companies across industries, the maturity of the

products and the vendors supporting the product etc, HLL decided to limit the scope with the

following products with their latest versions.

Sl No. Product Organization

1 Microsoft Dynamics – AX 2009 Microsoft

2 Oracle e-business suite applications Oracle

3 SAP ECC 6.0 SAP Labs


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Proposed ERP Solution Implementation at HLL is aimed at implementing Enterprise

Resources Planning (ERP) at HLL in a time bound manner. The core team is represented by

the members from Finance & Accounting, Purchase, Stores, Engineering, Sales and

Distribution, Human Resource Management, Projects, Production Planning and Control,

Quality Management, Production, Marketing & Logistics. Apart from the core team there will

be business team members from respective process, who represent Process Owners.

HLL plans to Go-Live on proposed Enterprise Resource Planning solution implementation

within a period of 14 months from the date of award of this contract. This tender aims to

engage a single company or a Consortium of companies comprising of Implementation

Partner and ERP Product Vendor for this purpose. The Bidder/Consortium led by the

Implementation Partner shall implement the solution at all the locations of HLL.

1.4.2 Implementation Schedule

The implementation of Enterprise Resource Planning solution in HLL is scheduled to be

completed in two phases. Bidders however are free to suggest delivery and phased completion

schedules based on their understanding of the project activities. The phase wise suggested

schedule is given below

Phase-1

The general scope of work primarily includes, but not limited to following:

1. Building enterprise wide IT culture early to build up participative commitment and

momentum

2. Quick enterprise wide early visible impact

3. Supply, Implementation and Installation of a suitable ERP Application, Database &

Related Software

4. Advice on appropriate Hardware & Network infrastructure, installation and

commissioning on Hardware & Networking Infrastructure

5. Setting up of Computer Center with minimum requirements delivering the desired

performance level and availability requirement of HLL as described in Annexure # 3

of this document.

6. Implementation of hardware & network infrastructure comprising of but not limited

to network architecture, storage, network devices, servers, Computer Center, backup

devices and necessary software.


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7. Create Information Security policy in-line with the requirements of ISO 27001:2005.

Create information security infrastructure for secure internal and external

communications using appropriate technology.

8. Implementation services including application installation on development, quality,

technical sandbox and production instances, data conversion and migration, training

and change management, documentation, helpdesk set up, warranty services and

ATS/AMC thereafter.

9. Post Implementation support: Onsite support for 6 months from the date of final go-

live, 1 year warranty service and 3 years ATS/AMC subsequently.

10. e-Procurement and e-payment facilities must be enabled at first phase itself.

Phase-2


o Setting up of Data Center

o Set up data centers at primary and secondary sites housing servers, firewalls,

switches, LAN, Storage Network etc. (including components such as racks,

entire cabling, power distribution, physical access control, air conditioning,

UPS etc.) based on requirement study for HLL Data Centers (Primary and

Secondary Site‟s)

o Ensuring that the entire architecture is in line with high availability active-

passive architecture and the adherence to the architecture to be demonstrated.

“Active-Passive” in context of HLL refers to a high availability system which

will run from one site namely Primary site from HLL corporate head office,

Thiruvananthapuram and Secondary site will act as Standby located either in

Kanagala/ Belgaum, or Noida

o Ensuring Active-Passive amongst site. Primary Site operating at 50% of its

installed capacity and secondary site operating at 70% of its installed

capacity. Each site will have 99.9% availability.

o Data Warehousing

o SCM

o CRM

o Disaster Recovery System (DRS)

o Document Management System


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The Bidder should note the following:

o The requirements come under the Phase-1 only will be under the scope of this tender.

Separate tendering process will be initiated by HLL for the remaining works (Phase-2).

o The bidder/consortium is required to consider the future plans of HLL (Phase-2) while

designing the solution, hardware requirement and network requirements.

1.4.2 Project Office

The Project will be executed from ERP Project Office at Corporate Head Office of HLL, at

Thiruvananthapuram, from where the successful bidder‟s project team will operate. All

activities of the project including documentation, development, configuration, testing, training

etc. will be carried out from the Project Office. Visits to various departments / locations

within HLL can be made as and when required.

During course of the project, if it is found necessary by HLL that the successful Bidder‟s

Project team needs to visit any other sister plant / unit of HLL, the same may be coordinated

with HLL and all associated expenses on account of this shall be borne by the successful

bidder.

For execution of the proposed ERP project, HLL will provide sufficient internal resources

(Core / Business /Technical Team members) to the successful Bidder.


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2

Scope of Work


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2.1 General Scope of Work

HLL desires to procure and implement an ERP Solution within the timeframe indicated in this

document which will streamline all activities and processes at HLL across all Departments.

HLL plans to address both, business and technology needs, through this Solution. HLL

expects the successful bidder to adhere to the approach described in this document with

possible improvements thereto.


Supply and Installation of ERP application, related software, and databases.

Implementation services including verifying and ensuring the correctness of AS-IS

business process maps and To-Be business processes maps, information requirement

study, conceptualizing, configuring and customization of the ERP solution satisfying

requirements of HLL, interfacing retained applications with the ERP, planning and

executing necessary tests on the proposed solution for compliance of requirements

specifications, compliance of audit recommendations, performance testing, roll out,

stabilization, post go-live support etc.

Planning and executing data conversion and migration including archiving of past

data.

Training of users and core team members including developing necessary

documentation, user manuals, training material, conducting change management

workshops etc.

Designing the system architecture, installation and implementation/ commissioning of

necessary hardware including servers, storage and network infrastructures in

association with hardware vendor/service partners.

Setting up of centralized Computer Center, a farm of servers and storage required for

running the applications and network along with allied equipments and accessories

delivering the desired performance level and availability requirement for HLL as

described in Annexure # 3 of this document. A full-fledged Data Center will in the

scope of Phase-II only

Providing warranty and ATS/AMC services for the solution as a whole.

The following will define the technical character of applications:

All applications will be web based / web-enabled


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Database Servers for applications and Application Server would be RISC/EPIC and

others could be on a different platform

The Operating System to run Applications and Data Base would be Solaris/ UNIX /

Linux. The others like mailing/ proxy , solutions can be on any platform

PCs would be MS Windows based

The application development in J2EE

2.2 Components of Scope of Work

The scope of work primarily consists of five elements, viz:

1. Supply, Implementation and Installation of a suitable ERP Application, Database &

Related Software

License requirements

Sl no. Licenses Nos.**

1 Core users 200

2 Employee Self Service 2000 employees

3 Payroll 2500 employees

4 Portal users 50

5 Business Intelligence 50

**The number of users mentioned above is for the first phase only;

the proposed architecture must be capable to cater the future

business expansions and license requirements roughly 4 times.

2. Advice on appropriate Hardware & Network infrastructure, installation and

commissioning of Hardware & Networking Infrastructure in association with

hardware vendor/service partners. Implementation of hardware & network

infrastructure comprising of but not limited to network architecture, storage, network

devices, servers, Computer Center, backup devices and necessary software.

3. Setting up of Computer Center with minimum requirements delivering the desired

performance level and availability requirement of HLL as described in Annexure # 3

of this document.


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4. Create Information Security policy in-line with the requirements of ISO 27001:2005.

Create Information Security infrastructure for secure internal and external

communications using appropriate technology.

5. Implementation services including application installation on development, quality,

technical sandbox and production instances, data conversion and migration, training

and change management, documentation, helpdesk set up, warranty services and

ATS/AMC thereafter.

6. Post Implementation support: Onsite support for 6 months from the date of final go-

live, 1 year warranty service and 3 years ATS/AMC subsequently.

The work covering all the above elements put together will be completed by the successful

bidder. The scope has been described in detail below:

2.2.1 Supply, Implementation and Installation of a suitable ERP Application,

Database & Related Software

The Bidder will be responsible for the following:

Responding to the Tender and executing the same if selected, describing the process

to be followed by them for supply and implementation of the software.

Supply a suitable ERP product (indicating specific modules, tools etc) with

justification with respect to satisfying the functional and technical requirement

specifications laid down in this Tender Document

Validate the Solution Configured, by ERP product provider.

The product quoted by the bidder must comply with the mandatory criteria and must meet the

following:

It must be a suitable solution from the below mentioned list

o Microsoft Dynamics – AX 2009

o Oracle e-business suite applications

o SAP ECC 6.0

It must be of the latest commercially available & acceptable Indian version.

It must have all the following functions as natively integrated applications on a single

interoperable open platform and not the integration of multiple products and

overlapping middle ware.

o Finance, Costing & Accounts

o Sales and Distribution


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o HR and Payroll

o Projects Management

o Engineering & Maintenance

o Purchase and Store

o Production Planning Control

o Production

o Quality Assurance

o Marketing and logistics

It must support Microsoft Windows, Solaris, UNIX, Linux Operating Systems and

the proposed integrated application should be capable of supporting all standard

Databases like SQL, Oracle & DB2. Software vendor should furnish an undertaking

that their proposed solution (all modules) run on SQL, DB2 and Oracle databases.

It must provide wide range of security features such as Authentication, Single Sign-

On (SSO), Authorization and Integrated User management.

It must come along with the source code for the application. Source code should be

part of deliverable. Escrow option is not acceptable.

It must be supported in terms of upgrades, bug fixes, functionality enhancements and

patches to cater to changes to statutory requirements by their respective developer

organization for a period of not less than twelve years from the date of procurement

Upgrade to new releases should not become mandatory for the next five years from

the date of installation.

It must have Product Roadmap for the next five years

It must be scalable in size, capacity and functionality to meet changing business and

technical requirements, thereby enabling the enterprise to adaptable to change.

The bidders will be required to provide detailed documentation on the following:

The ERP Application, customization, tools, database network and the related software

being supplied.

The process to be followed in installation and configuration of the ERP Application,

tools, database network and the related software.

The process to be followed for maintenance and upgradation of the ERP Application,

applying patches, tools, database and the related software.


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2.2.2 Advice on Hardware & Networking Infrastructure, Installation and

Commissioning of Hardware & Networking Infrastructure

Bidder/Consortium of Partners shall specify the Hardware and Networking Configuration /

Specifications that are most suitable for running the ERP Solution provided to HLL

comprising of (but not limited to) the servers, operating systems, load balancing (at

application level) and administration tools (hardware and software), computer center,

bandwidth requirements, routers, switches, firewalls and any other item required for the

proposed Solution considering the existing hardware, software and other infrastructure.

Bidder/Consortium of Partners will be responsible for properly drawing up all hardware and

networking specifications to ensure that the installation and deployment of the procured ERP

Solution is smooth across HLL. Specific activities that need to be done in this task are:

1. Draw up detailed Hardware and Networking Specifications pertaining to the ERP

Solution being implemented

2. Provide the bandwidth requirements of applications after review of bandwidth

mentioned in this document titled “IT Infrastructure “.

3. While proposing new hardware for implementation of applications, existing hardware

to the extent possible should be utilized.

4. Additional hardware required will be procured by HLL. Bidder/Consortium is

required to configure and integrate / operationalise

5. Assist HLL in the Procurement of the specified Hardware and Network Equipments

and suggest whether any additional electrical requirements would arise in setting up

the Computer Center.

6. Assist HLL in carrying out a Quality check of the procured Hardware and Network

Equipments

7. Be a part of the Team, set up with the hardware/network service providers to achieve

an effective installation of the Hardware and Network Equipments

8. Fine-tune and optimize the hardware and networking facility during implementation

period

9. The hardware should be 100% performance scalable to meet changing business and

technical requirements, thereby enabling the enterprise, adaptable to change.

Performance scalability for HLL means that if the hardware delivers “X” unit as

output then it should be scalable to deliver “2X” units under same operating

environment by addition of only CPU and memory to the current configuration.

10. Ensuring that the hardware recommended by the bidder is of the latest commercially


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released accepted make globally

11. Ensuring that the operating system/s and software plug-ins is of the latest release

commercially available globally. Bidders should mention the operating system/s and

software plug-ins supplied along with version and release date.

12. The Bidder will be required to provide detailed documentation on:

a. The hardware and related software to be supplied;

b. The process to be followed in installation of the hardware and related

software;

c. The process to be followed in maintenance and upgrade of the hardware and

related software;

d. Processes suggested for performance measurement during the period of

performance guarantee

The Bidder/ Consortium will be responsible for the design, manufacture, supply, co-

ordination with others, installation, interface, integrate with other systems, testing, training

and knowledge transfer, documentation, commissioning, warranty and annual maintenance of

all component systems, either expressed or implied in this document, in order to provide a

fully functional System.

The Bidder shall be entirely responsible for server sizing, to be done considering the capacity

and scalability requirements.

The successful bidder must submit the detailed Hardware and Networking requirements along

with the project inception report. The successful bidder shall study and prepare a schedule and

road map to comply with the specified overall project time schedule and project scope.

The Bidder should note the following:

The Bidder shall be responsible for delivering the desired performance level and

availability requirement of HLL as described in Annexure # 3 of this document and

suitably design, install and commission hardware, software, network and other

components including backup solutions.

The production servers should be configured and tested to ensure high availability and

active-passive adherence.

The load balancing should be application based and the ERP application should deliver

load balancing features of the solution with necessary hardware infrastructure.


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The Bidder should ensure availability of server management tools and software for

monitoring the load and capacity of servers at any point of time.

The Bidder should provide detailed storage architecture and disk technology used

keeping in mind the active-passive setup and latest scalable solution.

The Bidder should ensure Tape library for online backup of data.

The entire architecture will have minimum four instances namely production,

development, quality and technical sandbox.

The Computer Center should host the following:

100 % Database Servers (headroom of 100%)

100 % of Application Servers

QA Servers

Development servers

Technical sandbox for 100 users.

SAN Storage of 5 TB (usable)

SAN Switches with redundancy (for high availability)

Tape Library

Back up Server with Automated Back up Software

LAN components

Periphery servers

UPS

Details for Server Sizing (provided for guidance only)

The following information may be considered to assess the server sizing requirements

OEM

The RISC/EPIC servers should be manufactured by any of the following OEMs:

HP

IBM

Sun Microsystems

The Intel based servers if RISC/EPIC is not supported by proposed ERP should be of:

HP

IBM

Dell


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Number of users

Number of Core transaction users 200

Number of Employee Self service transaction users 2000

Number of Payroll users 2500

Business Intelligence users 50

Portal Users 50

The number of users mentioned above is for the first phase only;

the proposed architecture must be capable to cater the future

business expansions and license requirements roughly 4 times.

2.2.3 The Computer Centre Setup

HLL will arrange the civil and electrical works for the computer centre but installation and

commissioning of software, hardware and network equipment will be the responsibility of the

Bidder/Consortium. The task, among other things, would include:

Review Sizing and detailed specifications of the Hardware (Servers, PCs, network

equipment and peripherals) and Network Bandwidth required for smooth and

effective running of all the applications

Install, Configure and Commission Servers and PCs and Network equipment as

required at each location

Provide the bandwidth requirements of applications and review bandwidth

requirement indicated in this document titled “IT Infrastructure “.

Provide onsite operational services at the a Computer Centre

Provide onsite application services at the Computer Centre.

The Bidder shall be entirely responsible for setting up computer centre to meet the

requirements of the ERP solution implemented at HLL.

The successful bidder shall study and prepare a schedule to comply with the specified

overall project time schedule and project scope.

The application servers & database servers will be in load balance / fail over mode

2.2.4 Recommending and Implementation of Network Infrastructure

The Bidder shall provide network services for network users in HLL. This includes


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upgradation of network devices and links to support the requirements of the solution. The

network and security architecture descriptions provided below are for guidance only. The

Bidder shall be entirely responsible for the architecture of the network to be implemented to

meet all features, functions and performance mentioned in this document.

The Bidders will be responsible for the following:

1. Recommending the network comprising (but not limited to) network architecture,

network devices, software, security, storage and back-up facility and any other

network infrastructure required for the proposed solution considering the existing

hardware, network devices, LAN,WAN etc.

2. Describing and executing the process to be followed for implementation and

managing performance of the recommended network.

3. Ensuring that the network layout and design is in “active-passive” architecture.

4. Ensuring that the network infrastructure is compatible / comparable with the existing

network infrastructure.

5. Ensuring the availability of proper network management tools/hardware/software/ for

network administration and traffic monitoring.

6. The Bidder will be required to provide detailed documentation on:

a. The network and the related software to be supplied;

b. The process to be followed in installation of the network and the related

software;

c. The process to be followed in maintenance and upgradation of the network

and the related software;

d. Process suggested for performance measurement during the period of

performance guarantee;

e. Warranty support contracts for maintenance and support during performance

guarantee; and

f. Post warranty annual maintenance support contracts.

For all OEM products, the manuals have to be supplied as given by OEM including the

drivers wherever as applicable. All critical network components like firewalls, routers,

switches, IPS etc should be of Cisco, Juniper or Nortel make.

The successful bidder shall study and prepare a schedule to comply with the specified overall

project time schedule and project scope

The network and security architecture shall be developed using the following guidelines:


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A. Network

The network shall be designed to meet the user workload and performance requirements.

1. Diversity Topology

a. The System shall be implemented with diverse route topology to minimize

the effects of systems equipment failure on the operation of the systems

connected to it.

b. The System design shall automatically ensure the continued operation of all

connected systems in the event of component failure or a break in any single

bearer.

2. Network Interface points with other networks

External networks shall be connected to HLL network through a firewall. The entire

traffic at interface points needs to be monitored and a traffic log needs to be

maintained.

3. Network Management System

a. Network Management System (NMS) should be capable of providing network

management services for all integrated network elements (existing as well as

new).

b. The major services to be provided by NMS should be fault management,

configuration management, performance management, accounting management

and security management.

c. The monitoring of the NMS shall be located in the Network Operations Center in

the ERP Computer Center at Corporate Head Office.

4. Addressing Management

a. The addressing scheme must be based on HLL‟s policy.

b. The Bidder shall deliver to HLL all related documentation for address

management

5. Internet connectivity should be from two different vendors. One link should act as

online backup. Quality of Service should be configured to prioritize traffic for

optimization and efficient utilization of links.

6. Bidder to ensure the availability of a “Heartbeat” (required additional links for

checking status of each other) keeping in mind HLL‟s “Active-Passive” architecture

requirement

B. Security

1. The architecture should include appropriate firewall services with following features:


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a. Provide an intermediary between an external end-user/system on an external

network and the HLL internal systems on the HLL internal networks.

b. Decouple and map an external user session to an internal session to provide

secure access to the desired system.

c. Allow only certain ports and/or protocols to remain open.

d. Block internet access to specific sites/systems.

e. Firewalls in Data centre shall be configured with failover for high availability

2. Intrusion Detection and Prevention System (IDPS) including Denial of Service (DOS)

detection should be used to monitor and control any malicious traffic to and from

internet, Computer Center, DMZ etc.

3. Proxy servers should be used to distribute and log internet usage and block access to

prohibited sites.

4. Authentication and authorization:

a. The directory service shall be implemented as per HLL‟s enterprise wide

directory service strategy.

b. The solution shall be integrated with the directory services for authentication

and authorization.

c. The solution should be able to support appropriate authentication and

authorization services with following features:

i. Centralized repository of all identification and access control data

ii. Support of Lightweight Directory Access Protocol (LDAP) to allow

systems access to the directory.

iii. Support single sign-on support.

iv. Support access control to individual or groups of applications.

5. The solution should be configured with 2 factor authentication for users connecting to

the solution from Internet.

Internet connectivity requirements

The Bidder shall advise on the internet/Lease Line/VPN/ISDN connectivity requirements at

HLL for the proposed project and based on agreed requirements, HLL will arrange to procure

the same.

2.2.5 Implementation Services

The Bidder will be responsible for the following:


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1. Design and implementation of System Architecture;

2. Project management, planning and scheduling various phases of the implementation;

3. Verify and ensure the completeness of business process study.

4. Conceptualizing, configuring, developing, customizing, validating and implementing

the solution, including developing and testing interfaces , custom applications, data

conversion, training and change management, documentation etc.;

5. Providing post go-live support.

Each of the tasks is described in detail below. Some of these are also explained in detail

further in this section.

i.) Design and implementation of System Architecture

The Bidder shall be entirely responsible for the architecture of the system

implemented to satisfy all features, functions and performance as described in this

document. System architecture description provided in this document is for guidance

only.

The System architecture shall be developed as per following guidelines:

General Guidelines

The system architecture should be based on open industry standards and protocols.

The system will be centrally deployed and globally accessed. Access should not be

restricted locally.

Role based access shall be planned to ensure high granularity without compromising

on security needs of the application

The system shall be designed to be scalable and extensible.

Application

The application design should be a 3-tier services based architecture for all

environments.

All application components should have a browser based user interface with common

look and feel.

Client applications, if any, should be Java/Xml/Html based thin client architecture

with centralized deployment capability.

All production application must have high availability.


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All systems must take into account appropriate security, performance, efficiency and

maintainability issues.

Data

Data will be owned, shared, controlled and protected as a corporate asset.

Shared data will have consistent formats and definitions and be independent of

applications.

Data should only be accessed through application/interfaces to create, update and

delete.

Infrastructure

The architecture should be designed for extensibility and scalability.

The system must be designed in such a way that it supports all the future

enhancements, load balancing of the application, presentation and data layers of the

system.

Load balancing based on server loading.

Information Security Policy

Bidder/ Consortium have to prepare information security policy in-line with the requirements

of ISO 27001:2005. The Bidder/ Consortium will have to incorporate these policies into the

network and application design etc, as appropriate. The information security provisioning

may be audited either by HLL/ an external auditor authorized by HLL. The agency is

expected to provide the following documents prepared in-line with the requirements of ISO

27001:2005 models:

Information Security Policy

Risk Assessment Methodology

Organization of Information Security Policy (internal and external)

Information Assets Management Policy

Human Resource Security Policy to ensure that employees of HLL have a common

understanding of security requirements, vulnerabilities and threats, and they

understand and accept their own security responsibilities.

Physical and Environmental Security Policy

Communications and Operations Management Policy

Access Control Policy

Information System acquisition, development and maintenance Policy

Information Security Incident Management Policy


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Business Continuity Policy

Bidder/ Consortium will implement any modification in the IT Security Policy desired by

HLL and also suggest security provisioning based on incidents during operations to plug

security loopholes.

Define Policies

Define Policies regarding the archiving, retention and destruction of records in

consultation with HLL. Customize the procedures for these activities as automatic

activity or as alerts/reminders etc

Define Policies for backup and recovery

Integration

Integration services should address requirements of integration for application to application

and of data integration in such a manner that the business operations across functional areas

are managed to the satisfaction of HLL

ii.) Project Management, Planning & Scheduling

Project Team

The Bidder will form a full-time team for the project consisting of Project Director / Program

Manager, Project Manager, Track Leaders and other team members. The key team members

should be professionally qualified / trained in their tasks and should have requisite ERP

implementation experience as mentioned under paragraph on Team profile.

Implementation Plan

The broad implementation plan proposed by HLL is described in annexure # 9. “M” denotes

end of the month from start date of the implementation. The date of award of contract to the

successful Bidder will be considered as start date of implementation.

The successful bidder should propose suitable alternatives if any, to the plan in such a manner

that overall timelines, as specified in this document, are adhered to. The successful bidder

should provide detailed time schedule for all items as per total scope of work matching with

the implementation plan.


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The successful bidder have to submit a detailed project plan (which should be updated

regularly) indicating the key phases / activities of the project and the expected time lines for

each phase / activity. The successful bidder will further detail the project plan in early stages

of the project and get the same validated from HLL. HLL Project Management Team may

suggest changes to the plan where necessary. The project plan should include the following at

the minimum:

The project broken up into logical phases and sub-phases;

Activities making up the sub-phases and phases;

Key milestones and deliverables along with their dates;

Start date and end date for each activity;

The dependencies among activities;

Resources / Consultants to be assigned to each activity;

Resources (core team, business team and process owners) expected from HLL for

each activity.

In addition to the implementation plan, the successful bidder should formulate and submit:

The Interface Strategy describing high-level interface points between ERP and non-

ERP applications;

Data Conversion Strategy describing the data elements that would need to be

converted and the process to be followed for the same;

Solution Design Strategy including the number of iterations of CRP (Conference

Room Pilot), UT (Unit Test), SIT (System Integration Test) and UAT (User

Acceptance Test) expected, all test documents to be submitted to HLL for prior

approval;

Risk Management Strategy, identifying, analyzing and evaluating the project risks

and the process to be followed in mitigating those risks;

Training Strategy, describing and implementing proposed approach in providing

training to various categories of users

Change management strategy;

Post implementation support strategy.

Project Reporting

The successful bidder should describe the proposed project reporting methodology. At

minimum, he should submit to HLL a written progress report every week. The frequency may

be increased during critical phases of the project. In addition, the successful bidder shall

report on a continuous basis, exceptions and issues that require immediate attention of HLL.


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The successful bidder will be responsible for appraising the Steering Committee about

progress of the project during Steering Committee Meetings to be held at interval of around

one month. The date and time of the meetings will be finalized from time to time.

Other Requirements

The successful bidder should also meet following expectations:

The successful bidder should carry out the implementation based on a well-defined

proven methodology (including pre-defined formats) through all stages of the project.

However, the successful bidder will not restrict itself to the same and would be open

to improvisation as may be necessary;

The successful bidder should observe formats and procedures prescribed for

documentation during all stages of project execution;

The successful bidder should deploy adequate resources for required duration on site

at HLL as well as any other site / unit / location as may be necessary during any stage

of the project;

All the key team members (including Project Manager) of the successful bidder

should be permanent staff of the successful bidder.

The successful bidder should obtain and produce a certificate from proposed ERP

Product Vendor mentioning that the Solution is fit for go-live.

The successful bidder should obtain and produce a certificate from ERP Product

Vendor for appropriate server sizing.

iii.) Business Process evaluation

HLL has already prepared functional process maps for all its AS-IS processes, Process

Improvement opportunities and TO-BE process. These maps could be provided to the

successful bidder upon the initiation of this particular phase. The successful bidder will be

required to re-ensure the completeness of the various deliverables (AS-IS process report and

Process Maps, Process standardization, Process Improvements opportunities, Gap analysis

report, Functional Requirement Specifications and TO-BE report) already prepared by HLL

by conducting Business Process Study. The successful bidder is responsible for conducting

study of the key business processes on missing areas, which would be covered in the

implementation. HLL will validate this list and suggest suitable changes as may be necessary.

Based on the agreed business process coverage of the implementation, the successful bidder

will:


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Re-ensure the completeness of the deliverables of Business Process Study and

Conduct a detailed Business Process Study for the missing areas and propose process

changes/improvements that would be facilitated by / necessitated in the solution;

Identify the workaround solutions / customizations / interfaces to be developed as part

of the implementation;

Identify information requirements for each business process;

Identify data conversion elements for each business process;

Identify data migration requirements for each business process;

o There is not much technical documentation available with HLL on the legacy

systems. The Bidder/Consortium should clearly understand HLL data

migration requirements (functional as well as technical) before submitting the

proposal and include the same in his proposal. The implementation cost that

will be mentioned by the Bidder/Consortium should include data entry & data

migration as proposed and no extra payments will be made towards data

migration.

Identify the legacy systems that may be retained.

o The Bidder/Consortium should clearly understand HLL integration

requirements (functional as well as technical) before submitting the proposal

and include the same in his proposal. The implementation cost that will be

mentioned by the Bidder/Consortium should include effective integration of

these applications as proposed and no extra payments will be made towards

integrations of applications.

Upon completion of each of the above activities, the successful bidder shall get the identified

requirements as well as the suggested changes, improvements & proposed strategy approved

by the designated HLL team

Some of the key processes which HLL expects the successful bidder to study have been listed

as part of Functional Scope in this Section. For the benefit of the Bidders, for the purpose of

general guidance, brief description of these processes is provided in Annexure # 2 of the

document. Similarly, the high level functional requirements from the proposed solution are

described in Section # 7 of this document.

Reviewing the Business Process Study deliverables will enable Project Team of the

successful bidder to get first hand understanding of the business processes at HLL and bring

about process improvements. It would also help them understand the specific role played by


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each module/system and identify systems, which would be retained post implementation of

the solution. It would also enable the Project Team to see the system in operation, collect

sample transactions / reports and get a better understanding of the business process.

iv.) Conceptualizing, Developing, Configuring and Testing the Solution

The successful bidder will also be responsible for the following;

Conceptualizing, developing and customising the solution based on the business

processes, proposed improvements and satisfying the business and reporting

requirements of HLL;

Configuring the solution including development of necessary interfaces with retained

applications (Annexure # 5 gives an indicative list of legacy applications requiring

interface with proposed ERP) and bolt-on / third party applications, development of

customised reports, etc.

Conducting Conference Room Pilot sessions, Unit Tests, System Integration Tests,

User Acceptance Tests, Stress Tests and such other tests and making necessary

changes to configuration / setup based on the test results, implementation of pre-go

live audit recommendations etc;

Training and change management;

Data conversion and migration;

Go-live.

v.) Providing Post Go-Live Support

The successful bidder will provide on site post implementation support for six months from

the go-live of all implemented modules at all locations from final go live date. The successful

bidder will also provide on site post implementation support for fifteen working days each for

two quarter closing and two months for one annual closing process after first go-live date.

The successful bidder will provide guidelines in setting up and managing an ERP Helpdesk

(to be operational at HLL sites after six months of going live) including the processes to be

followed in logging request for assistance, assigning requests to specific helpdesk individuals,

recording resolution and tracking overall time frame from logging a call to its resolution.

In addition to the above mentioned post go live support, the successful bidder may be

requested by HLL to provide additional support for problem resolution, enhancements etc.

The successful bidder will provide a description of its team for the same along with their


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roles, job descriptions and profiles of key individuals. If such additional support is expected

to be charged separately, then the successful bidder will quote Time and Material rates for the

same as mentioned in the price bid separately.

The successful bidder shall co-operate with HLL in conduct of any post implementation audit

(by a party other than the Bidder), if so desired to be conducted by HLL, during the period of

post go-live support. The successful bidder shall also be responsible for implementing the

audit recommendations without any additional charge. Also, in the event of HLL conducting

an independent pre Go-Live audit, the Bidder shall render all necessary support for the audit,

including implementing the changes/improvements if any recommended, free of additional

charges whatsoever.

2.3 Functional Scope

Some of the key processes which HLL expects the Implementation Partner led successful

bidder to study include (but not limited to) the following:

2.3.1 Finance

1. Maintain Chart of Accounts

2. Preparation and monitoring of Budgets

3. Handle Stores, Spares, Equipment & Consumables - Payment & Accounting

4. Manage Processing of Miscellaneous Bills, Purchase Bills, Works & Service bills etc.

5. Handle Payment and Receivable Accounting

6. Manage Sales Invoicing and Accounting – Direct Marketing

7. Manage Sales Invoicing and Accounting – Exports

8. Manage Sales Invoicing and Accounting – Government Sales, Social Marketing and

Trading

9. Manage Sales Invoicing –Order Management Cycle (OMC)

10. Handle Collection Accounting

11. Handle Expense Accounting

12. Handle Inter unit reconciliation, Fund Transfer

13. Maintain Bank Guarantee, Security Deposit, EMD

14. Manage Payroll, Advances and Final Settlement

15. Provident Fund, Gratuity and Superannuation Benefit Fund

16. Manage Fixed Assets

17. Process Insurance Claims

18. Handle Customs Duty


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19. Manage Excise Duty

20. Manage Commercial Taxes

21. Corporate Taxation

22. Manage Cash and Bank

23. Treasury Management

24. Production Accounting

25. Manage Costing

26. Quarterly and Annual Closing and Consolidation

27. Integration with e-payments

28. Manage debtors

2.3.2 Sales and Distribution

1. Manage Govt./Direct Marketing/Social Marketing/Export sales

2. Manage sales through C&F agents (Primary and secondary sales)

3. Create Sales Plan

4. Create Offer letter

5. Create Delivery Authorisation & Sale Order/Stock Transfer Order

6. Manage Material Dispatch by Road/ Rail/Air/Sea

7. Manage Pricing, Discounting and Rebates, free samples, gifts

8. Maintain Customer Master, Loading Location Master, Distance Rate Master, Vehicle

Master

9. Manage Transportation Contracts

10. Maintain Product Master

11. Manage Supply & Distribution Planning

2.3.3 Purchase & Stores (Material)

1. Item Master

2. Vendor Master

3. Maintaining Purchase Contracts for Materials

4. Goods Procurement

5. Service Procurement

6. Emergency and Cash Procurement

7. Import Procurement

8. Receipt, Storage and issue including stock transfer

9. Transformed material

10. Physical Inventory


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11. Scrap Disposal

12. Finished Goods Depot

13. e-Procurement

2.3.4 Projects

1. Project Planning and Preparation

2. Project Procurement

3. Project Execution

4. Project control and management

2.3.5 Maintenance

1. Manage Routine (Breakdown) Maintenance

2. Manage Preventive Maintenance

3. Manage Predictive Maintenance

4. Manage Maintenance Planning

5. Manage Execution

6. Prepare Billing on Energy, Water and other Utilities Supply/Consumption

7. Prepare Budgeting for Maintenance

8. Manage Inventory

9. Manage External Contracts and AMCs

10. Manage Calibration of Equipments

11. Manage Raw water receipt, preparation and usage/Cooling towers/DM Plant

12. Manage Power Generation

13. Monitor and Manage Steam Generation Management of Utilities and other allied

areas

14. Monitoring and Management of Process Plants

15. Manage Process by Advanced Process Control

16. Prepare Energy Conservation Reports

17. Manage Design and Engineering Planning

18. Manage Equipment Inspection

19. Management of Engineering Documents/Books/Periodicals/ procurement & storage

20. Monitoring and control of pollution

21. Monitoring Environment and Safety

22. Management of Hazardous wastes Prepare Various Environment and Safety reports

23. Manage Fire and Safety

24. Manage permit systems


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2.3.6 Operations

1. Manage Production of products

2. Prepare Operations Budgeting

3. Receive and store Raw material

4. Manage Work in Progress

5. Manage Finished products - I

6. Finished products Management - II

7. Manage ETP operations

8. Manage Process Modifications/ Inspections

9. Prepare Inventory Planning

10. Manage Effluent Treatment Operations

2.3.7 Production Planning

1. Prepare Annual Production Plan

2. Prepare Monthly Production Plan

3. Prepare Daily Production Plan

4. Prepare Daily Operation Plan

5. Prepare Production Plan for Exports

2.3.8 Quality

1. Manage Quality

2. Manage Certification (Internal, External )

3. Manage Inspection of incoming materials

4. Manage Customer Complaints

5. Manage Laboratory

6. Manage Specifications

2.3.9 Human Resource and Administration

1. Manpower Planning

2. Recruitment

3. Handle Joining

4. Handling Compensation and Benefits - Wage and Salary Administration

5. Payroll Processing

6. Handle Performance Appraisal

7. Manage Training and Development


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8. Handle Industrial Relations

9. Manage Transfers

10. Handle Separation

11. Discipline Management

12. Manage Promotions

13. Manage Increments

14. Manage Probation

15. Manage Township Administration

16. General Administration

17. Manage Attendance and Leave

18. Handle Encashment of Leave

19. Contract Labor Management

20. Loans and Advances

21. Corporate Communication

22. Official Language

23. Manage Community Development and Corporate Social Responsibility

24. Manage Canteen and Pantry

25. Handle Security Administration

26. Handle LTC

27. Handle Medical Reimbursement

28. Liveries

29. Suggestion Scheme

30. Travel Desk/ Management

2.3.10 Trading

2.3.11 Corporate Quality Assurance

2.3.12 Corporate Audit Service

2.3.13 Vigilance Department

HLL Application Portfolio- for guidance

2.4 Technical Scope

The following features essentially, but not limited to, shall characterize the system:

2.4.1 User Interface

The end user interfaces should be both web interface and Graphic User Interface (GUI) based.


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Wherever possible, data should be available for entry from a drop-down list. There should be

field level validation of the data being entered. In case of an error in data type, the error

message should be customized to HLL specification. It should be possible for the system

administrator to restrict certain values for entry to specific users (e.g. account codes). It

should also be possible for the users to retrieve data entered incorrectly and change the same

subject to defined security procedure.

2.4.2 Single Point Data Entry

The system should be capable of reusing the data once captured in the computer, so as to

ensure integrity of data. The system should be able to automatically capture data from other

retained legacy /process control systems through integration .There should be a single set of

data which once created should be available for use by all users, thereby eliminating the need

for multiple data entry and ensuring data consistency across the system. This applies not only

to the transaction level data but also to all master data, which may be shared across functions.

The system should support capture and storage of statutory documents like invoices, BL,

LR/RR, etc. as part of transaction for avoiding duplicate copies of such documents and access

by all concerned from a single source.

2.4.3 Centralized / Common Master Data

The solution envisaged by HLL assumes a centralized master data repository to be shared by

all the units based on their requirements. These master data would include but not be limited

to the following:

Chart of Account values

Item / Service Master

Vendor Master

Customer Master

Transport Master

Equipment Master

Fixed Assets Category Master

Employee Master

Leave Master

Earning /Deduction master

Grades Master

Pay Scale Master

Designations Master

Departments Master


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Centralized/Common master data repository means that there would be only one set of master

data across the organization capable of maintenance from any or all units with centralized

approval system. The master will have data common to all units as well as data specific to a

unit. While managing data, the system must provide adequate control and security for

addition, modification, deletion and validity, etc. The values will be assigned to individual

units based on their requirements. For instance, there will be one item master across HLL. If a

new item has to be defined for a unit, it will first be defined in the HLL item master and then

assigned for use to the specific unit only. If another unit also needs to use the same item, then

it should be possible to assign the item already defined in the HLL item master to the other

unit. There would be some values related to the item, which would be specific to each unit,

for example, bank master, the unit of measurement or the account code masters. The

centralized item master should be capable of providing for such unit specific requirements as

well. Access to the centralized item master should be possible across all units subject to

necessary security. In other words, it should be possible to have a distributed team responsible

for maintaining the item master. Similarly, the chart of accounts values should be centrally

defined and assigned to specific units based on their requirements. It should also be possible

to end-date a specific value such that the same cannot be used beyond a given date.

2.4.4 Accounting Architecture

There should be only one instance of the financial module of the ERP and all units should

work on the same. System should be capable of generating consolidated as well as unit wise

cost/financial accounts/reports with sub-ledger option. This should not, in anyway,

compromise the operational flexibility, security and data access that each unit currently

enjoys. Since HLL expects that all units will work on the same instance of the ERP,

consolidation of accounts should be a system driven process with minimal human

intervention. It should be possible to maintain multiple instances of accounts for supporting

its subsidiary units, employee provident fund, cooperative societies, etc. from the same and

single instance of the application. The system should give flexibility for maintaining the

dictionary of old chart of accounts and map it with the new scheme supporting merger and/or

splitting of old accounts.

2.4.5 Enabling Centralized Procurement

HLL expects the ERP to facilitate system driven consolidation of purchase requisitions raised

across units into centralized purchase orders. In other words, different units could raise

purchase requisition for the same item or on the same vendor which should get consolidated

into a single Purchase Order. The ERP should also enable recording of rate contracts with


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specific vendors for specific items such that as and when purchase orders are raised on those

vendors for those items, the rate will default automatically. E-Procurement (comprising of e-

Tendering and e-auction) application is also expected to be an integral part of the procurement

solution.

2.4.6 Data Access and Security

HLL believes that ensuring security of data in an ERP environment is critical. This assumes

greater significance in an organization like HLL where the number of users will be very high

and access will be across a wide area network. HLL expects that there will be around 200

named users including development users, 1000 self service users, 2000 payroll users, 50

portal users and 50 business intelligence users as described in Annexure # 4

The system must have proper security and maintenance facility which limit access to the

system and its various functions to the users delegated with appropriate authority. It should

provide log in, both by user and by terminal. Access to the data should be on role based

principles. The System should record user identity, date and time stamp of all transaction with

details of creation, read, update, delete or print. Access should be restricted at different levels

of data file, program, module, screen, record, field database table, row or column. Suitable

firewall against unauthorized use, interceptions shall be provided. IT Security Policy shall be

given by the supplier to safeguard information against unauthorized use, disclosure or

modification, damage or loss.

2.4.7 Data Archival

In order to meet statutory requirements, archiving and easy retrieval of data is important for

HLL. The successful bidder must ensure that the proposed ERP Solution provides a user

driven data archiving capability, with support for flexible archiving periods and select tables.

The system should also be able to restore archived data for on-line inquiry and reporting as

and when required. The successful bidder will also provide a data archiving procedure based

on best practices.

2.4.8 Audit Trail

The Successful bidder must ensure that the ERP Solution proposed by them has extensive

facility with respect to maintaining audit trail. The system should be able to define audit trails,

audit logs and transaction log-in requirements. It should enable audit trails on-line, tailor audit

requirements by modules, call audit records to an archive based data or other recorded audit

details. Any addition, deletion or modification to an existing record, whether master or


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transaction, must bear the date and time stamp, the name of the log-in user who made the

change and the terminal from which the change was made. It should also be possible to

maintain details of the original record and subsequent changes to the same. Standard audit

related reports should also be available.

2.4.9 On Line Help Facility

The system should also provide context based online help capability for every form /process

in the proposed Solution. This on-line help text / facility should be customizable to make it

HLL processes specific. The successful bidder must indicate how it proposes to make the

online help tailored to HLL requirement.

2.4.10 Availability of Interface Points

The ERP Solution should have well defined standard interface points to facilitate integration

with legacy applications that might have to be retained.

2.4.11 Workflow Based Applications

HLL expects the proposed ERP Solution to provide workflow-based functional capabilities.

ERP Solution should be capable of replacing the current physical flow of documents across

business team with the flow of electronic data. For instance, if purchase requisitions require

approval based on the item or service being procured, then the workflow in the ERP Solution

should forward the link of a purchase requisition electronically to a user/approver based on

the criteria defined by HLL.

2.4.12 Business Intelligence

HLL expects the ERP Solution being proposed by the successful bidder to provide on-line

information to facilitate tactical and operation decision making. It expects the successful

bidder to configure as a part of the implementation, a Business Intelligence Dashboard

visually representing the key organizational performance data in a real time, user friendly

manner that can be understood easily. Data collection rules for Executive Information System

should be dynamic and flexible. It should be capable of being refreshed on demand or on

periodic basis.

2.4.13 Modularity

HLL expects the proposed ERP Solution to be modular in nature. The system will initially be

required to cover a range of business processes across various functional areas / modules as

mentioned above, but it should also allow addition of more functional modules as and when


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required, which should seamlessly integrate into the core system without encountering any

technical issues. Integration between such new modules and the modules already

implemented should be seamless and should not require any development effort.

2.4.14 Scalability

The ERP Solution being proposed by the successful bidder must be scalable both in terms of

the business rules, volume of transaction and master data but also in terms of defining new

entities and organization structure. Solution scalability is particularly important given the

expansion projects underway which would increase production capacity of HLL. The system

should be scalable to handle up to four times the number of users and volume of data load

without compromising response time or efficiency of operations.

2.4.15 Localization

Given that the taxes and other statutory requirements change from year to year, HLL expects

the ERP Product vendor to provide updates / patches to cater to these changed “India

specific” statutory requirements within statutory time-frame. The system should have

adequate localization to handle specific requirements of Regulatory Indian Laws (Central and

State), tax and duty legislation and other regulations.

2.4.16 Enhancements, Upgrades and Bug Fixes

HLL expects the successful bidder to arrange for providing support for all future

enhancements, upgrades and bug fixes. All Bidders are expected to provide description of the

mechanism proposed for provision of the same. If these require additional costs, then this

must be clearly indicated in the price schedule, along with the Time and Material rates.

2.4.17 24 X 7 Operations

The successful bidder must ensure that the ERP Solution implemented supports 24 X 7

operations. This is necessary as the plants work on all three shifts and shipments from the

depot and the plant may happen at any time of day.

2.4.18 Reports

It is expected that custom reports need to be developed if the standard reports available in the

ERP Product do not meet HLL‟s specific requirements. These reports would include those,

which would extract and present information already in the database in a specified format or

could require some intelligence/ calculations built into it. Some reports would be required to

facilitate execution of transactions. Given the above, the successful bidder may be required to


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customize critical and complex reports across all components of the ERP Solution. The

specific distribution of reports to be customized amongst various modules will be finalized

during the implementation stage.

Development of custom reports must follow well-defined methodology. A brief description of

the methodology employed when developing custom applications/ reports should be included

in the response to the Tender Document. At minimum, every request for development of

custom report must be documented in a pre-defined format and supported by a business case

prepared by the process owner while requesting for development. Every custom report

development must be documented in terms of the person developing the report, the reference

request in response to which the report is being developed, the report script and other

technical specifications. Basic guidelines with respect to all custom report formats, naming

convention etc. must be agreed with HLL well in advance of commencing any customization

effort.

In addition, the successful bidder is required to train HLL Core/ Technical Team members on

the methodology of building custom reports, so that HLL can take up the additional

development as and when required.

2.4.19 Data Cleansing, Conversion, Mapping, Migration and Validation

The successful bidder is expected to prepare and submit a detailed Data Conversion Strategy

Document during the initial study stage of the project describing the broad data elements to be

converted, source of the same, the target ERP module and the detailed form in which the same

will be converted (i.e., whether at transaction level or at balance level and the coverage

period). A tentative time-frame for developing the necessary scripts, testing the same and

eventual execution on the Production environment should also be indicated. HLL with

support of successful bidder will extract and provide the data (presently existing in digitized

and non-digitized format) to be converted in the format prescribed by the bidder.

HLL expects implementation partner to commence activity on the data conversion from the

early stage of the project to prevent any kind of delay in implementation of overall project.

HLL will extract and provide data required from identified existing applications at HLL .HLL

acknowledges that the responsibility of efficient data conversion lies with both, the successful

bidder and HLL. In this regard, successful bidder shall:

Identify data elements- Masters and Transactional to be converted and migrated

Extract existing data from the identified legacy systems with HLL assistance


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Ensure collection of all required data ( presently in digitized and non-digitized

format) from other identified sources with HLL assistance

Support HLL in providing assistance in cleansing, enriching and formatting of data

extracted from the legacy systems

Format data collected from all other sources

Prepare and validate data mapping structure

Prepare data migration scripts

Run successful trial data migration

Upload data to the new test and production system

Reconcile and Validate migrated data and status of transactional data

Create new/additional data mandatory in the new system

Set up of support system- post go live

2.4.20 Training Scope

HLL believes that the key to successful ERP implementation will be the successful bidder‟s

ability to train HLL‟s staff in operating the proposed business solutions. In this context, the

successful bidder is expected to:

Provide a description of the approach and tentative plan for training HLL‟s core team

members and end users along with the tentative time frame;

Provide a description of the training hand-outs / operating manuals to be provided to

the core team members and the end users;

Provide a description of the assistance in setting up a Help Desk post go-live.

The successful bidder will be expected to provide training for about 50% more than the

number of users mentioned in this document as per the User Training Plan to be agreed with

Legacy

systems

and other

data sources

Data

Extracted

Data Cleansed /

Formatted

Data

Added

Data

Signed off

Data

Conversion

tested

ERP Production

Environment

ERP test

environment

Data

Conversion

executed


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HLL. Training programs will have to be organized for separate categories of users based on

functions, roles, responsibilities and geographic locations. The successful bidder will be

responsible for the preparation of the training material and end user manuals. End user

manuals should cover “how to use” concepts for all ERP modules to be implemented.

The following is a brief description of the training needs of the important (but not exhaustive)

categories of users:

Core Team Members

HLL Core Team will comprise of representatives from different functions at HLL, which are

within the scope of ERP implementation. These representatives will bring with them

knowledge of existing processes, critical requirements, existing constraints, relevant

management policies, information requirements etc. These core team members, inter alia, will

assist/participate in:

Conceptualizing, designing, developing and testing the solution

Identifying the data to be converted

Support in developing test scripts

Conducting interface testing

Go-Live preparedness

To be able to assist in these activities, it is necessary that HLL Core Team is to be trained by

the successful bidder on the

Standard product functionalities available in the chosen ERP by the ERP Product

Vendor

Integrated Business Process in standard ERP product by the Product Vendor

Remaining training needs to be met by the Implementation Partner as required for the

ERP Implementation. This would include the process related functionalities as well as

configuration steps and the impact each step has on the solution.

Technical Core Team Members

HLL Technical Core team will comprise of team having expertise in performing following

roles for the existing Application portfolio of HLL, Database Administrator, System

Administrator, Report Writers, Interface Developer, Data Conversion Script Writers, any

Customization development, Security management etc. These representatives will bring with

them knowledge of existing applications, interfaces, constraints, information requirements

etc. The ERP training needs of Technical Core team members will be in areas such as


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application configuration, database administration, report customization, hardware

administration, network administration, operating system, security management etc.

End Users

HLL End Users will be the users from different functions, which are covered by ERP

implementation or are likely to be impacted by the ERP implementation. These users will

need to be trained before going live on ERP. Comprehensive guidelines on how to accomplish

tasks in HLL specific ERP solution must be provided to these users. Sign-off by the end users

about their comfort level will be a key parameter to be considered by the Management in

giving the go-ahead for cut-over.

The successful bidder should document changes to the solution, if any, suggested by the end-

users during the training sessions. Thereafter, the reason for incorporating the change or

otherwise must be documented and formally discussed with the HLL Project Management

Team. The final decision in this regard will be taken by the HLL Project Management Team

which will give due considerations to inputs from the successful bidder.

2.4.21 Change Management Workshops

In addition to the above, the successful bidder will suggest to the HLL Project Management

Team issues anticipated in the change management process and proposed solution to

overcome the same. The successful bidder is expected to conduct the change management

programs on one-on-one individual basis or in groups and at different locations.

The goal of change management in the context of HLL would be:

o Collaborative working - shared sense of purpose and ownership

o Technology adoption as a means of service delivery

o Routine operations of submissions and approvals in workflow environment

o Adoption of Business Intelligence tools for analysis supporting decision making

o To create a knowledge sharing culture in the organization.

o Self initiated view of learning and readiness to learn from each other

o Overall climate of trust and involvement

o Partnering mindsets and capabilities

2.4.22 Project Management Scope

In addition to the regular day-to-day project management services, HLL expects the following


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Project Management services to be included within the scope of this project:

2.4.23 Project Initiation & Delivery

The successful bidder shall develop a Project Management Plan indicating detailed

implementation approach. The Project Management Plan will have components such as:

1. Detailed Project Plan breakup into logical phases/sub-phases, activities making up the

phases/sub-phases, key milestones and deliverables along with their dates including

those related to Computer Center completion, installation of hardware and software,

acceptance testing, start date and end date for each activity, the dependencies among

activities, resources/ consultants to be assigned to each activity and resources

expected from HLL for each activity (i.e. involvement of process owners).

2. Hardware and Network hardware requirement list must be submitted along with the

project plan so as to make it available at location in the first phase itself in the

indicated time duration.

3. The Interface Strategy describing high level interface points between the ERP System

and the legacy / new applications.

4. Report Development Strategy and Methodology

5. Data Conversion Strategy describing the data elements which would need to be

converted and the process to be followed for the same.

6. Solution Design Strategy including the number of iterations of CRP (Conference

Room Pilot), SIT (System Integration Test) and UAT (User Acceptance Test)

expected.

7. Risk Management Strategy identifying, analyzing and evaluating the project risks and

the process to be followed in mitigating those risks.

8. Training Strategy describing the proposed approach in providing training to the

various categories of users including change management processes

9. Deployment of online help documentation

The successful bidder will also be responsible to manage the delivery of every single

deliverable and the activities that go in making the deliverables. On an aggregate basis, he

will be responsible for successful completion of the ERP Project.


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2.5 Geographical Scope

The geographical scope of the proposed ERP implementation includes

Corporate Head Office , Thiruvananthapuram (CHO)

Peroorkada Factory Thiruvananthapuram (PFT)

Akkulam Factory Thiruvananthapuram (AFT)

Kanagala Factory Belgaum (KFB)

Kakkanad Factory Cochin (KFC)

Manesar Factory Gurgaon, Haryana (MFG)

Central Marketing Office, Chennai (CMO)

Procurement and Consultancy Division, Noida (PCD)

Infrastructure Development Division, Thiruvananthapuram & Noida (IDD)

Government Business Development Division, Noida,( GBDD)

Regional Sales and Administrative Offices – Mumbai, Bangalore, Kolkatha, Noida,

Hyderabad, Lucknow

Hindlabs (including MRI centers) RK Puram in Delhi, and Alappuzha, Kottayam,

Thrissur in Kerala

C&F Agents and Depot across the country

Further any other offices, marketing offices, units may be established based on the

requirement and expansion of the plant activities during the execution of project.

The Project Team for proposed ERP implementation will be based at the Corporate Head

Office in Thiruvananthapuram. Visits to other locations will have to be carried out by the

implementation partner in coordination with HLL project team as and when required at their

cost.

2.6 Deliverables

The delivery schedule for each of these below listed deliverables that shall be prepared by the

successful bidder, and submitted for approval of the HLL Project Team, shall comply with the

overall project schedule of Go-live within 14 months from award of contract and a post go-

live support of 6 months thereafter, as specified in the tender document.


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Sl

no.

Activity Deliverable Deliverable

Schedule

I Implementation Services

Project Initiation

1 The successful bidder will study the

scope of work with respect to

existing processes, requirements,

legacy applications, data availability,

integration, customization etc. The

bidder will present the conclusions in

the form of a Report and a

presentation to the Project

Management Team

Project Initiation

Report &

Presentation

2 Once the above has been discussed

and changes, if any, incorporated, the

successful bidder will prepare the

Project Management Plan. This plan

will :

i) Contain a project plan in

Project form

ii) Indicate the proposed

approach towards key phases /

activities of the project such as

process study, legacy

applications integration, data

conversion, change

management, training etc. The

objective of this will be to

provide a bird‟s eye view of

the proposed approach of the

bidder towards execution of

the project.

The Project Plan and the high-

level approach will be

discussed with/presented to

the Project Management

Project

Management

Plan containing

the implementation

road map in detail

Bidder to suggest

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology


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Team, which may suggest

changes if necessary.

3 The successful bidder will carry out a

detailed study to fine tune the

specific requirements with respect to

the hardware and network. This will

be spelt out in the Hardware and

Network Requirement Report

Hardware and

Network

Requirement

Report

4 The successful bidder will ensure the

completeness of As-Is Business

Process & Maps document and

conduct an Information Requirement

study. The missing in the AS-IS

business process document will be

prepare by the successful bidder. The

successful bidder will, subject to

necessary confidentiality agreement,

be provided with access to

documents of As-Is study conducted

by HLL. Document during pre-

implementation study for their

reference only.

As-Is Business

Process and

Information

Requirement report

II Solution Design

1 Once the As-Is Business Process and

Information Requirement study is

complete, the successful bidder will

prepare a To-Be Business Process

Analysis document. This document

will describe how existing processes

will be executed post going live with

the ERP. The changes in the To-Be

processes from the As-Is process will

be highlighted. Where an existing

process cannot be mapped directly to

any ERP functionality (i.e. there is a

To-be process with

gap & resolution

document

Bidder to suggest

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology


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gap), the successful bidder must

propose solutions, in terms of process

changes, workarounds, custom

development, interface with legacy

systems, etc.

This document must be prepared in a

format which allows easy reference

to the As-Is Process Document.

The To-Be Processes along with the

Gap Analysis and resolution must be

vetted by the HLL Project

Management Team.

2 Once the To-Be Process and the Gap

Analysis & Resolution Document is

finalized and the custom

developments/ enhancements

identified the successful bidder will

prepare a Customization Strategy

Report for approval of HLL Project

Management Team

Customization

strategy report

3 The interfaces to be developed

between the ERP System and the

retained legacy applications based on

the To-Be Process document must be

documented by the successful bidder

and signed off by the HLL Project

Team.

Interface document

4 Based on the revised information

requirements in the context of TO-

BE business processes and

development of standard reports

available in the ERP System, the

specific information / reporting

requirements (including the form,

Custom report details


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parameters, access and content) will

be documented by the successful

bidder and signed off by the HLL

Project Team.

III Solution Development

1 Based on the agreed To-Be

Processes, the successful bidder

will prepare a prototype of the

solution (including all

customization, interfaces etc).

Prototype with

necessary

documentation(Business

Blueprint Maps)

Bidder to suggest

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology

2 The solution prototype should be

made available for validation by the

HLL nominated users and the HLL

Project Team.

HLL expects that the prototype

validation will go through multiple

iterations (often referred to as

Conference Room Pilot sessions).

The prototype validation must be

conducted in a formal set up with

proper test scripts prepared by the

successful bidder and approved by

the HLL Project Team.

Solution prototype

validation / CRP scripts

and validation by HLL

nominated users / CRP

sessions

3 The feedback provided to the

successful bidder after each round

of validation / CRP must be

documented and signed off by the

HLL nominated users.

Solution Prototype

validation / CRP

feedback documentation

4 Changes to the solution must be

presented to the users in next round

of solution validation or CRP. This

will be an iterative process till the

solution prototype is signed off as

acceptable by the HLL Project

Subsequent rounds of

solution prototype

validation / CRP. Sign-

off of the same


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Team. validation

5 Process and methodology adopted

for Quality Assurance must be

documented and periodic reports

submitted to the HLL Project

Team.

QA process document

IV Solution Validation

1 Once the solution prototype is

signed off, the successful bidder

will plan for the User Acceptance

Tests (UAT), System Integration

Tests (SIT) and any other tests as

may be necessary.

UAT & SIT program Bidder to suggest

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology

2 The UAT, SIT and other test scripts

will be prepared by the successful

bidder and validated by the HLL

project team

Scripts for UAT, SIT

and other tests if any

3 Once finalized, the successful

bidder will assist HLL nominated

process owners to conduct the

UAT, SIT and such other tests.

User feedback from these tests will

be documented and attended to by

the successful bidder.

UAT, SIT and other

tests conducted and

feedbacks documented.

4 The data conversion test will also

be conducted and got signed off by

the users with assistance of the

successful bidder in terms of

format, completeness and

correctness

Data conversion test

feedback

5 Feedback of the UAT, SIT, data

conversion and other tests will be

presented to the HLL Project Team

in form of a report along with a

detailed presentation to enable HLL

UAT, SIT, data

conversion and the

proposed other tests

report & presentation


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decide on the readiness of the going

live with solution.

6 Submit the Access Control Matrix

Template to HLL. After the

template is filled up, configure the

Access Control Matrix in the

Application.

Matrix Template and

the Configured

Application Print of the

user access

7 Based on the report and the

feedback received from the users,

HLL Project Team may

recommend additional tests to be

conducted in specific areas.

Conduct of such additional tests

and the result must be documented

by the successful bidder.

Additional tests

conducted in areas and

test results documented

8 The successful bidder should

deploy performance testing tools at

this stage to proactively establish

adherence to agreed performance

levels and offer the same for audit /

verification.

Performance test results

V Data Conversion

1 The successful bidder will provide

the template in which each data

element provided by HLL to be

converted

Template for data to

converted

Bidder to suggest

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology

2 The successful bidder must validate

the data provided in terms of format.

Validate data

provided in terms of

format.

VI Assist in Change Management

1 The successful bidder will give a Change Management Bidder to suggest


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report /presentation to the Project

Management Team on anticipated

change management related issues

and proposed solution to overcome

them

Approach Report /

Presentation

suitable time

line based on

the proposed

ERP Solution,

Project Plan

and their

Methodology


guidelines in setting up an ERP

Helpdesk including development of

Guidelines

Service Level Agreements (SLA).

ERP Helpdesk

3 The successful bidder will

conduct Change Management

programs on one-on-one individual

schedule basis or in groups and at

different locations.

VII Training

1 Identify training requirements for

HLL Core /Technical team

members and end-users.

Training Requirement

Report

Successful bidder

To suggest suitable

time line based on

the proposed ERP

Solution,

Project Plan and

their

Methodology

2 Prepare a detailed Training Plan

giving details of content, duration

and training material to be provided

to different categories of

participants as identified by the

HLL Project Management Team

Training Plan for

HLL users

3 Conduct specific training to HLL

core team by the Product Vendor

followed by the Implementation

Solution Partner and successful

bidders Project Management Team

to prepare them for testing and

accepting fully configured solution

prototype

Training plan for

prototype validation

4 Hands-on training to HLL core ERP Training for


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team member on ERP

configurations, the processes and

other applications

HLL Core Team

Members

5 Hands-on training to HLL technical

team members on ERP and other

applications, including training to

HLL database administrators,

system administrators including

backup & restoration, system

executives for development

including reports and maintenance

of package.

ERP Training for

HLL System

Team Members

6 Training to IT team on

administration of servers, storage,

SAN and backup systems

Hardware training to

HLL IT Team

Members

7 A fully configured solution

prototype for training to HLL end-

users.

Solution Prototype

for

Training

8 Hands-on training to HLL end-

users on ERP and other applications

ERP Training

for HLL end-users

9 Preparation of HLL ERP Solution

Training Manual and end user

manuals keeping in mind the

specific requirements of processes

and users at HLL

HLL ERP solution

Training and end

user

manuals along with

online documentation

10 Preparation of HLL ERP Systems

Management Manual keeping in

mind the specific configuration of

solution implemented at HLL

HLL ERP Systems

Management Manual

VIII Custom Development

The successful bidder must deliver

all custom development as has been

described in the tender

specifications, the Bid / Proposal.

Custom development

report

Successful bidder

To suggest suitable

time line based on

the proposed ERP


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Solution,

Project Plan and

their

Methodology

The successful bidder must provide

relevant documentation about the

business case for the custom

development, description of the

code etc

Relevant

documentation

IX Integration

1 The successful bidder must

integrate the ERP system with

certain retained legacy applications

or new bolt-on applications. The

detailed list in this tender document

is only an indicative list and the

complete list will depend on the

final solution proposed by the

successful bidder and accepted by

HLL

Integration

Document between

ERP Systems and

other systems

Successful bidder

To suggest suitable

time line based on the

proposed ERP

Solution, Project

Plan and their

Methodology

X Executing Cut-Over from Legacy Applications to ERP Solution

1 The successful bidder will

configure Production instance of

the ERP Solution with assistance

from the HLL core team.

Fully configured

Production Instance

Successful bidder

To suggest suitable

time line based on the

proposed ERP

Solution, Project

Plan and their

Methodology

2 The successful bidder will present a

cut-over strategy to the Project

Management Team for their

validation and approval

Cut-over strategy

report and

presentation

3 Executing the cut-over from the

legacy applications to the ERP

Solution in accordance with the

approved cut-over strategy

Executing cut- over

4 In case the cut over does not

synchronize with the accounting

period (such as beginning of the

financial year etc), the successful

Strategy for prior

period data buildup


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bidder will suggest and provide the

required strategy for building data

for the prior period

XI Post Implementation Support


post implementation support for six

months (including for six month-

end closing and one quarter closing)

after each go-live.

Post go-live support

for six months

On going live

2 The successful bidder is expected to

transfer knowledge and provide

guidelines in setting up and

managing an ERP Helpdesk by

HLL, 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. The

knowledge and guidelines will

encompass all aspects of the help

desk such as configuration, report

writing, database administration,

system administration etc.

Helpdesk guidelines Atleast One Month

Prior To First Go-

Live Date

XII Assisting HLL in Installation & Commissioning of Hardware and Network

1 The successful bidder shall perform

Server and Hardware Network

Sizing i.e identification of all

hardware and network

environments requirements for

Production, Quality Assurance and

Testing

Hardware and

Network

requirements

Successful bidder

To suggest suitable

time line based on

the proposed ERP

Solution,

Project Plan and

their

Methodology 2 Once the conclusions from the

above mentioned study are

Plan for Procurement

of hardware


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discussed with HLL Team and

changes, if any, incorporated, the

successful bidder shall provide a

plan for procurement and

installation of the hardware

infrastructure and network

infrastructure & services

Infrastructure and

network

infrastructure

3 Services covering assistance to

HLL in installation and

commissioning, Performance

Guarantee tests, training on systems

administration and backup solution.

XIII Supply of ERP Application, Database, Related Software & Tools, User Licenses

1 The successful bidder will supply

the ERP Application, database,

other related software and tools,

user licenses etc. that will be

necessary. The number of expected

ERP users and its distribution

among different tracks is given in

Annexure # 4. Documentation

related to the above must be

supplied in both hard and soft copy.

The successful bidder will be

responsible for ensuring that the

ERP Application, database, related

software and tools, user licenses

etc. are delivered in time and as per

agreed terms and conditions.

ERP Application,

database, other

related software and

tools, user licenses

etc with relevant

documentation

Successful bidder

To suggest suitable

time line based on

the proposed ERP

Solution,

Project Plan and

their

Methodology

2 Documentation regarding

Installation of the ERP Application,

database, related software and tools,

activation of user licenses etc which

will be necessary for

Installation of the

ERP Application,

database, related

software and tools,

activation of user


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implementation of the ERP Project

at HLL as per this Tender

Document. Must be supplied in

both hard and soft copy.

licenses etc.

3 ERP license could be acquired in

stages with the progress of

configuring, testing and

implementation. The successful

bidder should provide staggered

delivery options and related details.

Staggered Delivery

of licenses

XIV Disaster Recovery And Back-Up Policy

1 The successful bidder will be

responsible for providing detailed

back-up policy for implementation

at HLL.

Back-up Policy Atleast One Month

Prior To First Go-

Live Date

2 The successful bidder will also

provide a Disaster

Recovery Plan including remote DR

site for HLL keeping in mind the

specific operational requirements.

Disaster Recovery

Plan

XV Upgrade & Patch Application Policy


responsible for providing a detailed

upgrade policy for the upgrade

(minor as well as major) of all

applications being implemented as a

part of this ERP implementation.

Application Upgrade

Policy

Atleast One Month

Prior To First Go-

Live Date

2 The successful bidder will also

provide a patch guideline based on

the best practices in this regard

Patch Application

guidance

XVI Information Security Policy


responsible for Create Information

Security Policy in-line with the

requirements of ISO 27001:2005.

Policy documents Atleast One Month

Prior To First Go-

Live Date


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3

Bidding Procedure

and

Instructions to

Bidders


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Introduction

This section aims to provide guidelines/Instructions for Bidders, to be used while submitting

the Proposals. These are generic in nature, but Bidder/Consortiums are required to abide by

them during the currency of the Project

Pre-Bid Conference (PBC)

1. HLL shall hold a pre-bid conference (PBC) as per schedule on 5th October 2009 as

mentioned in this RFP. In this PBC, HLL would address the clarifications sought by

the bidders with regard to the RFP document and the project.

2. HLL reserves the right not to respond to any/all queries raised or clarifications sought

if, in their opinion and at their sole discretion, they consider that it would be

inappropriate to do so or do not find any merit in it. The corrigendum or final

decisions after PBC will be hosted on HLL website “www.lifecarehll.com”.

3. Only those bidders who have either purchased bid document or submitted Bid

document cost in shape of DD before the Date and Time fixed for PBC only will be

allowed to participate in PBC

3.1 Bidding Procedure

The Bidder shall bear all costs associated with understanding the scope of work, bid

preparation and bid submission. HLL will, in no case be responsible or liable for these costs,

regardless of the conduct or outcome of the bidding process.

3.1.1 Eligibility to bid

The bidding process will be open to any ERP Implementation Partner who will be able to

supply & install all of the following either on their own or by forming a Bidder/Consortium:

1. ERP Product and related software licenses

2. ERP implementation services, including related process improvements, data

conversion, interfaces, customizations, setting up Computer Center etc

3. Advising and assisting HLL in procurement and commissioning hardware comprising

of servers, storage, backup applications etc.

4. Advising and assisting HLL in procurement and commissioning networking


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accessories, switches, firewalls including network services.

Detailed scope of work is given at Section 2.

The above listed entity / entities must also meet certain mandatory prequalification with

respect to the ERP Solution being proposed by it. These criteria and the format in which the

responses are to be provided are listed out in Annexure # 1.

Note:

1. The Bidder will be required to return the original Tender Document duly signed by

competent authority on each page as a part of the response to the Tender. It shall be

expressly agreed therein by the Bidder that he has read and understood the complete

Tender Document and shall comply with the same. However the signature on the

PRICE SCHEDULE alone shall be deemed as acceptance of all the documents

enclosed to the Tender.

2. Deviation, if any, from the tender specifications and other parts of the Tender

Document, shall be listed out separately and clearly by the Bidder as per the format in

Form # 8.5. If deviations are not clearly listed as such, they will not be considered by

HLL later.

3. The ERP Implementation Partner can submit different bids with different ERP

Products (as mentioned earlier) by forming Bidder/Consortium with ERP Product

Vendor. However, the ERP implementation partner can not submit more than one bid

for the same ERP product.

Illustrations of some possible combinations are given below as examples for clarification

sake:

Implementation Partner

(say)

Product Vendor

(say)

IP-1 PV-1

IP-2 PV-2

IP-3 PV-3


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Possible combinations are illustrated below:

IP-1 + PV-1

IP-1 + PV-2

IP-1 + PV-3

Another set of possible combinations could be

IP-2 + PV-1

IP-2 + PV-2

IP-2 + PV-3 and so on for IP-3, IP-4 etc.

3.1.2 Bids by Bidder/Consortium

The bidder can be a Single company or a Consortium of companies. If a single

company is the bidder, it must satisfy eligibility criteria of PA as well as IP. In the

event of a Consortium, it should consist of ERP Implementation Partner and ERP Product

Vendor. The ERP Implementation Partner should be leader of Bidder/Consortium and

responsible for providing the total ERP solution to HLL. While this is acceptable to HLL in

principle, it expects certain requirements to be fulfilled by each of the Bidder/Consortium

member.

These include the following:

1. The response to the Tender has to be submitted by a Bidder or a Consortium of

companies and the ERP Implementation Partner will be designated as a Bidder for the

purpose of this Tender.

2. The ERP implementation Partner should be the lead partner of such a

Bidder/Consortium.

3. The response to the Tender must contain a written declaration by the competent

authority of all the Bidder/Consortium members that :

a. They have collectively agreed to respond to the Tender.

b. They have nominated the named entity (name of Implementation Partner) as

the leader of the Consortium and his nomination shall be evidenced by

submitting a letter of authorization signed by legally authorized signatories of

all the members of the Consortium.

c. The Consortium leader is authorized to receive instruction / communications

from HLL, authorized to incur liabilities and shall deliver all the provisions

of the contract on behalf of Consortium members.

d. All members of the Consortium shall be responsible and liable jointly and

severally for the execution of the Scope of Work under Contract in


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accordance with the terms and conditions of the Contract. However, the

Leader of the Consortium shall be solely responsible for the integration,

interface, coordination and completeness of the entire Scope of Work

including establishment of Performance Guarantees under the Contract.

4. It will be Bidder/Consortium leader‟s responsibility to certify the work completed by

the other Bidder/Consortium members.

5. In case the bidder is successful, the contract will be signed between HLL and the

Bidder/Consortium leader. The other Bidder/Consortium members will also sign the

contract alongside the Bidder/Consortium leader.

6. The invoices to be submitted for payment should be certified by the leader of the

Bidder/Consortium and payments will be made to the respective Bidder/Consortium

members on the written advice of the Bidder/Consortium leader.

7. A company / entity cannot submit bid individually for part of the scope of the work.

8. The bidder should provide a declaration from all the Bidder/Consortium members

that they have full property right or requisite right to use all intellectual property / tool

they propose to supply or use in course of this project.

9. The bidder should submit the “integrity pact” as per the format provided at Form #

8.8.

10. The offer shall include all the information required for a Tender as described in

Tender Document including the eligible criteria, for each Bidder/Consortium

member.

11. The offer shall be signed so as to legally bind all members.

12. The offer submitted by one Bidder/Consortium shall not be permitted to transfer to

another Bidder/Consortium.

3.1.3 Compliance to ethical standards

HLL attaches top most priority to adherence to the highest ethical standards in all its

transactions and expects the same from all entities it enters into any relationship with.

Accordingly, it expects every Bidder (includes all members of the Bidder/Consortium) to

observe the highest standard of ethics and integrity during the bidding process and if

successful, during all stages of the project. If a bidder is found to have indulged in any corrupt

or fraudulent practice or in any practice which is not in conformity with the highest ethical

standards, then the bid will stand rejected. In such a case, HLL may even go to the extent of

black-listing the bidder and barring it from responding to any future enquiries / tenders floated

by it.


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3.1.4 Clarification on Bidding Documents

The Bidder (Bidder/Consortium and its members) is required to carefully examine the bidding

documents, terms & conditions, form of agreements, and all other details relating to scope of

project given in the Bidding Documents and fully acquaint itself as to all conditions and

matters which may in any way affect the work or the cost thereof. Bidder is deemed to have

known the scope, nature and magnitude of the work and the requirements of all the necessary

resources including materials, labour etc

A prospective Bidder requiring any clarifications on the Bidding Documents shall consolidate

all such queries and notify HLL in writing or by telefax or e-mail at the mailing address latest

by two working days (not later than 1st October 2009 17.00 hrs) before the Pre-Bid

Conference (PBC) dated 5th October 2009 11.30 AM.. The response/clarification shall, to the

extent possible be made in writing. HLL shall not be responsible for any delay including but

not limited to any postal delays.

Bidders are requested to attend the Pre Bid Meeting to be convened on 5th October 2009 at

11:30 Hrs at Akshaya Hall, HLL Lifecare Limited, Corporate Head Office, Poojappura,

Thiruvananthapuram. Pre Bid minutes will be circulated to all participating bidders. Bidders

who have downloaded the tenders from HLL website are requested to inform HLL of their

interest in participation without fail.

The Bidder shall be deemed to have visited and examined the site where the facilities are to

be implemented and its surroundings and obtained for itself on its own responsibility all

information, the nature and details of existing infrastructure. The costs of visiting the site

shall be at the Bidder‟s own expense

The Bidder and any of its personnel or representative will be granted permission by HLL to

enter upon its premises and lands for the purpose of such inspection, but only upon the

express condition that the Bidder, its personnel and representative will release and indemnify

HLL and its representatives from and against all liability in respect thereof and will be

responsible for death or personal injury, loss of or damage to property and any other loss,

damage, costs and expenses incurred as a result of the inspection

The Bidder shall be deemed to have acquainted itself of Government taxes, duties, laws,

statute, regulations, levies and other charges relating to supplies to be made, services to be


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rendered and works to be done at site

Any neglect or omission or failure on the part of the Bidder in obtaining necessary and

reliable information as stated above or on any other matter affecting the Bidder, shall not

relieve the Bidder from any risk or liability or the entire responsibility for completion of the

work in accordance with the Bidding Documents.

3.1.5 Amendment of Bidding Documents

At any time prior to the deadline for submission of bids, HLL may, for any reason, whether at

its own initiative, or in response to a clarification requested by a prospective Bidder/Bidders,

amend the Bidding Documents.

The amendment will be notified in our website: www.lifecarehll.com, all prospective Bidders

that have received the Bidding Documents, such amendments shall be binding on them. In

order to afford prospective Bidders reasonable time to take the amendment into account in

preparing their bid, HLL may, at its discretion, extend the deadline for the submission of bids

in which case HLL will notify the amendment of the extended deadline in our website

www.lifecarehll.com,

3.1.6 Language of Bid

The bid prepared by the Bidder and all correspondence and documents related to the bid

exchanged by the Bidder and HLL, shall be written in the English language. In case any

printed literature furnished by the Bidder is written in another language and accompanied by a

translation in the English language, for the purposes of interpretation of the bid, such

translation shall govern.

3.1.7 Bid Validity Period

All bids, not rejected for any other reason, will remain valid for a period of 12 months (365

days) from date for submission of Bids as prescribed in the Tender Document. In case of a

bidder revoking or withdrawing/canceling his Tender, varying any term in regard thereof

during the validity period of the Tender without the written consent of HLL, the Tender

submitted shall be liable for rejection and will entail forfeiture of the Earnest Money paid

along with the Tender


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3.1.8 Extension of Period of Bid Validity

In exceptional circumstances, HLL may request all the Bidders consent to an extension of the

period of validity of their respective bid. The request and the response thereto will be made in

writing. Extension of validity period by the Bidder must be unconditional. The Bidder will

not be permitted to modify his bid.

The Tender Specifications along with all technical details, data, etc., covering the Scope of

Work, is to be read in conjunction with the General Conditions of Contract, Special

Conditions of Contract, Price Schedule, etc. enclosed with the Tender document.

3.1.9 Amendments in RFP

At any time prior to deadline for submission of proposal, HLL may for any reason, modify

the RFP. The amendment will be notified in our website: www.lifecarehll.com, all

prospective Bidders that have received the Bidding Documents, such amendments shall be

binding on them.

3.1.10 Legal Capacity of Bidder/Consortium

3.1.10.1 The Bidder shall satisfy HLL that he is competent and authorized to submit

tender and/or to enter into a legally binding Contract with HLL. To this effect,

any individual signing the tender shall, before so signing, submit documentary

evidence that his signature on the tender submitted by him, is legally binding

upon himself, his firm or Company, the members of the Bidder/Consortium, as

the case may be.

A person signing the tender form or any document forming part of the contract on

behalf of another shall be deemed to warrant that he has authority to bind such

other and if it is discovered at any time that the person so signing had no

authority to do so, HLL may, without prejudice to other legal remedies, terminate

the contract and hold the Bidder/Consortium and/or the person signing liable for

all costs and damages.


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3.2 Content of Bidding Documents

The project scope, bidding procedures, Contract terms and technical requirements are

prescribed in the Bidding Documents. The Bidder is expected to examine all instructions,

forms, terms, specifications and other information in the Bidding Documents. Failure to

furnish all information required by the Bidding Documents or submission of a bid not

substantially responsive to the Bidding Documents in every respect will be at the Bidder‟s

risk and may result in rejection of its bid.

3.2.1 Bid Security (EMD)

Every Bidder is required to furnish an EMD for an amount of Rs.15 lakhs (Rupees Fifteen

lakhs only) along with its bid. The Bidders are required to submit the EMD by way of

Demand Draft from any Indian Nationalized Bank or Scheduled Commercial Bank drawn in

favor of „HLL Lifecare Limited‟, payable at Thiruvananthapuram. Any bid not accompanied

with the prescribed EMD will be rejected outright.

1. The EMD will be interest-free and will be refunded to unsuccessful bidders after the

issue of the Letter of Acceptance to the successful bidder.

2. The EMD submitted by the successful Bidder/Consortium shall be adjusted against

the Performance Guarantee (up on request) and the Performance Guarantee shall be

retained by HLL till the end of the Term as defined in the Contract.

3. If the bidder furnishing a fresh Performance Guarantee, the EMD of the successful

Bidder will be returned after signing the Contract/ Agreement.

4. The EMD will be liable for forfeiture/encashment by HLL in the following event:

a. in case of any Bidder: if he withdraws the bid during the bid validity period

b. In case of the successful Bidder:

i. if he fails to sign the agreement and/or commence the work within the date

to be agreed upon after issue of LOA as described in the Tender Document

as at Clause 4.7

ii. if he fails to submit the performance guarantee within specified time frame

(clause 6.18)

3.2.2 Letter Indicating Intention to Bid

This will include the following and should be submitted along with EMD in the same

envelope:

1. A Forwarding Letter indicating the submission of the Bid and the Forwarding Letter

must be signed by all the Bidder/Consortium members (Refer Form # 8.9)


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2. Since all pages of the Original Bids must be signed by the duly authorized person of

Implementation Partner, this authorization must be supported by a stamped Power-of-

Attorney (backed up by Board of Directors„ resolution) referring the agreement

among the Bidder/Consortium‟s members and submit the same along with the bid.

3. The contract (not necessarily with the financial implications) among the

Bidder/Consortium members indicating their unequivocal acceptance of

Implementation Partner as the Bidder/Consortium leader who is authorized to sign the

contract, raise invoice, receive payments and instructions, and incur liabilities on

behalf of the Bidder/Consortium – A notarized copy of the duly executed

Bidder/Consortium Agreement to this effect must be enclosed.

4. Authentication of Bid documents is detailed in clause 3.3.3

3.2.3 Confirmation on submission of documents & mandatory requirements

3.2.3.1 A summary sheet confirming whether the following requirements have been met

along with page reference to where in the Bid have compliance to these requirements

have been described / included should be furnished by the bidder :

Sl.

No Details Page Number

1

Deviation / Exclusion Statement if any describing

specific areas where the bidder is unable to comply

with the specific requirements listed out in the Tender

Document. (Refer Form # 8.5). If deviations are not

clearly listed as such, they will not be considered by

the HLL later.

2 Provide information about bidder‟s profile and past

implementation details requested for in Form # 8.1

3

Details of the key members of the implementation

team (Refer Form # 8.3) – this would include not only

the key members who will be responsible for

implementing the ERP but also those who will be

responsible for setting up the requisite hardware,

install software, test network etc.

4 Detail curriculum vitae of the key personnel described

above (Refer Form # 8.2)

5 Price bid (without filling the prices ie. Blank

document) – refer Form# 8.7


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3.2.3.2 Compliance with mandatory requirements listed in Annexure # 1 with respect to the

offered solution being proposed along with supporting documents.

3.2.4 Technical and Commercial Bid (Technical Bid)

3.2.4.1 Technical Bid:

This part of the bid shall include the details of:

a. List of deviations and exclusions as per Form # 8.5

b. Profile of the Bidder/Consortium members (Form # 8.1) and relevant experience

c. Proposed ERP product literature, modules offered and support methodology

d. 3rd party software(s) proposed (if any), software company details, market position

integration with ERP, proposed support offered

e. Project organization including CV of the team members (Form# 8.2& Form # 8.3).

f. Methodology to be followed in execution of the project

g. Project plan detailing phases and activities, dates and resource allocation

h. Requisite hardware configuration including details of quantity and configuration of

servers, back-up facility

i. Requisite network hardware and network services including details of quantity,

configuration, bandwidth, presence of POP centers, NOC etc

j. Requisite Computer Center components and set up.

k. Training program for core team, users and pre-qualification required if any including

infrastructure required for conducting the training

l. Conference Room Pilots, System Integration Tests, User Acceptance Tests etc

proposed

m. Post go-live support methodology

n. An overview of the functional solution and technical, security and network

architecture

o. Confirmation to FRS and TRS as at Annexure # 7 & Annexure # 8

p. Organisational structure of the Bidder/Consortium & escalation mechanism for

technical issues

3.2.4.2 Commercial Bid

This part of the bid shall contain the following:

a. Signed copy of Tender Document (all pages including annexures, forms to be signed


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& stamped)

b. List of Deviations / exclusions (Form # 8.5).

c. Signed copy of Price Schedule (Blank Price Bid with prices blanked as „XXXX‟)

confirming that the bidder is submitting his price schedule in this format given at

Form# 8.10

d. Organizational structure of the Bidder/Consortium Members & escalation mechanism

for commercial issues.

e. Last 3 years (2006-07, 2007-08& 2008-09) Auditors report/charted accountant‟s

report/ self attested Annual Reports/Balance sheet etc.

f. Self attested photostat copy Registration under Employees Provident Fund and

Miscellaneous Provisions Act 1952.

g. Self attested photostat copy of Registration certificate Kerala State VAT, Service Tax

etc. as applicable.

h. Self attested photostat copy of Employees State Insurance (ESI) registration

indicating their code number. Incase, same is not available, the bidder shall submit a

letter of undertaking stating that ESI registration certificate will be submitted by them

before award of contract.

i. Self attested photostat copy of Permanent Account Number (PAN) issued by Income

Tax authorities.

j. With respect to the Company which is a member of the Bidder/Consortium, a self

attested photostat copy of “Certificate of Incorporation” issued under Companies Act,

1956,

k. With respect to a partnership firm which is a member of the Bidder/Consortium, a

self attested photostat copy of “Certificate of Registration” as a firm, issued under

Indian Partnership Act, 1932,

Note: Signing the tender document as per point “a” above confirms compliance of all the

commercial conditions by the bidder. Any qualification/comment on these conditions should

appear in the list of deviations/exclusions at Form # 8.5.

3.2.5 Price Bid

The Price Bid should be submitted as per (Form # 8.7). The Price Bid must be submitted only

in original. The bid shall contain no erasures or overwriting, except to correct errors made by

the Bidder, in which case the person or persons signing the bid shall initial such corrections.

Price should be quoted in figures & words, in case there is a mismatch between the two,

prices quoted in words shall be considered as final.


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3.2.5.1 Bid Prices

Bidders shall quote for the entire facilities on a “single responsibility” basis such that the total

bid price covers all the Bidder‟s obligations mentioned in or to be reasonably inferred from

the bidding documents in respect of procurement, subcontracting (if any), delivery,

installation and completion of the facilities. This includes all requirements under the Bidder‟s

responsibilities for testing, pre-commissioning and commissioning of the facilities and, where

so required by the bidding documents, the acquisition of all permits, approvals and licenses,

etc.; the operation, maintenance and training services and such other items and services as

may be specified in the bidding documents, all in accordance with the requirements of the

Conditions of Contract. Items against which no price is entered by the Bidder will not be paid

for by HLL when executed and shall be deemed to be covered by the prices for other items.

Bidders are required to quote the price for the commercial and technical obligations outlined

in the bidding documents.

All prices quoted must remain firm except for statutory variations in taxes and duties till end

of contract period, which will be to HLL‟s account. Any increase in taxes and duties after

expiry of the contract period will be to Bidder‟s account.

Prices quoted by the Bidder shall be fixed during the Bidder‟s performance of the Contract

and not subject to variation on any account.

3.2.5.2 Bid Currencies

All price bids must be submitted in Indian Rupees only.

3.3 Format of the Bid

3.3.1 Bid Parts

Every Bidder is required to submit his bid in two parts – a techno-commercial unpriced bid

and a priced bid, in separately sealed envelopes super scribed as Techno-commercial unpriced

bid and Priced bid respectively:

Part 1 – Techno commercial unpriced bid

This part shall contain the following:

a) Tender Cost, EMD and other information as per clause 3.2.1, 3.2.2, 3.3.3 and


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Integrity Pact duly signed by all Bidder/Consortium members.

b) Confirmation on submission of documents and mandatory requirements as

per clause 3.2.3

c) Technical and Commercial Bid as per clause 3.2.4 The Technical and

Commercial Bids are to be submitted in two different envelopes and to be put

in the sealed packet super scribed as “Techno-commercial unpriced bid” on

the cover along with the items mentioned at (a) and (b) above.

Part 2 – Priced bid

This part shall contain the Price bid as per clause 3.2.5.

3.3.2 Number of Bid Copies for unpriced bid

The Technical bid should be submitted in original plus two copies. The copies of the technical

bid should be made from the original bid after completing the original bid in all respects

including signatures. The copies must be marked as “Copy 1 of 2 of technical bid” and Copy

2 of 2 of technical bid”. The original should also be marked as “Original Technical bid”. The

three sets of Technical Bid marked appropriately should be put in an envelope super scribed

as “Technical Bid”.

Similarly, the Commercial bid should be submitted in original plus two copies. The copies of

the commercial bid should be made from the original bid after completing the original bid in

all respects including signatures. The copies must be marked as “Copy 1 of 2 of commercial

bid” and Copy 2 of 2 of commercial bid”. The original should also be marked as “Original

Commercial bid”. The three sets of Commercial Bid marked appropriately should be put in an

envelope super scribed as “Commercial Bid”.

Subsequent to the opening of Technical and Commercial Bids, to facilitate easier circulation

of the technical and commercial bids to different people for their evaluation, HLL may

request for soft copies of certain sections of the same. In the event of any discrepancy

between the original, copies and soft copy (MS Excel format) of the bid, the original Bid will

prevail.

3.3.3 Authorization required in respect of the person/persons and the Bidder/

Consortium leader for submission of the Bid


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All pages of the original Bids must be signed by the person or persons of the leader of the

Bidder/Consortium, duly authorized to sign such a Bid. This authorization in favor of

person/persons signing the bid must be duly supported by a stamped Power-of-Attorney from

the leader of the Bidder/Consortium (backed up by board of directors‟ resolution) which must

be submitted along with the Bid. In addition, the authorization letter of all the members of the

Bidder/Consortium indicating their mandate to the leader of the Bidder/Consortium for

submitting the tender must also be submitted along with the bid.

Any changes, erasing, alterations, additions or overwriting made in the Bid will be valid only

if the person or persons signing the bid have authenticated the same with their signature.

3.3.4 Addressing the Bid

The Bid packets must be addressed to HLL at the address given at 3.4.1. The outer envelope

must clearly indicate “HLL/IT/ERP-1/2009 dated 10th September 2009; Last date for bid

submission 20th October 2009; 15:00 Hrs.”

The envelopes must also indicate the name and address of the Bidder so that the bid can be

returned unopened in case it is declared “late.” If the outer envelope is not sealed or marked

as required, HLL will assume no responsibility for the bid‟s misplacement or premature

opening and consequent rejection.

The envelops shall bear the following identification: -

“Supply, Installation and Implementation of Enterprise Resource Planning (ERP)

based Business Solutions” Tender Reference: HLL/IT/ERP-1/2009 dated 10th

September

2009 “Do not open before 20th

October 2009.”

3.3.5 Sealing the Bid

All the envelopes containing the Bid documents must be put in a tamper proof packet and

sealed preferably with lacquer.

3.3.6 Rejection of Bid

The Bid Document must be submitted in the form of printed document. Bids submitted by fax

or email will not be treated as valid and rejected outright.

Once the deviations as submitted along with the original tender documents are sorted out at


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mutually agreed terms and conditions with all the participating Bidder/Consortiums, no

further deviations are acceptable and any bids submitted with any deviations shall be liable

for rejection. Bids not containing all the contents as per clause 3.3.1 will be rejected.

3.4 Submission of Bid

3.4.1 Time & Place for submission of Bid

Sealed Tenders marked "Original" and superscribed “Tender for Providing ERP Solution for

HLL, ERP Project should be sent to

Deputy General Manager (IT) i/c,

IT Department, Corporate Head Office

HLL Lifecare Limited, HLL Bhavan,

Poojappura P.O., Thiruvananthapuram – 695012, Kerala.

The Bid must be submitted as described in the previous pages up to 15.00 hrs IST on 20th

October 2009 Technical & Commercial un-priced Bids will be opened at 15.30 hrs in the

above said office, in the presence of the Bidder/ Consortium or their representatives should

they choose to be present.

Bids received after 15.00 hrs on the 20th October 2009 will not be accepted. However, in case

the Tender Opening Date (TOD) being declared as a public holiday for HLL, Bids will be

accepted till 15.00 hrs on the immediate next working day

3.4.2 Extension of Tender Opening Date

HLL may, at its sole discretion, decide to extend this Tender Opening Date for submission of

Bids. In such a case, all rights and obligations of HLL and that of Bidders previously subject

to the Tender Opening Date will thereafter be subject to the new Tender Opening Date.

3.4.3 Bids Received Late

Any bid received by HLL after the expiry of the specified Tender Opening Date for

submission of bids will be rejected outright and returned to the Bidder .The Bidders must take

all responsibility of submitting the Bids within the prescribed Tender Opening Date and time

at the address given above. HLL will not accept as valid reason or be responsible for any

postal delay or non-receipt / non-delivery of the Bids.


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3.5 Modification and Withdrawal of Bids

3.5.1 Modification Request by Bidder

The Bidder may be allowed to modify its Bid after its submission, provided that it makes a

written representation to HLL. It may be allowed to do so only if the request has been

received and the modifications can be effected prior to the expiration of Tender Opening Date

prescribed for submission of Bids.

The Bidder must submit his modifications in the same format as the original format in which

section to be modified was prepared, unless the modification is being made to ensure

compliance with the prescribed format. Any modification must be prepared, sealed, marked,

and dispatched in original and two copies. The envelopes containing the modification must

clearly indicate that these contain modifications to the bid originally submitted.

3.5.2 Withdrawal of Bid by Bidder

No bid shall be withdrawn during the period between the Tender Opening Date and the

expiration of the bid validity period as specified in Notice Inviting Tender. Withdrawal of a

bid during this interval period may result in the forfeiture of the Bidder‟s Bid Security

(EMD).

3.6 HLL‟s Right to Accept any Bid and to Reject any or all Bids

Notwithstanding anything stated in the Tender Document or in any related correspondence,

HLL reserves the right to accept or reject any Bid. It also reserves the right to cancel/annul the

bidding process and reject all Bids at any time before the award of the Contract, without

assigning any reason and thereby without incurring any liability to the affected Bidder or

Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for HLL‟s

action / decision for the same.

3.7 Clarification of Bids

HLL will examine the bids to determine whether they are complete, whether the documents

have been properly signed and whether the bids are generally in order. Any bids found to be

non-responsive for any reason or not meeting the requirements of EMD or the Mandatory

Qualifying Criteria or the minimum levels of the performance or other criteria specified in the


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Bidding Documents will be rejected by HLL and not included for further consideration

During bid evaluation, HLL may, at its discretion, ask the Bidder for a clarification of its bid.

The request for clarification and the response shall be in writing. While responding, no

change in the price or substance of the bid shall be sought, offered or permitted unless asked

by HLL after completion of evaluation of bids

HLL may conduct clarification meetings with each or any Bidder to clarify any aspect of its

bid that require explanation at this stage of the evaluation. During these meetings, HLL may

bring to the attention of the Bidder any matters, technical or otherwise, where for whatever

reason, it requires clarification / details about the bid, to be provided to the bid. All such

amendments or changes required by HLL will be listed in the Record Notes of discussions

documenting the clarification meeting entitled “Changes Required Pursuant to

Evaluation” and will be formally notified to the Bidder as part of the invitation to submit the

Updated Bid.


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4

Evaluation of Bid


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4.1 Evaluation of Bid

All evaluation will be carried out by HLL as detailed below:

4.1.1 Evaluation Framework

The table below represents the evaluation criteria and their respective weightages.

Sl no Overall criteria Weightage

1 Technical- Commercial evaluation 70%

2 Price Bid evaluation 30%

Opening of Bids

Bids received before the dead line of the submission of the bid will be opened on the date and

time of opening mentioned in the Bid Data Sheet (BDS). Bidders wishing to be present at the

time of such opening may send their duly authorized representative.

The bids shall be opened in the following sequence:

Envelope I – Technical bid

o EMD & Integrity pact duly signed by Bidder/ Consortium members

o Mandatory Requirements (minimum eligibility criteria mentioned in

annexure#1)

o Technical Bid & Commercial Bid (unpriced bid)

Envelope II - Price Bid

The Envelope-1 shall be opened on the specified date and time as specified in the BDS for

verification of its contents. HLL shall scrutinize the mandatory requirements of only those

bidders who submit a valid and acceptable EMD and other information as per clause 3.2.1 and

clause 3.3 The bidder should also submit the duly signed unconditional acceptance of

Integrity Pact in this bid itself. HLL will consider the Technical bid and Price bids of only

those bidders who qualify by meeting the mandatory conditions (in accordance with

Annexure # 1) as per Stage I evaluation given at clause # 4.2 below. The bidders may send

their representatives to attend the opening.

HLL representative will open the Price Bid (as defined in Clause# 4.2) (Envelop II) of only


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those Bidders who qualify in technical & commercial bids. The date, time and place for

opening the Price Bids will be communicated to the eligible bidders. The Bidders may send

their representatives to attend the opening if they wish.

Withdrawal notices shall be read out at the deadline time of the submission of the Bids, and

the envelope of the corresponding bid shall not be opened for evaluation.

HLL representative will open the technical Bid and announce the name, Bid modifications or

withdrawals, presence or absence of requisite bid security and such other details. No Bid will

be rejected during bid opening, except those which were received late. Such Bids which were

received late will be returned to the Bidder unopened.

Request for withdrawal of Bid previously submitted will be read out during the Bid opening

and the Bid of the requesting Bidder will not be opened for evaluation and will be returned to

the Bidder.

Bids or modifications thereto may be rejected if they are not addressed as prescribed in the

Tender Document. Bids may be rejected outright if it is not accompanied by the prescribed

EMD. Bids rejected during the bid opening phase will not be considered for further

evaluation.

HLL may at it‟s sole discretion, seek clarification from the bidders to assist in the evaluation,

comparison and examination of bids. The request for clarification and the response will be in

writing. If the response to the clarification is not received before the expiration of deadline

prescribed in the request, HLL reserves the right to accept/reject such bids.

4.2 Evaluation and Comparison of Bids

The evaluation of bids shall be done in 3 stages:

STAGE-I: Response to Mandatory Requirements

The evaluation committee, appointed by the HLL as a whole, evaluates the proposals on the

basis of their responsiveness to the Mandatory Requirement Criteria (Annexure # 1). Proposal

shall be rejected at this stage if it does not respond to mandatory requirements criteria. The

mandatory requirements are to be met by the Implementation partner, ERP product vendor

and proposed ERP Product.


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Only those bidders who meet all the mandatory requirements as provided in Annexure # 1 in

this document shall be considered for stage II evaluation.

STAGE-II: Evaluation of Technical Bid

The evaluation committee, appointed by the HLL as a whole, evaluates the proposals on the

basis of their responsiveness to the Functional Requirements Specifications (FRS) and

Technical Requirements Specifications (TRS) ie Annexure # 7 and Annexure # 8

respectively. Each responsive proposal will be given a technical score. A proposal shall be

rejected at this stage if it fails to achieve the minimum FRS score and TRS score separately as

indicated below:

Confirmation to Functional Requirement Specifications as per Annexure # 7: 75% or more

Confirmation to Technical Requirement Specifications as per Annexure # 8: 95 %

The HLL shall notify the bidders that have secured the minimum qualifying mark, indicating

the date and time set for opening the Financial Proposals.

The process to be followed in awarding points and weightage for the above elements has been

described below.

Calculating score for Functional Requirements of the Solution:

Responses as provided by Respondents against the Functional Specifications of HLL would

be evaluated using following Evaluation Criteria:

Priority of Functionality Bidder‟s Response Assigned Marks

Essential

Standard Fit (SF) 10

Workaround (WA) 7

Customization (CZ) 3

Not Available (NA) 0

Third Party Bolt on (TP) 0

Desirable

Standard Fit (SF) 7

Workaround (WA) 5

Customization (CZ) 3

Not Available (NA) 0

Third Party Bolt on (TP) 1


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Score for each functional requirement will be calculated as the product of weightage for

priority and points assigned for vendor response to the individual functional requirement.

Each functional requirement will be assigned priority as follows

• Essential - “E”

• Desirable - “D”

The weightage for priority “E” and “D” will be 3 and 1 respectively. The Bidder will respond

to each functional requirement and the response will be either of the five options, viz:

Standard Fit, Workaround, Customization, Third party / bolt on, or Not Available. “Not

Available” option is not made applicable for Essential (Critical) requirements.

Minimum score for “E” is 85% of maximum possible score out of E‟s (i.e. number of E‟s X

10) for a bidder to qualify. For “D” the minimum score to be achieved is 65%.

The scores for all the requirements under one function (like Finance, HR etc.) will be

aggregated and represented as a percentage of maximum score possible for that function. The

minimum score to be obtained for each function/module is 70%. Weighted scores for

functional requirements based on the number of FRS per module will be aggregated to arrive

at total functional score that should be minimum 75%.

Confirmation to Functional Requirement Specifications as per Annexure # 7: 75% or more

Calculating score for Technical Requirements of the Solution

Score for each technical requirement will be calculated as the product of weightage for

priority and points assigned for vendor response to the individual technical requirement. Each

technical requirement will be assigned priority, i.e. Essential and Desirable it is mandatory for

the Bidder to comply with all technical requirements identified as E and D. The weightage for

priority E will be 3 and D will be 1. The Bidder will respond to each technical requirement

and the response will be either of the two options, viz: Available or Partly Available. Each of

the responses is assigned points, viz. 2 and 1 respectively. The points for all the parameters

will be aggregated and denominated as percentage of maximum score possible to arrive at the

raw total score for the bidder for technical requirements.

The compliance in TRS will be 100 % for Essential and 90% for Desirable. Confirmation to

Technical Requirement Specifications as per Annexure # 8: 95%


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Demonstration & Presentation

Proposal Presentations: The committee will invite the eligible Bidder/Consortium to make a

Demonstration & Presentation to HLL on a suitable date, time and location decided by HLL.

The purpose of demonstration would be to allow the Bidder/Consortium to demonstrate the

selected process from the following functional areas, end to end in a real-time environment to

have a look and feel of the proposed product. The demonstration scenarios will be given by

HLL.

The purpose of such presentations would be to allow the bidders to present their proposed

approach to the committee and the key points in their proposals.

Weightage assigned during Technical Evaluation to each of the above-mentioned Steps are as

follows:

Sl No. Parameters Marks

1 Functionality (RFP Response) 20

2 OEM credentials & Customer reference 20

3 Product Roadmap for the next five years 5

4 Product support & service level 5

5 Responses to support questionnaire 10

6 Implementation partner‟s experience (no of

implementations in India)/ team strength on the

product quoted

10

Sl No. Functional Area

1 Production Planning and Quality Management

2 Sales and Distribution

3 Financial Accounting, Budgeting, Asset Management and

Costing

4 HR & Payroll

5 Procurement and Inventory Management

6 India Localization


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7 Implementation partner‟s experience on all

modules in scope in this project

10

8 Implementation partner‟s experience in similar

companies and in PSUs

10

9 Demonstration & presentation 10

Total 100

STAGE-III: Evaluation of Price Bid

The Financial Proposals shall be opened publicly in the presence of the representatives who

choose to attend. The evaluation committee will determine whether the Financial Proposals

are complete (i.e., whether all items of the corresponding Technical Proposals and as per price

schedule Form # 8.7 have been costed). The bidders, who confirm all the commercial

conditions and submitted the required documents as per the tender are considered as

commercially acceptable.

Total Cost of Ownership (TCO) will be calculated by adding the following elements as listed

in Price Schedule Form # 8.7 of prices:

ERP Product and Related Software

Commissioning of Hardware, Network, Enterprise Management System, Computer

Center

Services

AMC

ATS for ERP Product and Related Software

The Bid having the Lowest TCO shall be termed as the Lowest Evaluated Bid and will be

awarded 30 marks.

Financial score (Sf) of other bidders will be calculated on the basis of the following formula:

Sf = 100 x Fm/F

Where Sf is the financial score, Fm is the lowest price and F the price of the proposal under

consideration


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Proposals will be ranked according to their combined technical (St) and financial (Sf) scores

using the weights (T = the weight given to the Technical Proposal; P = the weight given to the

Financial Proposal; T + P = 1).

The weights given to the technical and Financial Proposals are:

T= 0.70

P= 0.30

Total score of the bidding party will be determined based on the following formula:

S= St*T% + Sf*P%.

The bidder achieving the highest total score will be considered for placement of order.

4.3 Contacting HLL

4.3.1 From the time of bid opening to the time of Contract award, if any Bidder wishes

to contact the HLL on any matter related to the bid, he shall do so in writing.

All Technical and Commercial queries, if any, shall be referred to Deputy General

Manager (IT) i/c, by the Bidder/Consortium.

4.4 HLL‟s Right to Accept or Reject any or all Bids

4.4.1 HLL reserves the right to reject any or all the Bids, or to accept any Bid wholly or in

part, or drop the proposal of receiving Bids at any time without assigning any

reason thereof and without being liable to refund the cost of the Bid document

thereafter and without liability for any loss or damage if any suffered by the

Bidder/Consortium in submitting his offer and /or conducting discussions etc.

4.5 Notification of Award

4.5.1 Prior to the expiration of the period of bid validity, the HLL will notify the

Successful Bidder in writing that its bid has been accepted and in case of any

unforeseen circumstances, the bidder has to extend the bid validity as desired by

HLL.

The notification of award/issue of Letter of Acceptance will constitute the formation of

the Contract.


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4.6 Signing of Contract

4.6.1 Letter of Acceptance (LOA) shall be issued by HLL to the successful bidder

inviting him to visit HLL for finalization & signing of the contract.

4.6.2 Contract document has to be signed within fourteen (14) days of LOA in the

format as given at form # 8.4.

4.6.3 The contract agreement to be signed in English language in two originals, one

each for HLL and Bidder/Consortium. Within 14 days of signing of the contract

the Bidder/Consortium shall submit 3 photocopies of the entire contract

document duly bound to HLL.

The successful Bidder/Consortium shall submit the following documents for signing of the

formal Contract:

Copy of detailed LOA duly signed on all pages as a token of acknowledgement of

receipt.

Performance Guarantee as per clause 6.18

Permanent Account Number allotted by Income Tax Department.

Self-attested Photostat copy of Notarized Power of Attorney by the Competent

Authority or Board of Director‟s resolution authorizing the individual(s), to sign the

contract.

Self-attested Photostat copy of the Registration under Kerala State VAT, Service Tax,

as applicable.

4.7 Failure to Sign Agreement/Commence Work

Failure to sign the agreement and/or commence the Work within the date to be agreed upon

after issue of Letter of Acceptance (LOA), the LOA will be terminated and the

Bidder/Consortium will be liable to be debarred from participation in the HLL‟s Tenders for a

period of two (2) years, besides forfeiture of EMD and Performance Guarantee, if any, and

the Bidder/Consortium shall also be liable for extra cost incurred by reason the contract being

awarded to any other party.


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5

General Conditions

of Contract


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5.1 Definitions

1. In the process for selection and award of contract for supply and installation of

requisite software, installation of requisite hardware, setting up of Computer Centers

and implementation of a comprehensive ERP Solution, the following words and

expressions shall have the meanings hereby assigned to them except where the

context otherwise requires

2. “Personnel” means professional and support staff provided by the

bidder/consortium.

3. ”Services” means the work to be performed by the Bidder/Consortiums pursuant to

the contract to be signed by the parties in pursuance of any specific assignment

awarded

4. “COTS” shall mean Commercial - Off – The – Shelf software package

5. “Third Party” means any person or entity other than the HLL and the

Bidder/Consortium

6. “Maintenance” shall mean and include ongoing production support and small

software modifications, bug fixing, enhancements, online and onsite help, support

services and adaptation to changed environments

7. “Project Schedule” shall mean the schedule submitted by the Bidder together with

the Statement of Work

8. “Bidder” or “Respondent” shall mean the Implementation Partner (IP) (if bidding

individually) and The Implementation Partner, Application vendor, Hardware service

provider and the network service provider in case of a Bidder/Consortium

9. “Applicable Law” means the laws and any other instruments having the force of law

in India as they may be issued and in force from time to time

10. „Client‟ means HLL Lifecare limited (HLL)

11. “Committee” means committee constituted by HLL for evaluation of Technical and

Commercial Proposals submitted by the Bidder/Consortium

12. “Effective date” means the date on which the contract comes into force and effect

13. “Contract” means invitation to tender, instructions to Bidders, tender document with

all the enclosures thereto, articles of agreement, General conditions of Contract,

Special conditions of Contract, specifications, price schedule, drawings together with

the letter of intent and other documents and correspondence specifically indicated

therein and entered into between HLL and the Bidder/Consortium/Successful Bidder

for executing the work.


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14. “Contract Documents” means all the documents which are part of the contract,

including but not limited to tender document complete with annexure and forms,

minutes of meeting, agreements etc

15. “Contract Agreement” means the agreement entered into between the HLL and the

Supplier (successful bidder or its authorized representative) using the Form of

Contract Agreement contained in the Form # 8.4 of Section 8 of the Bidding

documents and any modifications to this form agreed to by the HLL and the supplier.

16. “Implementation Schedule” means the Implementation Schedule documented in the

Agreed and Finalized Project Plan.

17. “Contract Price” means the price or prices as specified in the Contract Agreement.

18. “Bidding Documents” refers to the collection of documents issued by the HLL to

instruct and inform bidders of the processes for bidding, selection of the winning bid,

and Contract formation, as well as the Contractual conditions governing the

relationship between the HLL and the Supplier.

19. “Employer” or “Owner” or “HLL” or “Buyer” means HLL Lifecare Limited

(HLL), having its Registered Office at Thiruvananthapuram, and includes HLL‟s

representatives or successors or assigns. HLL‟s representatives include “Project

Manager”.

20. “Bidder/Consortium” or “Contractor” or “Supplier” or “Bidder” or

“Consortium” shall mean the person or persons/firm or firms/ company or

companies/ Bidder/Consortium of Bidders or their lead bidder submitting a tender

against notice inviting tender and shall include his/her/its/their heirs, executors,

administrators, legal representatives/ successors/assigns and his/their Indian Agents

approved by HLL. If the contractor is of two or more parties, all such parties shall be

jointly and severally bound to HLL for the fulfillment of the provisions of the

Contract and shall designate one of such party to act as a Leader with authority to

bind the Bidder/Consortium. The composition or the constitution of the

Bidder/Consortium shall not be altered without the prior approval of HLL in writing.

21. The “Sub-contractor” shall mean any person or firm or company (other than the

contractor/supplier) to whom any part of the work has been entrusted by the

contractor/supplier, with the approval/written consent of the buyer or his

representative and the legal representatives, successors and permitted assignee of

such person, firm or company. All employees, representatives or Sub-Contractors

engaged by the Bidder/Consortium in connection with the performance of the

Contract shall be under the complete control of the Contractor and shall not be


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deemed to be employees of HLL, and nothing contained in the Contract or in any

Sub- Contract awarded by the Contractor shall be construed to create any Contractual

relationship between any such employees, representatives or Sub-Contractors and

HLL.

22. “Project Manager” or “Project Coordinator” means the person appointed by HLL

in the manner provided in Section 6 – Special Conditions of Contract of this

document, to perform the duties delegated by HLL.

23. “Manager” means any assistant of the Project Manager or any other employee or

agent appointed from time to time by HLL or the Project Manager to perform the

duties related to this contract.

24. „Site‟ shall mean the locations and places wherever business activities are conducted

by HLL. A list of such locations is provided clause 2.5 of this document.

25. “Prime Applicant” or “Bidder/Consortium‟s Representative” means any person

nominated by the Bidder/Consortium and named as such in the Contract Agreement

and approved by HLL in the manner provided in Section 6 of this Document to

perform the duties delegated by the Bidder/Consortium

26. “Successful Bidder/Contractor/Supplier” means the successful Bidder/Consortium

to which the contract will be awarded after evaluation of their technical, commercial

and price bids.

27. “Scope” means Scope of product vendor, Implementation Partner, Hardware

manufacturer, network, and hardware & service provider as covered in Section 2 of

this document, which forms part of these documents.

28. “GCC” means General Conditions of Contract and “SCC” means Special Conditions

of Contract which form part of these documents

29. “Tender Specification” shall mean the GCC, SCC, SCOPE as mentioned in

Instructions to Bidders read in conjunction with notice inviting tender and subsequent

clarifications if any furnished by HLL for the purpose of submitting the offer by the

Bidder.

30. “CC” means the Conditions of Contract.

31. “Notice in Writing” or “Written Notice” means a notice in written, typed or printed

characters sent (unless delivered personally or otherwise proved to have been

received) by registered post to the address given in the tender or last known business

address or registered office of the Bidder/Consortium and shall be deemed to have

been received when in the ordinary course of post it would have been delivered.

32. “Schedule” or “Work Schedule” shall mean the accepted schedules between the


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Bidder/Consortium and HLL forming part of the contract.

33. “Letter of Acceptance (LOA)” means intimation from HLL by a letter / fax to the

successful Bidder that his tender has been accepted in accordance with the provisions

contained in that letter / fax.

34. “Date of award of contract” or “Effective date” shall mean the date of issue of

Letter of Acceptance or the date of issue of acceptance of tender or date of contract

whichever is earlier.

35. “Approval of HLL” shall mean the written approval by HLL or his authorized

representative of a document, a drawing or other particulars of matters in relation to

the contract. Words importing persons shall include firms, companies, corporations,

associations or body of individuals whether incorporated or not. Words importing

masculine gender or singular number shall also include the feminine gender and

plural number and vice-versa where the contract so requires or permits.

36. „ERP PRODUCT VENDOR‟ is the agency supplying ERP product.

37. “Implementation Partner” or “System Integrator” is the agency who provides all

necessary services for the successful implementation of the ERP Solution including

necessary training to assignees /employees of Employer.

38. “Senior Consultant” of Bidder/Consortium is a person with an experience of 10

years and above, having at least two ERP modules implemented in a large

organization.

39. “Junior Consultant / Consultant” of Bidder/Consortium‟ is a person with an

experience of 5 years and above, having implemented at least one ERP module in

large organizations.

40. “ERP Solution” covers supply of ERP Product, Related Software, Implementation

services, installation of requisite hardware including that for networking, network

services, all the software products (both System and Application) supplied, sub-

systems, interfaces, materials and other goods that are to be supplied, installed,

implemented, and made operational by the Bidder/Consortium under the Contract.

41. “System” or “Subsystem” means any application component, developed application

or module of the ERP proposed to meet the technical requirements that may be

supplied, installed, tested, and commissioned individually before Commissioning of

the entire ERP Solution

42. “Services” means all technical, logistics, management, and any other Services to be

provided by the Bidder/Consortium under the Contract to supply/ develop, install,


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implement, customize, integrate, and make operational the proposed ERP Solution.

Such Services may include, but are not restricted to Installation, Commissioning, Go-

Live, Testing, Stabilization and Training.

43. “The Project Plan” means the document to be developed by the Bidder/Consortium

and approved by HLL, pursuant to Clause 6.7 based on the requirements of the

Contract and the Development and Implementation Plan included in the

Bidder/Consortium‟s bid. For the sake of clarity, “the Agreed and Finalized Project

Plan” refers to the version of the Project Plan approved by HLL. The project plan

may be changed/ modified during the course of the project. Should the Project Plan

conflict with the Contract in any way, the relevant provisions of the Contract,

including any amendments, shall prevail.

44. “ERP Software/ERP Product” means Software that provides the operating and

management instructions for the underlying hardware, databases and such other

Software as the parties may agree in writing to be ERP Software/ ERP Product. Such

ERP Software/ERP Product includes but is not restricted to, micro-code embedded in

hardware (i.e., “firmware”), operating systems, communications, system and network

management, utility software etc.

45. “Materials” means all the deliverables as per the agreement to be provided to HLL

under the Contract.

46. “Intellectual Property Rights” means any and all copyright, moral rights,

trademark, patent, and other intellectual and proprietary rights, title and interests

worldwide, whether vested, contingent or future including without limitation all

economic rights and all exclusive rights to reproduce, fix, adapt, modify, translate,

create derivative works from, extract or re-utilize data from, manufacture, introduce

into circulation, publish, distribute, sell, license, sublicense, transfer, rent, lease,

transmit or provide access electronically, broadcast, display, enter into computer

memory, or otherwise use any portion or copy, in whole or in part, in any form,

directly or indirectly, or to authorize or assign others to do so.

47. “Offered ERP Product” is the product being proposed by the bidder for

implementation of ERP solution at HLL which is similar to or improved or upgraded

version of the ERP product that has been successfully implemented and running

during the period specified.

48. “Delivery” means delivery of different items at HLL‟s site as per the scope given this

document.

49. “Installation” means that the System or a Subsystem installed on the hardware and

made available for Commissioning as provided.


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50. “User Acceptance Tests” means the tests specified in the Technical Requirements

and Agreed and Finalized Project Plan to be carried out to ascertain whether the

“ERP SOLUTION” or a specified Subsystem, is able to attain the functional and

performance requirements (relating to commissioning) as specified in the Technical

Requirements and Agreed and Finalized Project Plan, in accordance with the

provisions under Section 6

51. “User Acceptance” means the acceptance by HLL that the “ERP SOLUTION” or

any Subsystem(s) where the Contract provides for acceptance of the System in parts,

is capable of attaining the functional and performance requirements (relating to

commissioning) as specified in the Technical Requirements and Agreed and Finalized

Project Plan in accordance with Clauses 6.10 &6.11

52. “Go-Live” (Commissioning) means the “ERP SOLUTION” is available for live

transactions following Cut-Over as per the definition in Agreed and Finalized Project

Plan. Go-Live Acceptance tests are conducted in accordance with the provisions of

Clause 6.11

53. “Go-Live Acceptance Tests” means the tests specified in the Technical

Requirements and Agreed and Finalized Project Plan to be carried out to ascertain

whether the “ERP SOLUTION” or a specified Subsystem, is able to attain the

functional and performance requirements (relating to commissioning) in production/

live environment as specified in the Scope of Work and Agreed and Finalized Project

Plan.

54. “Go-Live Acceptance” means the acceptance by HLL that the “ERP SOLUTION”

(or any Subsystem(s) where the Contract provides for acceptance of the “ERP

SOLUTION” in parts) is capable of attaining the functional and performance

requirements (relating to Go-Live) as specified in the Scope of Work and Agreed and

Finalized Project Plan.

55. “Stabilization Period” means successful running of the full system for at least three

months from Go-Live.

56. “Stabilization Acceptance Test” (PG Test) means the tests specified in the

Technical Requirements and Agreed and Finalized Project Plan to be carried out to

ascertain whether the “ERP SOLUTION” or a specified Subsystem, is able to attain

the functional and performance requirements in production/ live environment as

specified in the Scope of Work and Agreed and Finalized Project Plan, in accordance

with the provisions of the contract

57. “Stabilization Acceptance” means the acceptance by HLL after the “ERP

SOLUTION” (or any Subsystem(s) where the Contract provides for acceptance of the


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“ERP SOLUTION” in parts) passes the “Stabilization Acceptance Test(s)”

successfully in accordance with clause 6.11

58. “Final acceptance” means the acceptance by HLL after successful completion of the

defect liability period (warranty/guarantee period).

59. „Offices‟ shall mean Corporate Head Office, Regional Offices, Factories, Units,

Marketing Offices, C& F agent‟s office, Offices at various towns and cities.

60. “Day” means calendar day of the Gregorian calendar day of 24 hours from midnight

to midnight irrespective of the number of hours worked in that day.

61. “Week” means seven (7) consecutive Days, beginning the day of the week.

62. “Month” means calendar month of the Gregorian calendar.

63. “Year” means a period of twelve (12) consecutive Months.

64. “Taking Over” means the physical possession of ERP Solution by HLL, after issue

of the Go-Live Acceptance Certificate. However, the Bidder/Consortium shall not be

relieved of his obligations under the Contract.

65. “Hardware Manufacturer” means the Original Manufacturer of Hardware in India

or its Indian Office incase the manufacturer is located outside INDIA.

66. “Core ERP Product” means that the standard features provided by the modules of

the ERP Product.

67. “End to End implementation”: End to End implementation consists of all stages of

ERP implementation which includes analysis, design, conference room pilot, user

test, system integration test, user acceptance test, data conversion, customization,

training, go-live, stabilization and post go-live support.

68. “Contract Period” is the time period during which this Contract governs the

relations and obligations of HLL and Bidder/Consortium in relation to the “ERP

SOLUTION”.

69. “Defect Liability Period” (also referred to as the “Warranty Period”) means the

period of validity of the warranties given by the Bidder/Consortium commencing at

the date of Stabilization Acceptance of the “ERP SOLUTION” or Subsystem(s)/

Customizations, during which the Bidder/Consortium is responsible for defects with

respect to the “ERP SOLUTION” (or the relevant Subsystem[s]) as provided in

Clause 6.12 & 6.13.


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5.2 Interpretation

Language: All Contract Documents, all correspondence, and communications to be given

shall be in English, and the Contract shall be construed and interpreted in accordance with

that language. If any of the Contract Documents, correspondence, or communications are

prepared in any language other than English, the translation of such documents,

correspondence, or communications shall prevail in matters of interpretation. The originating

party, with respect to such documents, correspondence, and communications, shall bear the

costs and risks of such translation.

Headings: The headings and marginal notes in the CC are included for ease of reference and

shall neither constitute a part of the Contract nor affect its interpretation.

Persons: Words imparting persons or parties shall include firms, corporations, and

government entities.

Entire Agreement: The Contract constitutes the entire agreement between HLL and

Bidder/Consortium with respect to the subject matter of Contract and supersedes all

communications, negotiations, and agreements (whether written or oral) of parties with

respect to the subject matter of the Contract made prior to the date of Contract.

Amendment: No amendment or other variation of the Contract shall be effective unless it is

in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party to the Contract.

Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable such prohibition, invalidity, or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

Assigning: The Bidder/Consortium shall not transfer or assign the Contract or any part

thereof or any benefit or interest therein or there under without the written consent of HLL. In

the event of the Bidder/Consortium contravening this condition, HLL shall be entitled to

place the Contract else where on the Bidder/Consortium's account and at his risk and cost,

then the Bidder/Consortium shall be liable for any loss or damage which HLL may sustain in

consequence or arising out of such replacing of contract. This shall not relieve the

Bidder/Consortium of any responsibility under this Contract.


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Sub-contracting: The Bidder/Consortium shall not sub-contract the whole or any part of the

works without the prior approval of HLL and such approval if given shall not establish any

contractual relationship between the sub-contractor and HLL and shall not relieve the

Bidder/Consortium of any responsibility, liability or obligation under the Contract and the

Bidder/Consortium shall be responsible for the acts, defaults and neglects of any sub-

contractor or sub-contractor‟s agents, servants or workmen as fully as if they were the acts,

defaults or neglects of the Bidder/Consortium or his agents, servants or workmen. However,

the execution of the works by Piece Rate Worker (PRW) contract under the direct and

personal supervision of the Bidder/Consortium or his agent shall not be deemed to be sub-

contract under this clause.

Notwithstanding the approval given by HLL for sub-contract, it shall continue be obligatory

on the part of the Bidder/Consortium to provide to HLL all the details viz., drawings,

specifications, technical data, detailed design, performance characteristics etc. from his sub-

Contractors.

In the event of HLL agreeing for the sub-suppliers proposed by the Bidder/Consortium, it

shall be obligatory on the part of the Bidder/Consortium to deploy their technical experts to

direct and exercise control over quality of sub-suppliers Services, Equipment, Materials and

Workmanship. However, the same shall not relieve the Bidder/Consortium of any of his

obligations, duties or responsibilities under the Contract.

HLL shall not allow any of the Bidder/Consortium members to subcontract any of the

work/supply in the contract for which the Bidder/Consortium member has been accepted

based on their fulfillment of mandatory criteria prescribed for works/supplies under clause

(2.1). This is essential to ensure that competent agencies meeting mandatory criteria shall

only execute the said work/supply.

HLL shall have the right to specify the brand name/s of the standard bought out items in the

Contract and the Bidder/Consortium shall procure such items from those branded name/s.

This shall, however, not relieve the Bidder/Consortium of his other obligations under the

Contract.


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5.3 Indemnity

The Bidder/Consortium assumes responsibility for and shall indemnify and save harmless

HLL, from all liability, claims, costs, expenses, taxes and assessments including penalties,

punitive damages, attorney's fees and court cost which are, or may be required with respect to

any breach of the Bidder/Consortium‟s obligations under the Contract, or for which the

Bidder/Consortium has assumed responsibility under the Contract, including those imposed

under any contract, local or national and international law or laws, or in respect of all salaries,

wages or other compensation of all persons employed by the Bidder/Consortium in

connection with performance of any work covered by the Contract. The Bidder/Consortium

shall execute and deliver such other further instruments to comply with all the requirements of

such laws and regulations as may be necessary there under to confirm and effectuate the

Contract and to protect HLL.

HLL shall not be in any way held responsible for any accident or damages incurred or claims

arising there from during discharge of the obligations by Bidder/Consortium under this

contract.

5.4 Patent Infringement

The Bidder/Consortium shall protect, indemnify and save harmless HLL, his customers and

users of his products, against all liability, including cost, expenses, claims, suits or

proceedings at law in equity or otherwise, growing out of or in connection with any actual or

alleged patent infringement (including process patents, if any) or violation of any license and

will defend or settle at the Bidder/Consortium‟s own expense any such claims, suits or

proceedings.

HLL will notify the Bidder/Consortium in writing of any such claim, suit, action or

proceeding coming to his attention, giving authority and all available information and

assistance for the Bidder/Consortium‟s defense of the same. The Bidder/Consortium shall

appoint a counsel at his own expenses in consultation with HLL to collaborate in the defense

of any such claim, suit, action or proceeding.

Termination of the Contract

Termination for HLL‟s Convenience:

HLL may at anytime terminate the Contract for any reason by giving the Bidder/Consortium a

ninety days (90) notice of termination.


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Upon receipt of the notice of termination under this clause (5.5.1), the

Bidder/Consortium shall either as soon as reasonably practical or upon the date

specified in the notice of termination cease all further work, except for such work

as HLL may specify in the notice of termination for the sole purpose of protecting

that part of the “ERP SOLUTION” already executed, or any work required to

leave the site in a clean and safe condition. In addition, the Bidder/Consortium,

subject to the payment specified in Clause 5.5.1.2, shall

a. deliver to HLL the parts of the “ERP SOLUTION” executed by the

Bidder/Consortium up to the date of termination;

b. to the extent legally possible, assign to HLL all right, title, and benefit

of the Bidder/Consortium to the “ERP SOLUTION” , or Subsystem, as

at the date of termination, and, as may be required by HLL

c. deliver to HLL all non-proprietary drawings, specifications, and other

documents prepared by the Bidder/Consortium as of the date of

termination in connection with the “ERP SOLUTION”.

In the event of termination of the Contract under Clause 5.5.1, HLL shall pay to

the Bidder/Consortium the following amounts:

a. The Contract Price properly attributable to the parts of the “ERP

SOLUTION” executed by the Bidder/Consortium as of the date of

termination;

b. The cost of satisfying all other obligations, commitments, and claims

that the Bidder/Consortium may in good faith have undertaken with

third parties in connection with the Contract and that are not covered

by Clause 5.5.1.2. (a) through (b)above.

5.5.2 Termination for Bidder/Consortium‟s Default

5.5.2.1 HLL, without prejudice to any other rights or remedies it may possess, may

terminate the Contract forthwith in the following circumstances by giving a

notice of termination and its reasons thereof to the Bidder/Consortium, referring

to this Clause 5.5.2.

a. if the Bidder/Consortium becomes bankrupt or insolvent, has a receiving

order issued against it, compounds with its creditors, or, if the


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Bidder/Consortium members are corporation, a resolution is passed or order

is made for its winding up (other than a voluntary liquidation for the purposes

of amalgamation), a receiver is appointed over any part of its undertaking or

assets, or if the Bidder/Consortium takes or suffers any other analogous

action in consequence of debt;

b. if the Bidder/Consortium assigns or transfers the Contract or any right or

interest therein in violation of the provision of Clause 5.2 (pertaining to

Assignment and sub-contracting); or

c. if the Bidder/Consortium, in the judgment of HLL, has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract, including

but not limited to willful misrepresentation of facts concerning ownership of

Intellectual Property Rights in, or proper authorization and/or licenses from

the owner to offer, the hardware, software, or materials provided under this

Contract, CV of the proposed Team Members for the project.

d. if the Bidder/Consortium has abandoned or repudiated the Contract;

e. if the Bidder/Consortium has without valid reason failed to commence work

on this project of “ERP SOLUTION” promptly;

f. the Bidder/Consortium persistently fails to execute the Contract in

accordance with the contract or persistently neglects to carry out its

obligations under the Contract without just cause;

g. if the Bidder/Consortium refuses or is unable to provide sufficient resources

viz Materials, Services, or Labor to execute and complete the “ERP

SOLUTION” in the manner specified in the Agreed and Finalized Project

Plan furnished under Clause 6.7 at rates of progress that give reasonable

assurance to HLL that the Bidder/Consortium can attain User Acceptance,

Go-Live Acceptance of the “ERP SOLUTION” by the Time for achieving

stabilization acceptance as extended; then, HLL may, without prejudice to

any other rights it may possess under the Contract, give a notice to the

Bidder/Consortium stating the nature of the default and requiring the

Bidder/Consortium to remedy the same. If the Bidder/Consortium fails to

remedy or to take steps to remedy the same within fourteen (14) days of its

receipt of such notice, then HLL may terminate the Contract forthwith by

giving a notice of termination to the Bidder/Consortium.

Upon receipt of the notice of termination under Clause 5.5, the


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Bidder/Consortium shall, either immediately or upon such date as is specified in

the notice of termination:

a. cease all further work, except for such work as HLL may specify in the notice

of termination for the sole purpose of protecting that part of the “ERP

SOLUTION” already executed or any work required to leave the site in a

clean and safe condition;

b. deliver to HLL the parts of the “ERP SOLUTION” executed by the

Bidder/Consortium up to the date of termination, subject to the receipt of

payment stated in clause 5.5.2.4

c. to the extent legally possible, assign to HLL all right, title and benefit of the

Bidder/Consortium to the “ERP SOLUTION” or subsystems as at the date of

termination of Contract

d. deliver to HLL all drawings, specifications, and other documents prepared by

the Bidder/Consortium as at the date of termination in connection with the

“ERP SOLUTION”.

HLL may enter upon the site, expel the Bidder/Consortium, and complete the

“ERP SOLUTION” themselves or by employing any third party. Upon

completion of the “ERP SOLUTION” or at such earlier date as HLL thinks

appropriate, HLL shall give notice to the Bidder/Consortium that such

Bidder/Consortium‟s equipment will be returned to the Bidder/Consortium at or

near the site and shall return such Bidder/Consortium‟s Equipment to the

Bidder/Consortium in accordance with such notice. The Bidder/Consortium shall

thereafter without delay and at its cost remove or arrange removal of the

Bidder/Consortium‟s equipment from the site. In case HLL completes the work,

the extra cost incurred shall be recovered from the Bidder/Consortium.

Subject to Clause 5.5.2.5, the Bidder/Consortium shall be entitled to be paid the

Contract Price attributable to the portion of the “ERP SOLUTION” executed as at

the date of termination and the costs, if any, incurred in providing the “Clause

5.5.2.2 (a). Any sums due to HLL from the Bidder/Consortium accruing prior to

the date of termination shall be deducted from the amount to be paid to the

Bidder/Consortium under this Contract.

If HLL completes the “ERP SOLUTION”, the cost of completing the “ERP

SOLUTION” by HLL shall be determined. If the sum that the Bidder/Consortium


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is entitled to be paid, pursuant to Clause 5.5.2.4, plus the reasonable costs

incurred by HLL in completing the “ERP SOLUTION” exceeds the Contract

Price, the Bidder/Consortium shall be liable for such excess. If such excess is

greater than the sums due to the Bidder/Consortium under Clause 5.5.2.4, the

Bidder/Consortium shall pay the balance to HLL, and if such excess is less than

the sums due to the Bidder/Consortium under Clause 5.5.2.4 HLL shall pay the

balance to the Bidder/Consortium. HLL and the Bidder/Consortium shall agree,

in writing, on the computation described above and the manner in which any

sums shall be paid

5.6 Force Majeure

If at any time during the continuance of the Contract, the performance in whole or in part by

either party or any obligations under the Contract shall be prevented or delayed by reason of

any war, hostilities, act of public enemy, civil commotion, sabotage, fire, floods, explosions,

epidemics, quarantine restrictions and Acts of God (hereinafter referred to as 'Events') and

provided notice of the happening of any of the above mentioned Event duly certified by

Indian Chamber of Commerce is given by either party to the other within 21 days from the

date of occurrence thereof, HLL shall have the right by reason of such Event to terminate the

Contract without however affecting the right to any claim for damages on the

Bidder/Consortium in respect of such non-performance or delay in performance. However, in

the event of HLL having agreed, the services under the Contract shall be resumed after such

Event has come to an end/ceases to exist. Should one or both the parties be prevented from

fulfilling their contractual obligations by a state of Force Majeure lasting continuously for a

period of at least 6 months and HLL not having terminated the Contract by that time, the two

parties shall consult each other regarding the further implementation of the Contract with the

provision that if no mutually satisfactory arrangement is arrived at within a period of 3

months from the expiry of 6 months referred to above, the Contract shall be deemed to have

expired at the end of the 3 months referred to above. The above mentioned expiry of the

Contract will imply that both the parties have obligations to reach an agreement regarding the

winding up and financial settlement of the Contract.

5.7 Settlement of Disputes

The decisions, opinions, directions, certificates of valuation of the Project manager with

respect to all or any of the matters under clauses 6.1.4, 6.17, 6.18, 6.20 and special conditions

of contract for the decision of which specific provisions have been made hereof, which

matters herein referred to as “excepted matters” shall be final and conclusive and binding on


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the parties hereto shall be without appeal and are excluded from settlement by mutual

negotiation, conciliation and arbitration. Any notice to be given to the Bidder/Consortium

under the terms of these conditions shall be considered as duly served if the same shall have

been delivered to, left for, or posted by registered post to the address of the

Bidder/Consortium at their registered office or address given in the tender. Similarly, any

notice to be given to HLL shall be considered as duly served, if the same shall have been

delivered to, left for, or posted by registered post to HLL‟s office. The Agreement shall in all

respects be construed and carried into effect and rights and liabilities of the parties hereto

shall be regulated according to the laws of India.

Mutual Settlement of Disputes : Except where otherwise provided for in the contract, other

than excepted matters all questions and dispute relating to any matter directly or indirectly

connected with this agreement shall in the first place be resolved through mutual discussions,

negotiations, deliberation and consultations between both the parties.

Conciliation: If the effort to resolve all or any of the disputes other than excepted matters

through mutual settlement fails, such disputes shall be referred to the conciliator to be

appointed by the mutual agreement of both HLL and the Bidder/Consortium. The conciliator

shall make the settlement agreement after the parties reach agreement and shall give an

authenticated copy thereof to each of the parties. The settlement agreement shall be final and

binding on the parties. The settlement agreement shall have the same status and effect of an

arbitration award. The venue of Conciliation shall be Thiruvananthapuram.

Arbitration: Any disputes, differences, whatsoever, arising between the parties out of or

relating to the construction, meaning, scope, operation or effect of this Contract shall be

settled between HLL and the Bidder/Consortium amicably as mentioned above. If however,

HLL and the Bidder/Consortium are not able to resolve their disputes / differences amicably

as aforesaid except where matters, decisions, opinions are declared as final binding and

conclusive which are referred to as excepted matters the said disputes / differences shall be

settled by Arbitration. The arbitration proceedings shall be regulated and governed by

Arbitration and Conciliation Act, 1996. The award made in pursuance thereof shall be binding

on the parties. The arbitration shall be governed and regulated in all respect according to

Laws of India. The venue shall be Thiruvananthapuram, Kerala, India.

The courts at Thiruvananthapuram shall alone have jurisdiction and the applicable laws shall

be the Laws of India.


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5.8 Access to and Possession of Site

In the execution of the work no person other than the representatives of Bidder/Consortium

and his or their employees shall be allowed on the site except with the written permission of

HLL. All facilities to inspect the Work at all times shall be afforded to HLL and his

representatives and other authorised officials.

The Bidder/Consortium shall plan and execute their work in phased manner as directed by the

Project Manager/Employer from time to time and shall fully co-operate with other agencies

working at Site simultaneously as well as with the HLLs Operations so as not to obstruct or

retard the work simultaneously being executed by other agencies and the plant operation in

any way. The decision of the Project Manager/HLL on any point of dispute between the

various Bidder/Consortium Members shall be final and binding on all the parties concerned

5.9 Packing, Protective Painting and Marking

The Bidder/Consortium shall include and provide for securely protecting and packing the

Equipment in accordance with the best established practices so as to protect the contents from

damage during transit from point of manufacture until after arrival at site under conditions

which may involve multiple handling, transport by ship, rail and road, reshipment, storage,

exposure to heat, moisture, rain etc. and possibility of pilferage. All packing shall allow for

easy removal and checking at Site. The Bidder/Consortium shall stick/paste list of its contents

on top of the Package. The Bidder/Consortium shall ensure packing of all items as listed in

the packing list before finally dispatching the Package.

Fragile items shall be wrapped in crepe cellulose wadding or some equally efficient

cushioning materials and floated in excelsior and packed in substantial wooden coves with

special precaution against risk or breakage.

Wherever necessary the packages shall be marked with special markings such as “TOP,

“BOTTOM”, “DO NOT OVERTURN”, “FRAGILE”, “HANDLE WITH CARE”, “KEEP

DRY”, etc. as well as a special symbol indicating the top.

Packing lists: Each package shall have inside it a detailed packing list quoting specifically the

name of the Bidder/Consortium member, number and date of the Contract, the name of HLL

and the detailed list of, contents packed within the package indicating the nomenclature of the


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stores and a schedule of parts of each complete equipment giving the part numbers with

reference to the assembly drawings and the quantity of each part, drawing numbers and tag

numbers. A duplicate copy of the packing list shall be put in a water proof envelope and

fastened securely to the outside of the package as well as to unpacked pieces or bundles.

Notwithstanding anything stated in the clause, the Bidder/Consortium shall be entirely

responsible for missing, shortage, damage, loss or depreciation to the materials occasioned by

faulty, defective or insecure packing or due to improper or insufficient protective system.

5.10 Environmental Clause

The following environment, safety & health points are to be adhered:

The Bidder/Consortium must adhere to all the applicable statutory laws pertaining to

safety, health and environment

The Bidder/Consortium must ensure that there is no wastage of water and power at

the work site

The Bidder/Consortium must ensure proper house keeping at work station / site by

keeping the work-areas free from unwanted material.

The Bidder/Consortium shall engage its human resources who are proven to be of

good conduct and clean antecedents.


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6

Special Conditions

of Contract


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6.1 Preface

Special Conditions of Contract shall be read in conjunction with all the conditions

specified in the General Conditions of Contract, Scope of Work for “ERP SOLUTION”,

Bidding procedure and instructions read with notice inviting tender and any other documents

forming part of this tender wherever the context so requires.

6.1.2 Notwithstanding the sub-divisions of the documents into the separate sections and

volumes each part shall be deemed to be supplementary and complementary to

each other part and shall be read with and into the contract so far as it may be

practicable to do so.

6.1.3 Special Conditions of Contract along with General Conditions of Contract, Scope

of Work of ERP Solution, Bidding Procedure and Instructions to Bidders,

subsequent clarifications/conditions issued by HLL if any, shall be final and

binding. In case of any discrepancies between various sections of the contract, the

following order of preference shall be observed:

Scope of Work

Bidding Procedure & Instructions to Bidder

Special Conditions of Contract

General Conditions of Contract

Annexure and Forms

Between two documents on the same issue, the document revised or reissued as

of the later date shall prevail. All specifications and other documents shall be

interpreted in conformity with the General Conditions of the Contract as

supplemented and/or modified by the Special Conditions of the Contract.

6.1.4 Wherever it is mentioned in the contract that the Bidder/Consortium shall

perform certain work or provide certain services, it is understood that the

Bidder/Consortium shall do so at its cost and the cost of such work or services is


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included in the Contract price.

6.2 Credentials of Bidder/Consortium for ERP Solution:

These have been detailed in Mandatory conditions given at Annexure # 1

6.3 Scope of Contract

6.3.1.1 Unless otherwise expressly limited in the Section 2 (Scope of work / ERP

solution) of tender document, the Bidder/Consortium‟s obligations involve

review and ensure the completeness of existing functional process maps of As-Is

process and To-Be process (these maps /documents could be provided to the

successful Bidder/Consortium upon the initiation of this phase), finalise design

plan, supply of all necessary software, advice on hardware/network requirement ,

commissioning of network and hardware devices, setting up computer centers,

product implementation, data collation and migration, integration, testing,

acceptance, achieving go-live, user training, conducting change management

workshops, stabilization and ensuring stabilization acceptance of the “ERP

SOLUTION”, post implementation ATS/AMC, provision of all the “ERP

SOLUTION” components and materials as well as performance of all services, as

tendered in this document & in accordance with the plans, procedures,

specifications, and any other documents specified in the Contract and the Agreed

and Finalized Project Plan, at no additional cost.

6.3.1.2 The Bidder/Consortium shall, unless specifically excluded in the Contract,

perform all such work and / or supply all such items, service materials not

specifically mentioned in the Contract but that can be reasonably inferred from

the Contract as being required for attaining Go-Live Acceptance and Stabilization

Acceptance of the “ERP SOLUTION” as if such work and / or items and

Materials were expressly mentioned in the Contract, at no additional cost.

6.3.1.3 If a work is transferred from the jurisdiction of HLL to any Successor, while the

Contract is in subsistence, the Contract shall be binding on the

Bidder/Consortium and the Successor in the same manner and take effect in all

respects as if the Bidder/Consortium and the Successor were parties there-to from


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the inception and then corresponding office of the competent authority of the

Successor will exercise the same powers and enjoy the same authority as

conferred to HLL under the original Contract entered into and the Project

Manager so appointed shall have the same powers as envisaged in the Contract.

6.3.2 Contract Documents

Subject to Clause 5.1, all documents forming part of the Contract (and all parts of these

documents) are intended to be correlative, complementary, and mutually explanatory. The

Contract shall be read as a whole.

6.3.3 Commencement Time and Time Delays

The Bidder/Consortium shall commence work on the “ERP SOLUTION” System within 14

(fourteen) days from date of award of contract. The Bidder/Consortium shall thereafter

proceed with the supply/ development, installation, implementation and integration of the

“ERP SOLUTION” System in accordance with the time schedule specified in the Agreed and

Finalized Project Plan. The Bidder/Consortium shall achieve Go-Live Acceptance /

Stabilization Acceptance of the “ERP SOLUTION” System or Subsystem(s) in accordance

with the time schedule specified in the Agreed and Finalized Project Plan, or within such

extended time to which the Bidder/Consortium shall be entitled under Clause 6.21

6.4 Role of Bidder/Consortium

6.4.1 The Bidder/Consortium has the overall responsibility of implementing ERP Solution in

HLL as per the Scope mentioned at Section 2 of this document.

6.4.2 The Bidder/Consortium is responsible for conducting all the Acceptance Tests for the

“ERP SOLUTION” in accordance with Clause 6.11

6.4.3 The Bidder/Consortium shall be responsible for timely provision of all resources,

information, and decision making under its control that are necessary to reach a

mutually agreed and Finalized Project Plan as per delivery schedule of scope of work.

Failure to provide such resources, information, and decision-making may constitute

grounds for termination pursuant to Clause 5.5.

6.4.4 The Bidder/Consortium shall acquire in its name all permits, approvals, and/or

licenses from all local, state, or national government and other statutory authorities


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and/or public service undertakings that are necessary for the performance of the

Contract.

6.4.5 The Bidder/Consortium shall comply with all laws in force in India. The laws will

include all national, provincial, municipal, or other laws that affect the performance

of the Contract and are binding upon the Bidder/Consortium. The Bidder/Consortium

shall indemnify and hold harmless HLL from and against any and all liabilities,

damages, claims, fines, penalties, and expenses of whatever nature arising or resulting

from the violation of such laws by the Bidder/Consortium or its personnel, but

without prejudice to Clause 6.4.1. The Bidder/Consortium shall not indemnify HLL

to the extent that such liability, damage, claims; fines, penalties, and expenses were

caused or contributed to by a fault of HLL.

6.4.6 The Bidder/Consortium shall provide the key personnel namely the Project Manager,

Module Leaders, Quality Assurance Personnel any Specialist/Analysts required as

appropriate, and having sufficient experience as per clause 6.40 (profile of teams) in

terms of relevance and number of years required to implement the “ERP

SOLUTION”. Should the profile of any personnel be not acceptable to HLL, HLL

will require the Bidder/Consortium to suitably replace such personnel. The key

personnel are to be assigned to the project on full time basis and to the satisfaction of

HLL.

6.4.7 If for any reason beyond the control of the Bidder/Consortium, there arises a need to

replace any personnel, the Bidder/Consortium shall provide a replacement person of

equivalent or better qualification and experience, subject to the written approval of

HLL.

6.4.8 Neither the Bidder/Consortium nor its Personnel shall during the term of this

Contract, engage in any business or professional activities in India/abroad which

would conflict with the activities assigned to them under this Contract.

6.4.9 The Bidder/Consortium is responsible for performing and safely storing, timely and

regular backups of its data and software in accordance with accepted data

management principles, except where such responsibility is clearly assigned to HLL

elsewhere in the Contract.


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6.4.10 The Bidder/Consortium will have primary responsibility for the successful running

and stabilization of the “ERP SOLUTION” in accordance with Clause 6.11.5

6.4.11 In case project gets delayed due to any reason attributed to Bidder/Consortium, the

annual technical support / maintenance contract up to the stabilization acceptance of

the project shall remain in the scope of the Bidder/Consortium with no financial

implication on HLL.

6.4.12 If HLL wants the participation of Application vendor (OEM) to support the

implementation; the Bidder/Consortium should ensure the availability of the OEM

consultants

6.5 Role of HLL

6.5.1 HLL shall ensure the availability of all information and/or data to be supplied to the

Bidder/Consortium.

6.5.2 HLL shall be responsible for timely constitution of core team and provision of

necessary resources, information, and decision making under its control that are

necessary to reach an Agreed and Finalized Project Plan.

6.5.3 HLL shall provide the office space and other essential work facilities for the

Bidder/Consortium‟s team in accordance with the Agreed and Finalized Project Plan.

6.5.4 HLL shall be responsible for timely provision of internal resources, necessary access,

and information for the Installation, Commissioning and Go-Live of the “ERP

SOLUTION” as identified in the Agreed and Finalized Project Plan, except where

provision of such items is explicitly identified in the Contract as being the

responsibility of the Bidder/Consortium.

6.5.5 Unless otherwise specified in the Contract or agreed upon by HLL and the

Bidder/Consortium, HLL shall provide its personnel, to properly carry out

Commissioning Go-Live (including successful running and stabilization of the

system), at or before the time specified in the Agreed and Finalized Project Plan.

6.5.6 HLL will designate its appropriate staff for the training courses to be given by the

Bidder/Consortium and shall endeavor to make all appropriate logistical

arrangements of HLL staff for such training as specified in the Contract Clause, the


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Agreed and Finalized Project Plan, and/or other parts of the Contract

6.6 Project Coordination

6.6.1 HLL shall appoint a Project Manager and notify the Bidder/Consortium in writing the

name of the Project Manager within fourteen (14) days of signing of the Contract.

HLL may also from time to time appoint some other person as the Project Manager in

place of the person previously so appointed and shall give a notice of the name of

such other person to the Bidder/Consortium without delay. The Project Manager shall

have the authority to represent HLL on all day-to-day matters relating to the “ERP

SOLUTION” or arising from the Contract. All notices, instructions, orders,

certificates, approvals, and all other communications under the Contract shall be

given by the Project Manager, except as otherwise provided for in this Contract. All

notices, instructions, information, and other communications given by the

Bidder/Consortium to HLL under the Contract shall be given to the Project Manager,

except as otherwise provided for in this Contract.

6.6.2 The Project Manager may at any time delegate/revoke to any person any of the

powers, functions, and authorities vested in him or her of which due notice in writing

will be given. Failure of the Project Manager to reject any part of the “ERP Solution”

viz., software modules, equipment, materials, workmanship etc., or to disapprove any

work or materials shall not prejudice HLL to reject such software module,

Equipment, Materials, workmanship etc., or to disapprove such work or materials and

to order re-supply of such software module, Equipment & Materials or to pull down,

remove or break up such disapproved work at the cost of the Bidder/Consortium,

provided the Bidder/Consortium fails to comply with the direction and requirement

of HLL therefore. The decision, opinion, certificates or valuation of HLL in respect of

any matter under this Clause shall be final, binding and conclusive. If the

Bidder/Consortium is dissatisfied by reason of any decision, opinion, direction,

certificate or valuation of the Project Manager, they shall be entitled to refer the

matters to HLL who shall thereupon confirm, reverse or vary such matters.

6.6.3 The Bidder/Consortium shall appoint the Bidder/Consortium‟s Representative within

fourteen (14) days of the signing of the Contract and shall request HLL in writing to

approve the person so appointed. The request must be accompanied by a detailed

Curriculum Vitae (CV) for the nominee, as well as a description of any responsibility


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other than “ERP SOLUTION” responsibilities the nominee would retain while

performing the duties of the Bidder/Consortium‟s Representative. If HLL does not

object to the appointment within fourteen (14) days, the Bidder/Consortium‟s

Representative shall be deemed to have been approved. If HLL objects to the

appointment within fourteen (14) days giving the reason therefore, then the

Bidder/Consortium shall appoint a replacement within fourteen (14) days of such

objection in accordance with this clause.

6.6.4 The Bidder/Consortium‟s Representative shall have the authority to represent the

Bidder/Consortium on all day-to-day matters relating to the “ERP SOLUTION” or

arising from the Contract for the Project. The Bidder/Consortium‟s Representative

shall give to the Project Manager all the Bidder/Consortium‟s notices, instructions,

information, and all other communications under the Contract. All notices,

instructions, information, and all other communications given by HLL or the Project

Manager to the Bidder/Consortium under the contract shall be given to the

Bidder/Consortium‟s Representative in writing or, in its absence, its deputy, except as

otherwise provided for in this contract. The Bidder/Consortium shall not revoke the

appointment of the Representative.

6.6.5 The Bidder/Consortium‟s Representative and staff are obliged to work closely with

HLL‟s Project Manager and act within their own authority, and abide by directives

issued by HLL that are consistent with the terms of the Contract. The

Bidder/Consortium‟s Representative is responsible for managing the activities of its

personnel.

6.6.6 The Bidder/Consortium‟s Representative may, subject to the written approval of HLL

(which shall not be unreasonably withheld), at any time delegate to any person any of

the powers, functions, and authorities vested in him or her. Any such delegation may

be revoked at any time. Any such delegation or revocation shall be subject to a prior

notice signed by the Bidder/Consortium‟s Representative and shall specify the

powers, functions, and authorities thereby delegated or revoked. No such delegation

or revocation shall take effect unless and until a copy of such a notice has been

delivered to HLL and the Project Manager.

6.6.7 Any act or exercise by any person of powers, functions and authorities so delegated to

him or her in accordance with Clause 6.6.6 shall be deemed to be an act or exercise


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by the Bidder/Consortium‟s Representative.

6.6.8 HLL by notice to the Bidder/Consortium may object to any representative or person

employed by the Bidder/Consortium in the execution of the Contract who, in the

reasonable opinion of HLL, may have behaved inappropriately, be incompetent, or be

negligent. Whereupon the Bidder/Consortium shall remove such person from work on

the “ERP SOLUTION”.

6.6.9 If any representative or person employed by the Bidder/Consortium is removed in

accordance with Clause 6.6.8, the Bidder/Consortium shall, where required, promptly

appoint a replacement.

6.7 Project Plan

6.7.1 In close cooperation with HLL and based on the Preliminary Project Plan included in

the Bidder/Consortium‟s bid, the Bidder/Consortium shall develop a detailed project

plan hereinafter referred to as the Agreed and Finalized Project Plan encompassing

the activities specified in the Contract.

6.7.2 The Bidder/Consortium shall formally present to HLL the Project Plan in accordance

with the Technical Requirements. The Bidder/Consortium has to specify the strategy

and methodology with time frame and the synchronization of various phases of

project to ensure completion of the project in specified time. The project plan shall

also include a PERT chart describing the activities, resources required on the time for

completion. The plan shall also bring out the critical areas needing continuous

attention of HLL. Detailed Hardware/Network requirement list also must be

submitted along with the project plan. The Agreed & Finalized Project Plan should

have the same Go-Live date.

6.7.3 If required, the impact on the Implementation Schedule of modifications agreed

during finalization of the Agreed and Finalized Project Plan shall be incorporated in

the Contract by amendment, in accordance with Clause 6.41. However, the

Bidder/Consortium should ensure go-live within 14 months from the date of award of

contract.

6.7.4 The Bidder/Consortium shall undertake to supply, install, implement, integrate,


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commission and ensure the go-live and stabilization of the System in accordance with

the Agreed and Finalized Project Plan and the Contract.

6.7.5 The Progress and other reports specified shall be prepared by the Bidder/Consortium

and submitted to HLL in the format and frequency specified in the Agreed and

Finalized Project Plan.

6.7.6 Changes to the Project Plan, if required, shall be made with the mutual consent of

HLL and the Bidder/Consortium.

6.8 Design and Development

6.8.1 Bidder/Consortium shall execute the basic and detailed design and the

implementation activities necessary for successful implementation of the “ERP

SOLUTION” in compliance with the provisions of the Contract or where not so

specified, in accordance with good industry practice.

6.8.1.1 The Bidder/Consortium shall be responsible for any discrepancies, errors or

omissions in the specifications, and other technical documents that it has

prepared, whether such specifications, drawings, and other documents have been

approved by the Project Manager or not, provided that such discrepancies, errors,

or omissions are not because of inaccurate information furnished in writing to the

Bidder/Consortium by or on behalf of HLL.

6.8.2 Approval/Review of Technical Documents by Project Manager

6.8.2.1 The Bidder/Consortium shall prepare and furnish to the Project Manager the

documents as specified in the Technical Requirements for the Project Manager‟s

approval or review.

6.8.2.2. Within twenty one (21) days after receipt by the Project Manager of any

document requiring the Project Manager‟s approval, the Project Manager shall

either return one copy of the document to the Bidder/Consortium with its

approval endorsed on the document or shall notify the Bidder/Consortium in

writing of its disapproval of the document and the reasons for disapproval and the

modifications that the Project Manager proposes.


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6.8.2.3 If the Project Manager disapproves the document, the Bidder/Consortium shall

modify the document and resubmit it for the Project Manager‟s approval. If the

Project Manager approves the document subject to modification(s), the

Bidder/Consortium shall make the required modification(s), and the document

shall then be deemed to have been approved. The procedure set out in Clauses

6.8.2.1 through 6.8.2.2 shall be repeated, as appropriate, until the Project

Manager approves such documents.

6.8.2.4 The Project Manager‟s approval, with or without modification of the document

furnished by the Bidder/Consortium, shall not relieve the Bidder/Consortium of

any responsibility or liability imposed upon it by any provisions of the Contract

except to the extent that any subsequent failure results from inaccurate

information furnished in writing to the Bidder/Consortium by or on behalf of

HLL. The Bidder/Consortium shall not depart from any approved document

unless the Bidder/Consortium has first submitted to the Project Manager an

amended document and obtained the Project Manager‟s approval of the

document, pursuant to the provisions of this Clause 6.8.1 & Clause 6.8.2

6.9 Product Upgrades

6.9.1 At any point during performance of the Contract, technological advances be

introduced by the Bidder/Consortium for Subsystems originally offered by the

Bidder/Consortium in its bid and still to be delivered, the Bidder/Consortium shall be

obligated to offer to HLL the latest versions of the available Subsystem having equal

or better performance or functionality with out additional financial commitment to

HLL, pursuant to Clause 6.41 (Changes to the “ERP SOLUTION”).

6.9.2 During performance of the Contract, the Bidder/Consortium shall offer to HLL all new

versions, releases, and updates of the ERP Modules, as well as related documentation

and technical support services, within twenty eight (28) days of their availability from

the members of Bidder/Consortium to their other clients in India, and no later than

twelve (12) months after they are released in the country of origin. In no case will the

prices for this Software exceed those quoted by the Bidder/Consortium in the Price

Schedule form in its bid.

6.9.3 During the Performance Guarantee / Warranty Period, unless otherwise specified in


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the attachment to the Conditions of Contract, HLL may require the

Bidder/Consortium to provide at no additional cost to HLL all new versions, releases

within twenty eight (28) days of their availability from the members of

Bidder/Consortium to their other clients in India, and no later than twelve (12)

months after they are released in the country of origin of the Software.

6.9.4 HLL may at its discretion introduce all new versions, releases or updates of the

Software provided that the new version, release, or update does not adversely affect

the “ERP SOLUTION” operation or performance or require extensive reworking of

the “ERP SOLUTION”. In cases where the new version, release, or update adversely

affects the “ERP SOLUTION” System operation or performance, or requires

extensive reworking of the “ERP SOLUTION”, the Bidder/Consortium shall continue

to support and maintain the version or release previously in operation for as long as

necessary to allow introduction of the new version, release, or update. In no case shall

the Bidder/Consortium stop supporting or maintaining the version or release of the

Software in operation for a period not less than that mentioned in clause 6.13.

6.9.5 No unauthorized code: The Bidder/Consortium shall not offer/supply any software that

HLL is not licensed to use, unless the product is activated by a required license key.

The Bidder/Consortium shall also certify that all their products and updates as

supplied to HLL shall be free from viruses, worms, Trojans, spy-ware etc.

6.10 Inspection and Tests

6.10.1 HLL or its representative shall after providing the Bidder/Consortium with reasonable

advance written notice, have the right to inspect and/or test any components of the

“ERP SOLUTION” System, to confirm their good working order and/or conformity

to the Contract at the point of delivery and/or at the Project Site.

6.10.2 Should the inspected or tested components fail to conform to the Contract, HLL may

reject the component(s), and the Bidder/Consortium shall within a period of 14

(fourteen) days either replace the rejected component(s), or make alterations as

necessary, free of cost to HLL, so that it meets the Contract requirements.

6.10.3 Installation of “ERP SOLUTION”: As soon as the “ERP SOLUTION” or any of its

subsystem has been delivered and installed in accordance with the Agreed and


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Finalized Project Plan, the Bidder/Consortium shall so notify HLL in writing.

6.10.4 The Project Manager of HLL shall issue an Installation Certificate, stating that the

“ERP SOLUTION” or major component or Subsystem (if Installation Acceptance by

major component or Subsystem is specified in the Contract), has achieved Installation

by the date of the Bidder/Consortium‟s notice under Clause 6.10.3, or notify the

Bidder/Consortium in writing of any defects and/or deficiencies, including, but not

limited to, defects or deficiencies in the interoperability or integration of the various

components and/or Subsystems making up the “ERP SOLUTION” . The

Bidder/Consortium shall use all reasonable endeavors to promptly remedy any defect

and/or deficiencies that the Project Manager has notified the Bidder/Consortium of.

The Bidder/Consortium shall then promptly carry out retesting of the “ERP

SOLUTION” or Subsystem and, notify HLL in writing, in accordance with Clause

6.10.3 when it has rectified the defect and/or deficiencies that the Project Manager

has notified the Bidder/Consortium of.

6.10.5 HLL during the course of the project may conduct a pre go live audit and/or post

implementation audit. The bidder shall cooperate with HLL/Auditor in conduct of the

audit and render all necessary support for the audit. The successful bidder will also

be responsible for implementing the audit recommendations, if any, free of additional

charges whatsoever

6.11 Acceptance Tests

6.11.1 Conference Room Pilot Tests

6.11.1.1 Conference Room Pilot tests of the “ERP Solution” (or Subsystem if specified in

the Contract) shall be carried out to check the fulfillment of functional

requirements configured as per accepted business blue print. Plan for carrying out

the User Acceptance Tests also shall be arrived at during these tests.

6.11.1.2 These tests shall be carried out against the functional requirements identified in

the accepted business blue print.

6.11.1.3 Conference Room Pilot test certificate shall be issued on successful

demonstration of all Essential Functional Requirements and at least 80 % of

Desirable functional requirements as per agreed Blue Print.


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6.11.2 User Acceptance Tests

6.11.2.1 User acceptance tests of the “ERP Solution” (or Subsystem if specified in the

Contract) shall be completed by the Bidder/Consortium as specified in the Agreed

and Finalized Project Plan

6.11.2.2 HLL shall deploy the operating and technical personnel and all materials and

information reasonably required to enable the Bidder/Consortium to carry out its

obligations with respect to Commissioning. Production use (Go-Live) shall not

commence prior to the formal User Acceptance Testing.

6.11.2.3 The User Acceptance Tests (and repeats of such tests) shall be the primary

responsibility of the Bidder/Consortium, but shall be conducted with the

cooperation of HLL before Commissioning of the “ERP Solution” (or

Subsystem[s] if specified in the Contract), to ascertain whether the “ERP

Solution” (or Subsystem[s]) conforms to the Technical Requirements and meets

the standard of performance quoted in the Bidder/Consortium‟s bid, including,

but not restricted to, the functional and technical performance requirements. The

User Acceptance Tests shall be conducted in accordance with the test scenarios

provided by HLL. At HLL‟s discretion, User Acceptance Tests may also be

performed on upgrades and new version releases that are added or field-modified

after User Acceptance of the “ERP SOLUTION”.

6.11.3 User Acceptance:

6.11.3.1 Subject to Clause 6.11.4 (Partial User Acceptance) below, User Acceptance shall

occur in respect of the “ERP SOLUTION”, when the User Acceptance Tests have

been successfully completed

6.11.3.2 At any time after any of the events set out in Clause 6.11.2.1 have occurred, the

Bidder/Consortium may give a notice to the Project Manager requesting the issue

of an User Acceptance Certificate.

6.11.3.3 After receipt of the Bidder/Consortium‟s notice, the Project Manager shall within

a reasonable period of time:

a. Issue a User Acceptance Certificate; or

b. Notify the Bidder/Consortium in writing of any defect for deficiencies

or other reason for the failure of the Pre Go-Live Acceptance Tests.

6.11.3.4 The Bidder/Consortium shall use all reasonable endeavors to promptly remedy

any defect and/or deficiencies and/or other reasons for the failure of the User


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Acceptance Test that the Project Manager has notified the Bidder/Consortium.

Once the Bidder/Consortium has made such remedies, it shall notify HLL, and

the Project Manager, with the full cooperation of the Bidder/Consortium, shall

use all reasonable endeavors to promptly carry out retesting of the “ERP

SOLUTION” System or Subsystem. Upon the successful conclusion of the User

Acceptance Tests, the Bidder/Consortium shall notify HLL of its request for User

Acceptance Certification, in accordance with Clause 6.11.2.2. HLL shall then

issue to the Bidder/Consortium the User Acceptance Certification, in accordance

with Clause 6.11.3.3 (a) or notify the Bidder/Consortium of further defects,

deficiencies, or other reasons for the failure of the User Acceptance Test. The

procedure set out in this Clause shall be repeated, as necessary, until a User

Acceptance Certificate is issued.

6.11.3.5 If the “ERP SOLUTION” or Subsystem fails to pass the User Acceptance Test(s),

then HLL may consider terminating the Contract, pursuant to Clause 5.5.

6.11.4 Partial User Acceptance

6.11.4.1 If specified in the Contract or agreed by HLL, Installation and User Acceptance

shall be carried out individually for each identified major component or

Subsystem(s) of the “ERP SOLUTION”. In this event, the provisions in the

Contract relating to Installation and User Activities, including the User

Acceptance Test, shall apply to each such major component or Subsystem

individually, and Pre Go- Live Acceptance Certificate(s) shall be issued

accordingly for each such major component or Subsystem of the “ERP

SOLUTION” subject to the limitations contained in Clause 6.11.4.2.

6.11.4.2 The issuance of User Acceptance Certificates for individual major components or

subsystems pursuant to Clause 6.11.4.1 shall not relieve the Bidder/Consortium

of its obligation to obtain a User Acceptance Certificate for the “ERP

SOLUTION” as a whole once all major components and subsystems have been

supplied, installed, tested, and commissioned.

6.11.5 Go-Live and Stabilization


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6.11.5.1 Go-Live (Commissioning), Go-Live acceptance:

6.11.5.2 After the issue of the User Acceptance Certificates the Bidder/Consortium will

ensure that the “ERP Solution” is rolled out for production (Go-live) in

accordance with the timelines specified in the Agreed & Finalized Project Plan.

6.11.5.3 HLL shall deploy the operating and technical personnel and all materials and

information reasonably required to enable the Bidder/Consortium to carry out its

obligations under Go- Live as specified in the Agreed & Finalized Project Plan.

6.11.5.4 Different modules rolled out (Go-Live) for production will be operated in an

integrated environment as per the Agreed & Finalized Project Plan. Only upon

successful operation of “ERP Solution” in an integrated manner across business

areas/modules/locations within the production environment, Go-Live acceptance

certificate will be issued.

6.11.5.5 After issue of Go-Live Acceptance Certificate, HLL shall take over the “ERP

Solution” implemented. However, taking over by HLL in no way relieves the

Bidder/Consortium of its obligations under this Contract. Taking over means

taking over physical possession and the “ERP solution” shall be operated under

the supervision and guidance of the Bidder/Consortium till Performance Tests are

carried out and the Stabilization Acceptance Certificate is issued as per Clause

No. 6.11.6 herein below.

6.11.6 Stabilization Period, Stabilization Acceptance Test

6.11.6.1 During the stabilization period, the Bidder/Consortium shall provide hand

holding services (Post Go-Live Support) to HLL for optimum utilization of the

“ERP SOLUTION”.

6.11.6.2 Stabilization Acceptance Tests: The Stabilization Acceptance Tests (and repeats

of such tests) shall be the primary responsibility of the Bidder/Consortium, but

shall be conducted with the cooperation of HLL after stabilization period of the

“ERP SOLUTION”, to ascertain whether the “ERP SOLUTION” meets the

standard of performance and complete functionality as desired by HLL. The

Stabilization Acceptance Tests shall be conducted in accordance with the test

scenarios prepared in consultation with HLL. At HLL‟s discretion, Stabilization

Acceptance Tests may also be performed on upgrades and new version, releases

that are added or field-modified. Stabilization Acceptance Test shall be of 30

days. The Stabilization Acceptance Certificate shall be issued after achieving

defined performance levels during Stabilization Acceptance Tests.


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6.12 Defect Liability

6.12.1 The Bidder/Consortium warrants that the “ERP SOLUTION”, including all

Subsystem and other Services provided, shall be free from any default, defect or

deficiency in the design, engineering, and performance/workmanship that prevent

the “ERP SOLUTION” and/or any of its components from fulfilling the

Technical Requirements or that limit in a material fashion the performance,

reliability, or extensibility of the “ERP SOLUTION” and/or Subsystems.

6.12.2 The defects liability period shall commence from Stabilization Acceptance for a

period of 1 year.

6.12.3 If during the warranty period any default, defect or deficiency is found in the

design and performance/ workmanship of the “ERP SOLUTION” and other

Services provided by the Bidder/Consortium, the Bidder/Consortium shall

promptly, in consultation and agreement with HLL, and at the

Bidder/Consortium‟s sole cost repair, replace, or otherwise make good (as the

Bidder/Consortium shall, at its discretion, determine) such default, defect or

deficiency as well as any damage to the “ERP SOLUTION” caused by such

default, defect or deficiency. Any defective Subsystem that has been replaced by

the Bidder/Consortium shall remain the property of the Bidder/Consortium.

6.12.4 If the “ERP SOLUTION” or Subsystem cannot be used by reason of such default,

defect or deficiency and/or making good of such default, defect or deficiency, the

defects liability period for the “ERP SOLUTION” shall be extended by a period

equal to the period during which the “ERP SOLUTION” or Subsystem could not

be used by HLL because of such defect and/or making good of such default,

defect or deficiency.

6.12.5 The warranties provided herein are in lieu of all other warranties, both express

and implied, and all other warranties, including without limitation that of

merchantability or fitness for intended purpose is specifically disclaimed.


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6.13 Penalty/Performance Guarantee (Warranty)/Annual

Maintenance Contract

6.13.1 Penalty: The Bidder/Consortium has to meet each Functional and Technical

Requirement specification (Refer Annexure # 7 and Annexure # 8) as agreed at the

time of bidding for all modules. During any time of the implementation phase, if the

ERP solution is found to be not meeting the requirement specifications, penalty

structure as detailed below shall be applicable. These penalties are leviable in

addition to any other recoveries/levies mentioned else where in this tender document.

While HLL insists to meet all the Essential requirement specifications, for any delay

in meeting the Essential requirement specifications beyond one month from the User

Acceptance Test of the Project and for not meeting such Essential requirement

specifications (Refer Annexure # 7 and Annexure # 8) of 20 or more – maximum of

5% of total implementation service charges will be levied as penalty. If it is less than

20 critical requirement specifications, the penalty shall be levied 1/20th of 5% of total

implementation service charges multiplied by actual number of critical requirement

specifications.

While HLL insists to meet all the Desirable requirement specifications, for any delay

in meeting the Desirable requirement specifications beyond three months from Go-

Live of the Project and for not meeting such Desirable requirement specifications of

20 or more – maximum of 2% of total implementation service charges will be levied

as penalty. If it is less than 20 Desirable requirement specifications, the penalty shall

be levied 1/20th of 2% of total implementation service charges multiplied by actual

number of Desirable requirement specifications.

The above penalty is only for delay in providing solution to the Functional &

Technical Requirement Specifications in time as per schedule given in the Contract.

Even after completion of the time given as above, if the requirements are still not met

by the successful bidder, the requirements of HLL will be carried out by another

alternative party at risk and cost of the successful bidder. In such an event the entire

additional amount incurred by HLL in addition to the penalty levied above will be

recovered from the pending bills of the successful bidder and if the same is not

sufficient, the Performance Guarantee given by the successful bidder shall also be

used to recover the costs incurred by HLL. If the amount is still not sufficient to meet


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the costs incurred by HLL, the same is to be made good by the successful bidder on

notifying the same by HLL in writing to the Leader of the Bidder/Consortium.

6.13.2 Performance Guarantee/Warranty:

6.13.2.1 Final acceptance certificate for the respective components of ERP solution will be

issued on completion of respective performance guarantee (warranty) periods. The

bidder will provide the following:

Performance Guarantee (PG) for the ERP solution as per criteria defined in this

document is for the period of One Year for the Implementation Services from

Stabilization Acceptance. During the performance guarantee period, the

implementation partner shall extend all services required including but not

limited to the details given in Clause 6.9.

In case of ERP Product, the Performance Guarantee shall commence from the

stabilization acceptance for the period of one year, however ATS may start

from date of installation of ERP Product. The support required is including but

not limited to the details given at 6.13.3.1.1

All equipment provided, installed, commissioned for the proposed project,

should be registered with the respective OEMs in the name of HLL.

6.13.2.2. Performance guarantee / warranty / technical support for each element of the ERP

Solution, viz.: the ERP software, hardware and network hardware implementation

services covering the periods mentioned at 6.13.2.1 for respective items shall be

complied by the bidder to the satisfaction of HLL.

6.13.2.3. The bidder will guarantee to HLL the performance of the ERP solution for a

period as stated above. This Performance Guarantee (PG) will be applicable to all

components of the solution including ERP software, hardware and network

implementation services.

6.13.2.4. HLL will measure the performance of the ERP solution against the Technical

parameters and performance levels as indicated in Annexure # 3. The bidder

should provide performance levels at normal and peak load and HLL‟s decision

in this respect shall be final and binding on all Bidder/Consortium members.

6.13.2.5. The Bidder/Consortium guarantees that, once the User Acceptance and

Stabilization Acceptance Certificate have been issued, the “ERP SOLUTION”


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represents a complete solution to the HLL‟s requirements set forth in the Scope of

Work and it conforms to all other aspects of the Contract.

6.13.2.6. If, for reasons entirely attributable to the Bidder/Consortium, the “ERP

SOLUTION” does not conform to the Scope of the Work or does not conform to

all /any other aspects of the Contract, the Bidder/Consortium shall at its cost and

expense make such changes, modifications, and/or additions to the “ERP

SOLUTION” as may be necessary to confirm to the Scope of Work and meet all

functional and performance standards. The Bidder/Consortium shall notify HLL

upon completion of the necessary changes, modifications, and/or additions and

shall request the HLL to repeat the Stabilization Acceptance Tests until the “ERP

SOLUTION” achieves Stabilization Acceptance Tests/ the desired results.

6.13.2.7. If the “ERP SOLUTION” (or Subsystem[s]) fails to achieve Stabilization

Acceptance, due to reasons entirely attributable to the Bidder/Consortium, then

HLL may consider termination of the Contract, pursuant to Clause 5.5, and

forfeiture of the Bidder/Consortium‟s performance security in accordance with

Clause 6.19 in compensation for the extra costs and delays likely to result from

this failure without prejudice to other rights of HLL available under the contract.

6.13.2.8. Further during validity of the above mentioned Performance Guarantee, for non-

performance against any of the Technical Parameters (given below) HLL will

reserve right to levy penalty. A penalty of 2.5% of the total contract value for not

meeting the response time as mentioned below and another 2.5% of the total

contract value for not meeting the Uptime requirements as mentioned in the table

below of Technical Parameters and will notify the bidder accordingly. The

decision of HLL in arriving at the penalty will be final, but it will not exceed 5%

of total contract value.

Technical parameters

User Activity to be guaranteed by the vendor All ERP users

Direct connect Remote connect

Menu Navigation – Displaying the appropriate

menu as per defined user role and profile

< 1 sec < 2 sec

Screen Opening – Display of the selected data entry < 2 sec < 5 sec


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screen from the menu

Field Navigation – Navigation between different

data entry fields in the Screen

< 1 sec < 3 sec

Look up response – Display of items from a List of

Values

< 1 sec < 10 sec

Look up response – To display items from table < 5 sec < 15 sec

Screen Navigation – Navigation between different

data entry screens (from one to another)

< 1 sec < 13 sec

Transaction Commit – Transaction saving after

completing the data entry

< 2 sec < 20 sec

Query retrieval – Online

query entered by the

user

Simple query < 5 sec < 12 sec

Medium Complexity

query

< 8 sec < 15 sec

High Complexity query < 15 sec < 20 sec

Reports response –

Report fired by the user

from the Report

Generator


Medium Complexity

query

< 25 sec < 30 sec

High Complexity query < 1 min < 3 min

The above response time should be based on simulated environment assuming 50 % of

actual load in a multi user LAN environment.

Uptime Requirement:

The System shall have an availability of at least 99.90%. The availability will be calculated

based on the following formula:

A = (tsh – (tud- tepd)) * 100 / tsh

A: Availability (percent)

tsh: Total Service Hours

tud: Total Unscheduled Downtime (hours)

tepd: Total Excused Performance Downtime (hours)

Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled

Downtime. Total Service Hours are all the Service Hours in the calendar month Unscheduled


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Downtime is where the Production Infrastructure is unavailable during Service Hours and

outside the Scheduled Downtime.

Scheduled Downtime is

Planned maintenance, with all such planned maintenance to be agreed in advance by

the Service Provider and HLL; and

The scheduled back-up windows specified in the operational procedures manual or as

otherwise agreed.

Excused Performance Downtime means the elapsed time for any outage due to the result of an

excused performance problem i.e. non-availability of raw power provided by HLL after

scheduled backup time of UPS working on redundant mode.

The Uptime includes the following infrastructural / System uptime collectively:

Database uptime,

Local area/Intranet network Uptime

RP server uptime,

Portal Uptime,

VPN network uptime,

Branch offices application uptime

ERP and other software uptime

Other systems affecting ERP uptime.

6.13.3 Annual Technical Support (ATS) / Annual Maintenance Contract (AMC)

HLL desires the bidder to provide AMC/ATS with respect to the following:

1. ATS for the Product - The support includes support for patches as well as upgrades.

The support required is including but not limited to the details given at 6.13.3.1.1

2. AMC for the support - This can be extended for minimum period of seven years from

the date of installation, after which the same will be renewed on mutually agreeable

terms and conditions.

HLL reserves the right to cancel any of the above ATS/AMC contracts after giving three

month notice in case the service provider under the respective AMC contract is not

satisfactory. In such case, HLL shall execute an AMC contract with any other party for the


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balance period at the risk and cost of the bidder.

6.13.3.1. Detailed Scope of AMC/ATS:

6.13.3.1.1. Annual Technical Support:

The ATS Contract should cover the services which the Supplier provides normally under

Technical Support and shall include minimally the following support for ERP, RDBMS, EAI

products and all other standard third party software wherever applicable:

All Product upgrades

Technical Support for integration or installation of any patch or product upgrade with

any third party software.

Periodic site visit.

6.13.3.1.2. Annual Maintenance Contract:

The AMC Contract should cover the services which the Supplier provides normally under

support contract and shall include minimally the following support

User & Technical support on a 24x7 basis.

Periodic site visit.

Tuning of ERP / Database software.

Error correction

Assisting HLL on technological upgrades / enhancements

6.14 Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of India.

6.15 General

6.15.1 There shall be no suspension of work on account of arbitration provided that the

obligations of HLL and the Bidder/Consortium shall not be altered by reasons of

arbitration being conducted during the progress of Works. Neither party shall be

entitled to suspend the work to which the dispute relates on account of arbitration.

6.16 Insurance

6.16.1 The comprehensive insurance and safety of all men and material of the

Bidder/Consortium at HLL‟s site shall be the responsibility of the

Bidder/Consortium. The comprehensive insurance should cover for full value

against loss, damage or destruction by fire, lightning, earth quake, theft, pilferage,


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non-delivery of package/packages and all other risks including strikes, riots and

civil commotions during transit, storage, testing & commissioning and guarantee

tests to protect HLL and the Bidder/Consortium.

6.16.2. The insurance policy shall be tripartite, HLL being the beneficiary. The insurance

cover shall remain in full force up to the time the ERP Solution is accepted and

Stabilization Acceptance Certificate is issued by HLL. The Bidder/Consortium

shall produce the insurance policy and receipts for the premium at the appropriate

time. All money received under any such policy shall be applied in or towards the

cost incurred for the damage/deficiency but this provision shall not affect the

Bidder/Consortium liabilities under the Contract.

6.16.3. The Bidder/Consortium shall maintain in full force and affect all such insurances

as above and required by the law for the purpose of the Contract at the cost of the

Bidder/Consortium.

6.16.4. The Bidder/Consortium shall furnish to the Project Manager and HLL with

evidence of such insurance a copy of the issued policy and any cancellation or

termination thereof. Should the Bidder/Consortium default in paying any

premium when due, Project Manager or HLL, without prejudice to other remedies

set forth in this Agreement shall be at liberty to pay such premium and recover

the same from Bidder/Consortium.

6.16.5. The provisions contained within this clause are not intended to and do not impair

or in any manner limit the liabilities or obligation assumed by Bidder/Consortium

as may be set forth more fully elsewhere in the Contract.

6.16.6. The Bidder/Consortium‟s services shall include the filing and pursuance of all

insurance claims on behalf of HLL and the entire work incidental thereto till

realization of claim.

6.16.7. HLL shall be the principal holder of the policy along with the Bidder/Consortium.

HLL reserves the exclusive right to assign the policy.

6.16.8. The Bidder/Consortium shall be responsible for effecting insurance under the

Indian Workmen‟s Compensation Act and any other insurance in accordance with

the Indian laws and regulations at his own cost.

6.16.9. If any Contract work including supplies and services perishes or becomes

unserviceable due to any cause whatsoever, including missing, shortage, loss or

damage and/or various destructions and risks as at Clause No.6.16.1 above-said,

the Bidder/Consortium shall on demand by HLL make replacement at his own

cost and in such a way as to avoid disturbances in the general progress of ERP

solution implementation. This shall apply irrespective of the question whether or


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not the risk has passed to HLL or who shall be responsible for such unserviceable

ness as aforesaid.

6.16.10. Upon arrival at Site, all Equipment, Materials, commissioning spares, special

tools & tackles, all consumables, etc., the Bidder/Consortium shall assume

custody thereof and remain responsible therefore, until the GO LIVE acceptance

Certificate is issued by the Project Manager.

6.16.11. The Bidder/Consortium shall, as custodian, be responsible for communicating to

the Project Manager / Employer any shortages, missing, breakages, damages, etc.

as soon as they come to his notice without prejudice to his obligation under

contract.

6.16.12. The insurance policy obtained by the Bidder/Consortium shall also cover liability

for accidents resulting in death, injury, damage to property of HLL or any third

party including employees of third parties‟ and / or HLL employees within the

premises and precincts of HLL.

6.17 Bidder to Obtain His Own Information

6.17.1. Bidder shall for all purposes and whatsoever reason may be, deemed to have

independently obtained all necessary information for the purpose of preparing his

tender. The correctness of the details given in the Bid Document is for guideline/

information only, to help the Bidder to prepare his tender.

6.17.2. Bidder shall be deemed to have examined the bid documents and to have obtained

his own information in all matters whatsoever that might influence carrying out

the implementation of the ERP Solution at the scheduled rates and satisfied

himself to the sufficiency of his bid. Any error in description or quantity or

omission there from shall not vitiate the contract or release the

Bidder/Consortium from executing the work comprised in the contract according

to the scope of work and specifications at scheduled rates. He is deemed to know

the scope, nature and magnitude of implementing ERP Solution.

6.17.3. The Bidder/Consortium shall be deemed to have visited the sites, offices and

surrounding areas, to have satisfied itself to the nature of all existing Business

Processes and also as to the nature and the conditions of available facilities and

communications and possible interruptions there to the access and egress from

site and to have made enquiries, examined satisfied himself of the sites in respect

to requirements for implementing ERP Solution and to have made local

independent enquiries on all matters affecting the contract. He is deemed to have

acquainted himself his liability for payment of Government Taxes, Customs and


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Duties and other charges.

6.17.4. Any neglect or failure on part of the Bidder in obtaining necessary and reliable

information on issues stated in the above clause or any other matters affecting the

contract shall not relieve him from any risks or liabilities or the entire

responsibility for implementing the ERP Solution at the scheduled rates and time

in strict accordance with the contract documents.

6.17.5. Any change in site conditions or technological requirement shall be binding on

the Bidder/Consortium and no extra claim on this account shall be entertained.

6.17.6. The oral agreement or inference from conversation with any officer or employee

of HLL either before, during or after the execution of the contract agreement shall

not in any way affect or modify the terms and obligations herein contained.

6.18 Performance Guarantee (Security Deposit)

6.18.1. Performance Guarantee: The Bidder/Consortium shall furnish a Performance

Guarantee in the form of DD issued from any Nationalized Bank in India and

having a branch at Thiruvananthapuram, within 15 days from the date of issue of

LOA by HLL, for an amount equivalent to 10% of the value of the order, valid

for one month beyond the PG period. On satisfactory performance and

completion of the order in all respects and duly certified to this effect by the

Project Manager, Contract Completion Certificate will be issued and the

Performance Guarantee will be returned to the Bidder/Consortium. HLL shall not

be liable to the Bidder/Consortium for any matter or thing arising out of or in

connection with the Contract or the implantation of the “ERP Solution” unless the

Bidder/Consortium shall have made a claim in writing in respect there of before

issue of the Contract Completion Certificate.

6.18.2. If Bidder/Consortium or their employees damage, break, deface the property

belonging to HLL or others during the execution of the contract, the same shall be

made good by the Bidder/Consortium at his own expense and in default thereof;

the Project Manager may cause the same to be made good by other agencies and

recover expenses from the Bidder/Consortium for which the certificate of the

Project Manager shall be final.

6.18.3. Performance Guarantee shall be for the due and faithful performance of the

Contract and shall remain binding notwithstanding such variations, alterations or

extensions of time as may be made, given, conceded or agreed to between the

Bidder/Consortium and HLL.

6.18.4. Should the extent or the object of the Contract be altered during the execution of


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the Contract in such a way as to effect an increase or decrease on the Contract

Price by more than 10%, the amount in the Performance Guarantee shall be

increased or decreased correspondingly.

6.18.5. The EMD submitted by the successful Bidder/Consortium shall be adjusted

against the Performance Guarantee and the remaining PG amount will be

collected from subsequent payments (up on request). The Performance Guarantee

shall be retained by HLL till the end of the Term as defined in the Contract.

6.19. Forfeiture of Performance Guarantee

6.19.1. Whenever any claim against the Bidder/Consortium for the payment of a sum of

money arises out of or under the contract, HLL shall be entitled to recover such

sum by en-cashing in part or whole the Performance Guarantee submitted by the

Bidder/Consortium. In the event of the Performance Guarantee being insufficient

or if no other security has been taken from the Bidder/Consortium, then the

balance or the total sum recoverable as the case may be, shall be deducted from

any sum then due or which at any time thereafter may become due to the

Bidder/Consortium. The Bidder/Consortium shall pay to HLL on demand any

balance remaining due.

6.19.2. In the event of any breach by the Bidder/Consortium or any loss or damage

suffered by HLL which in the opinion of HLL that the loss or damage has arisen

due to reasons attributable to Bidder/Consortium or in the event of the

termination of the contract for any such breach, the Performance Guarantee is

liable to be forfeited. The decision of forfeiture by HLL shall be final and binding

on the Bidder/Consortium.

6.20. Time of Performance

6.20.1. The Zero date of the contract shall commence from the date of award of contract

by HLL. Time period for implementing ERP solution is 20 months (14 Months

till Go-live and 6 months of on site stabilization support, including the 14 days of

initial mobilization) from the date of award of contract.

6.20.2. The Bidder/Consortium should bear in mind that the stipulated time for

completing the scope as per the contract is the essence of the contract, unless such

time is extended pursuant to the provisions of this contract. Request for revision

of time after tenders are opened will not receive consideration. The above period

of fourteen days for submission of Performance Guarantee is also included within

the overall schedule, not over and above the completion time.


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6.20.3. The Bidder/Consortium shall complete the entire work inline with tender

specification within the stipulated time frame. No extra time or extension of

contract period is allowed unless specifically agreed to in writing by HLL. The

work shall be completed in all respects within a period of fifteen months from the

date of award of contract.

6.21 Extension of Time

If, for any special circumstances, an extension of time for implementing ERP Solution is

required, then the Bidder/Consortium shall inform to the Project Manager, within 15 days

from the date of occurrence of such circumstances, request with full particulars for extension

of time for which it may consider itself entitled in order that such request may be examined.

The decision of the Project Manager / HLL, shall be final and binding in this aspect and no

additional remuneration shall be payable for the extended period for the scope of work

covered under LOA.

6.22 Prices

6.22.1 The Bidder/Consortium should submit their prices separately for each category of

supply/service/installation & commissioning as per enclosed price bid format at

Form # 8.7

6.22.2. The Price quoted by the Bidder/Consortium shall remain firm and binding during

the Contract Period subject to the variations stipulated hereinafter. The Bidder

shall perform all his works as envisaged in the Agreement.

6.22.3. Should the actual physical supplies and services are found more than those

indicated by the Bidder/Consortium in the Price Schedule, the Bidder/Consortium

shall not be entitled for any additional amount from HLL. However in the event

of decrease in actual supplies/services/installation & commissioning, the

Contract Price shall be proportionately adjusted for the decreased

supplies/services/installation & commissioning based on the break-up furnished

by the Bidder/Consortium as annexure to the Price Schedule.

6.22.4. The prices to be quoted are intended to provide for all works duly and properly

completed in accordance with the General Conditions of Contract and Special

Conditions of Contract. Any additional items that are essential for execution and

satisfactory implementation of ERP solution shall be deemed to include and cover

but not limited to inter-alia, the following:

6.22.4.1. The Prices shall include cost of delivery of all items for successful

implementation of ERP solution. Items / Materials delivered by the


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Bidder/Consortium for which payment was made by HLL shall remain

the property of HLL whether those are used or not.

6.22.4.2. The delivery terms for all supplies/services shall be on F.O.R. HLL‟s site

basis. Payment against supplies shall be released only on receipt and

acceptance of material as per payment terms referred at Clause No: 6.28.

6.22.4.3. The prices quoted by the Bidder/Consortium shall be inclusive of all

taxes, duties, levy etc., imposed by State/Central/Local Governments and

includes CENVAT (Excise Duty), Service Tax and Education Cess

thereon, CST, Local taxes/VAT wherever applicable, Octroi, Entry tax if

any, TOT and any other levy applicable as on the date of opening of

Technical and Commercial Bid or revision in prices, if any. Breakup of

tax structure to be given separately.

6.22.4.4. The bidder has to indicate the amount of Kerala VAT and service tax for

which they shall provide relevant documents for enabling HLL to claim

Input Tax Credit on Kerala VAT and CENVAT credit on account of

service tax. The bidder shall note that the evaluation of the tender shall be

made net of Input Tax Credit on Kerala VAT and CENVAT credit on

service tax wherever the same are applicable. The Bidder shall also

indicate the applicable Kerala VAT rates and corresponding amounts on

which such Kerala VAT rates are applicable in the table at the end of

“Details of Price Schedule” at Form # 8.7.

6.22.4.5. The Bidder shall also indicate the amount and percentages of excise duty

included in the prices wherever applicable and submit the necessary

documents confirming the same.

6.22.5. The prices against installation, testing & commissioning shall be quoted

(including all taxes, duties, levies, service tax and education cess thereon etc.) in

Indian Rupees and the payment terms are as per Clause No 6.28. The

Bidder/Consortium is required to indicate the rates and amounts of taxes, duties,

levies, and service tax and education cess thereon etc., included in the price

separately.

6.22.6. The Service Tax and Education Tax thereon shall be paid to the extent the bidder

submits the required documents to enable HLL to claim and obtain CENVAT

credit for the same as per the provisions of Service Tax Act. However the

payment of service tax and education cess thereon shall be restricted to the total

amount as indicated in Price Schedule (Form # 8.7)

6.22.7. All payments shall be made direct to the bidder or the Bidder/Consortium


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member on necessary certification by the Bidder/Consortium leader and on

compliance of contractual terms & conditions. No LC is envisaged for Rupee

payment under the Clause No. 6.22.2 to 6.22.4 above.

6.22.8. In case of shortage/missing/damage/ failure of any material identified at any point

of time within the period specified by the Contract including guarantee period,

the agency shall supply/replace the same without any financial implication to

HLL. The taxes, duties, clearing & forwarding and other charges incurred by

HLL in this regard shall be recovered from the Bidder/Consortium‟s pending bills

and in case no bills are pending the same shall be made good by the

Bidder/Consortium. The Bidder/Consortium shall accordingly submit the

subsequent invoices.

6.22.9. The Bidder/Consortium shall stand guarantee for the overall performance as per

Clause No 6.13.2 including for the supplies made/work done and work to be done

by their Bidder/Consortium members. Towards this guarantee, the

Bidder/Consortium shall submit a PG for 10% of the Contract Price as per Clause

No 6.18 of the tender document.

6.22.10. The cost of all superintendence of labor, materials, tools, equipments, mobilizing

and demobilizing equipment, fixtures, transport charges, insurance charges,

temporary and permanent works, testing, handling of materials, stocking and

removal charges of any rejected materials, power arrangement and satisfactory

maintenance of the same for the full and satisfactory completion of the works

intended should also be included in the price.

6.22.11. All fees, duties, royalties, rent and compensation to owner for surface damage or

taxes and impositions payable to local authorities in respect of all materials

supplied for the work or other duties or expenses for which the

Bidder/Consortium may become liable or may be put to under any provision of

the law for the purpose of or in connection with the execution of the Contract

including levies payable on all transactions.

6.22.12. Unless otherwise specified in the specification schedule, cost of all leads.

6.22.13. Considering the progress of the works and in order to meet the Contract

Schedule, the Bidder/Consortium shall carry out the works on round the clock if

required, duly complying the statutory and site requirements.

6.22.14. Any other activity necessary for the completion of the supply, installation, tests &

commissioning of the ERP solution up to guarantee period as per General

Conditions of Contract, Special Conditions of Contract if any, and Specifications.

6.22.15. The Bidder/Consortium has to consider all taxes, duties, levies, etc., applicable


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for executing this Contract and accordingly, shall indicate the excise duties, all

taxes, etc. considered on various supplies and services included in his offer. Non

inclusion or omission either declared or not declared on the part of the

Bidder/Consortium shall be construed as inclusive of such duties or taxes in his

quoted price as may be applicable as on the Base Date i.e. Date of opening of

Technical and Commercial bids or Date of opening of revised price bid, if any,

and the same shall not be a reason for reimbursement of the difference in excise

duty, all taxes, custom duty, etc at a later date.

6.22.16. All procedures required under statutes, for availing any concessions under

relevant tax laws shall be adhered to by the Bidder/Consortium.

6.22.17. The Bidder/Consortium shall note that the prices quoted for all the items and

services listed at Form # 8.7 (Price Schedule format) shall include scopes listed

above.

6.23 Taxes & Duties

6.23.1 The price with rates quoted shall be inclusive of all taxes, duties, service tax and

education cess thereon. Service tax and education cess thereon shall be paid

subject to the Bidder/Consortium complying with all the statutory requirements

and furnishing the relevant documents, to facilitate HLL to claim the CENVAT

credit which inter-alia include copy of Registration Certificate from their

jurisdiction of Superintendent of Service tax and cenvatable invoices containing

the following details:

i. Name, address and the registration number and service tax range of

each Bidder/Consortium member.

ii. Name and address of the person receiving taxable service.

iii. Description, classification and the value of taxable service provided.

iv. Service tax and education cess payable thereon.

However the payment of service tax and education cess thereon shall be restricted

to the total amount as indicated in Price Schedule (Form # 8.7)

6.23.2 Introduction/upward variation in taxes if any applicable after opening of price

bid/revised price/revision in price as the case may be (based on which the order

on contractor shall be placed) shall be paid by HLL subject to production of

necessary documents by the Bidder/Consortium. Similarly withdrawal/downward

revision in variation in taxes shall be adjusted in the price quoted and benefit

shall be passed to HLL. Fresh taxes & levies, if any, as may be applicable on this


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contract, shall be reimbursable against documentary proof to be submitted by the

Bidder/Consortium. The bidder has to consider all taxes & duties applicable on

this contract. Any omission, or non-inclusion, either declared or not declared, of

any taxes and duties that are applicable at the time of submission of price

bid/revised price bid /revision in prices shall not be considered as a reason for

reimbursement of such taxes and duties at a later date.

6.23.3 During tenure of the contract if any new taxes/duties/levies etc. are imposed or

rates undergo changes, as notified by the Government and become applicable to

the subject works, the same shall be paid by HLL on production of documentary

evidence in respect of payment of the same. Similarly, benefits accruing to

agency on account of withdrawal/reduction in any existing taxes and duties shall

be passed on to HLL.

6.23.4 Variation in the rates of excise duty, sales tax, service tax, education cess and

secondary higher education cess thereon after opening the Price Schedule and/or

revised Price Schedule as the case may be (based on which the order on

Contractor shall be placed) shall be paid by HLL subject to production of

necessary documentary evidence by the Bidder/Consortium at the time of

submission of bill. Similarly withdrawal/ downward revision in excise duty and

sales tax shall be adjusted in the price quoted and benefit shall be passed to HLL.

However if the Work is delayed for the reasons attributable to HLL and extension

of the Time for Completion is granted, variation in Taxes and Duties enacted

during Contractual completion/execution period, the adjustment in contract price

shall be allowed within the extended period of the Contract. Similarly, if the

Work is delayed for the reasons attributable to the Bidder/Consortium, variations

in Taxes and Duties will not be paid.

6.23.5 The Bidder/Consortium shall bear and pay all the liabilities in respect of

nonobservance of all legal requirements as per various statutory provisions.

6.23.6 VATable invoice shall be submitted by the Bidder/Consortium members duly

complying with the procedure and conditions stipulated by tax authorities to

facilitate HLL to claim ITC on VAT for all supplies made from within the State

of Kerala. Payment of Kerala VAT shall be restricted to the value of Kerala in

VATable invoices

6.23.7 In case of bought-out items outside the State of Kerala, the Bidder/Consortium

shall make “Sale in Transit” as per Section 6(2) of Central Sales Tax Act 1956

and all formalities required shall have to be observed by the Bidder/Consortium.

6.23.8 The adjustment in the Contract Price towards imposition of new taxes or


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abrogation of existing taxes shall be applicable only if the new tax is enacted or

existing tax is abrogated within Contractual delivery/execution period. For any

variation due to enactment of new tax or abrogation of existing tax after

Contractual delivery / execution period, adjustment in the Contract Price shall not

apply.

6.23.9 All formalities required under statutes, for availing any concessions under

relevant tax laws shall be adhered to by the Bidder/Consortium

6.24 Deduction of Taxes at Source

6.24.1 Recovery at source towards income tax calculated at the rate prescribed from

time to time under the Income Tax Act 1961 and other relevant sections of

Income Tax Act shall be made from the bills of the Bidder/Consortium and the

amount so recovered shall be deposited with the Income Tax Department.

Necessary TDS certificate to this effect will be issued to the Bidder/Consortium

in the prescribed pro-forma.

6.24.2 If any other taxes / duties / cess etc are to be recovered at source as per

Government regulations / Legislation from time to time, the same shall be

recovered from the bills payable to the Bidder/Consortium. Necessary receipt to

this effect will be issued to the Bidder/Consortium in this regard as per the

applicable legislation.

6.25 Liquidated Damages

6.25.1 The Bidder/Consortium shall stand guarantee for the performance and output as

envisaged in the bid specifications.

6.25.2 If the Bidder/Consortium fails in the due performance of the contract within the

time fixed by the contract or any extension thereof and/or to fulfill its obligations

in time under the contract or any extension thereof, Bidder/Consortium shall be

liable to pay liquidated damages to the extent of a sum of 0.5% of the contract

value per week or part thereof for which the delay has occurred, subject to a

maximum of 10% of the contract value. Once the maximum is reached, HLL may

consider termination of the contract. In assessing such delays, the Project

Managers decision is final and binding on the Bidder/Consortium.

6.25.3 The recovery of liquidated damages shall not relieve the Bidder/Consortium from

its obligations to complete the work or from any of its obligations and liabilities

under the contract.

6.25.4 The decision of HLL/Project Manager with respect to clause no. 6.25 is final and


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binding on the Bidder/Consortium

6.26 Ownership of Documents and Copy Rights

6.26.1 All study documents, data and specification prepared by the Bidder/Consortium

shall be the property of HLL. As and when required or upon termination of the

agreement, the aforesaid documents of all versions shall be handed over to HLL.

Bidder/Consortium shall take all necessary steps to ensure confidentiality in

handling of all the matters pertaining to business process studies, data,

specifications, methods and other information developed or acquired or furnished

by HLL by means of this agreement or in the performance thereof.

6.26.2. Intellectual Property Rights in the ERP base products and Standard Materials

shall remain vested in the owner of such rights. HLL shall be granted non

exclusive, and paid up license to use the ERP base products and Standard

Materials including modifications thereto for the purposes agreed herein. The

Intellectual Property Right of the other elements of the “ERP Solution” shall be

exclusively with HLL. However HLL has rights to transfer the ERP base products

licenses to any Unit/Plant/Office of HLL.

6.26.3. HLL‟s Contractual rights to use the ERP base products may not be assigned,

licensed, or otherwise transferred voluntarily except in accordance with the

relevant license agreement and in case of transfer of ERP base products licenses

to any Unit/Plant/Office of HLL as given in clause 6.26.2 above.

6.27 Transfer of Ownership

6.27.1 Ownership and the terms of usage of the Software and Materials supplied under

the Contract shall be governed by Clause 6.26 (Ownership of documents and

copyright). The vendor shall grant HLL a perpetual license to use the software

without any additional payment or obligations to enter into a contract for

maintenance or support.

6.28 Billing and Payment Terms

6.28.1 Bidder/Consortium shall submit running account bills as per agreed payment

terms with supporting documents for having achieved the designated milestone

activities. Payment shall be released on submission of the bill with supporting

documents duly certified by the Project Manager or his representative appointed


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and after deducting applicable taxes, penalty and other recoverable. Against

deduction of statutory taxes, tax deduction certificates where ever applicable shall

be issued as per the applicable provisions of the statute. The Project Manager

may make any corrections or modifications, if required, to any previous bills

certified by him.

6.28.2. Payment will be released at each designated stage, subject to: Raising of running

account Bill by the Bidder/Consortium, Proof of Completion of work as per

contract and certification of the same by the Project Manager.

6.28.3. All bills/invoices must be raised in INR only and also payments to

Bidder/Consortium will be made only in INR

6.28.4. Contract execution, Billing and Payments shall be carried out from the Corporate

Head Office of HLL. All interactions regarding the execution of the contract,

submission of bills and correspondence on any matter shall be done with the

designated Project Manager or designated Manager.

6.28.5. HLL will release payments based on milestones of work completion as indicated

in the table below:

Sl

no

Description % of Price Payable

A Supply of ERP and other related software

1 Upon supply and installation/ activation of ERP

(including third party) application, related software,

data base etc. (in staggered manner based on number

of licenses procured)

80%

2 On issue of Stabilization Acceptance Certificate

(SAC) or 15 months from the date of award of

contract whichever is later.

10%

3 On Final Acceptance of the ERP Solution on

successful completion of PG period

10%

B Installation of Computer Centre Components

1 Upon installation of equipment / facilities - Payment

for installation of respective equipment / facility

(wherever the price break up of individual items are

available) as per the % (given alongside) cost of

installation & commissioning as per the price

80%


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schedule. (Separate invoices are to be submitted for

cost of installation & commissioning.)

2 At the end of the Stabilisation Period after issuance of

stabilization acceptance report.

10%



10%

C2 ERP Implementation Services

The Value of ERP Implementation Services are released in 8 parts on completion of

respective activities as given below

1 Acceptance of As-Is Report 5%

2 Acceptance of Business Blueprint Document 10%

3 Completion of Final Conference Room Pilot 10%

4 Completion of User Acceptance Testing 15%

5 Completion of Training 15%

6 Completion of Go Live Acceptance 20%

7 At the end of the Stabilisation Period after issuance of

stabilization acceptance report.

15%



10%

E ATS for ERP and other related software

1 Pro-rata Quarterly ATS at the end of every quarter on

calendar year basis

100%

F AMC for ERP and other related software

1 Pro-rata Quarterly AMC at the end of every quarter on

calendar year basis

100%

6.29 Waiver

Failure of HLL to insist upon strict performance of any terms and conditions of the contract

will not be deemed a waiver of any rights or remedies that HLL may have and will not be

deemed a waiver of any subsequent default under the terms and conditions of the contract. No

right or remedy of HLL will be exclusive of any other right or remedy and HLL will have all

the rights and remedies given under the contract and now or hereafter existing in law or by

statute. The shipping or delivery by the Bidder/Consortium or receiving of or payment by

HLL for the work under this contract will not be deemed a waiver of any rights for any prior

failure by the Bidder/Consortium to comply with any of the provisions of the contract.


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6.30 Employees of HLL Not Individually Liable

No Director or official or employee of HLL shall in any way be personally bound or liable for

the acts or obligations of HLL under the contract or answerable for any default or omission in

the observance or performance of the acts, matters or things which are herein contained. The

Bidder/Consortium shall not be entitled to any increase on the scheduled rates or any other

rights or claims whatsoever by reason of any representation, explanation, statement or alleged

understanding, promise or guarantees given or to have been given to him by any person.

6.31 Workplace/Facilities for Bidder/Consortium‟s Site Office

6.31.1. Suitable workspace in the respective sites/offices may be provided to the

Bidder/Consortium subject to the availability, free of charge. However, providing

such space and store is for the smooth execution of contract and non provision of

such space does not bind HLL and make HLL liable to the Bidder/Consortium in

any manner except as specifically provided in the contract terms. HLL is not

liable for any loss or damage to the Bidder/Consortium‟s equipment/material as a

result of variation in voltage or frequency or interruption in power supply or other

loss to the Bidder/Consortium arising there from.

6.31.2. HLL will supply electric power 220/440V, 3 phase/single phase, 50 cycles from

the nearest established substation free of cost, for the site works and approved site

offices. Only one outlet will be provided from the point of supply.

6.31.3. Though efforts will be made by HLL to maintain regular power supply, HLL

shall not be responsible for any failure in power supply and any consequences

arising there from. The Bidder/Consortium shall obtain the approval of the

Project Manager/HLL for installation of machinery and electric power supply

connection to them. The contractor shall be responsible for any defect therein.

Any defects pointed out by HLL in the distribution system shall be rectified

forthwith to the satisfaction of Project Manager by the Bidder/Consortium, failing

which the power supply may be cut off by HLL/Project Manager.

6.32 Residential Accommodation

No boarding /lodging will be provided by HLL to the staff of Bidder/Consortium. The same

has to be arranged by the successful Bidder/Consortium at its own cost.


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6.33 Transportation

6.33.1. Bidder/Consortium shall make its own arrangements for movement of human

resources and equipment within and outside the sites/units/offices at the various

locations covered by the Contract.

6.33.2. The quoted amount shall also include all expenses towards travel to various

places / destinations in India in connection with completion of work.

6.34 Bidder/Consortium‟s Staff and their Conduct

6.34.1 The Bidder/Consortium on award of work shall deploy qualified professionals as

designated in the scope of the Contract for implementing ERP Solution. At any

time in the opinion of the Project Manager, any additional, qualified, experienced

engineer is considered necessary; they shall be deployed by the

Bidder/Consortium without any additional charge. The Bidder/Consortium shall

ensure to the satisfaction of the Project Manager competent and efficient

supervision of the Implementation of ERP Solution.

6.34.2. If any of the Bidder/Consortium‟s employee, in the opinion of Project

Manager/HLL, be guilty of any misconduct or be incompetent or insufficiently

qualified or negligent in the performance of their duties or that in the opinion of

the Project Manager, undesirable for administrative or any other reasons, for such

person(s) to be employed for providing desired services, then at the directions of

the Project Manager the Bidder/Consortium shall at once remove such person (s)

from the site (Works). Vacancy so created shall be immediately filled at the

expense of the Bidder/Consortium by a qualified and competent substitute.

Should the Bidder/Consortium be requested to repatriate any person or removed

from this contract, he shall do so and shall bear all costs in connection therewith.

6.34.3. The Bidder/Consortium shall be solely responsible for the proper behavior of his

employees and staff employed by him/deputed by him to provide ERP Solution.

The Bidder/Consortium shall exercise proper degree of control over them and in

particular without prejudice to the said generality the Bidder/Consortium shall be

bound to prohibit/prevent any of his employees (as stipulated above) from

trespassing or acting in anyway detrimental or prejudicial to the interest of the

community or the properties or occupiers of land or properties in the

neighborhood. In the event of such trespassing, the Bidder/Consortium shall be

responsible for all consequent claims or actions for damages or injury or any

other grounds whatsoever. The decision of the Project Manager upon any matter

arising under this clause shall be final.


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6.34.4. All Bidder/Consortiums‟ personnel entering HLL‟s premises shall be properly

identified by badges of a type issued by HLL as per prevailing rules and must be

worn at all times on HLL‟s premises.

6.34.5. It is made clear that no relationship of employer and employee is created between

HLL and the Bidder/Consortium‟s resident engineers, employees and no claim

for employment of any such personnel shall be tenable or entertained

6.35 Security, Statutory and Safety Regulations

6.35.1 The Bidder/Consortium shall abide by all the safety and security regulations of

HLL in force and promulgated from time to time and other statutory

requirements. The Bidder/Consortium shall be responsible for the safety of all

employees and/or workmen employed or engaged by them on and in connection

with the work and shall report to HLL and other local authorities concerned all

cases of accidents howsoever caused and wherever occurring on the works and

shall make adequate arrangements for rendering immediately all possible aid to

the victims of the accidents.

6.35.2 HLL shall not be in any way held responsible for any accident or damages

incurred and claims arising there from during the period of installation, testing,

commissioning and stabilizing ERP solution. The Bidder/Consortium shall be

responsible for following the provisions of all safety laws and rules made there-

under and other statutory requirements at his own cost.

6.35.3 The Bidder/Consortium shall arrange to obtain from HLL the required gate pass

for entry and exit to HLL‟s Plant site and other protected areas for each one of its

engineers/specialists, representatives/ agents, supervisors, workmen and staff as

per HLL‟s prescribed procedure and format. Each entry and exit gate pass shall

contain the photograph of the person concerned. In the event of loss and/or

damage to the gate passes, the Bidder/Consortium shall pay to HLL the

prescribed penalty before a new entry and exit gate pass can be issued.

6.35.4 The Contract shall be governed by the following provisions for enforcing safe

custody and proper use of gate passes: All engineers/specialists,

representatives/agents, supervisors, workmen and staff of the Bidder/Consortium

shall posses the entry and exit gate pass issued from the security department on

the recommendation of the concerned officer / Engineer. Security department and

the concerned officer/ engineer shall have the right to refuse the entry and exit

gate passes to any worker or representatives of the Bidder/Consortium without

assigning any reason.


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6.35.5 Permission to enter the plant site to any engineers/specialists, representatives/

agents, supervisors, of the Bidder/Consortium may be suspended or withdrawn at

any time by the Security Department or the concerned officer/engineer without

assigning any reason.

6.35.6 The Bidder/Consortium shall ensure that any entry and exit gate pass issued to

their workers or representatives by HLL is not misused by unauthorized persons

for entry into plant area or in specified areas inside the plant.

6.35.7 It shall amount to breach of rules and regulations regarding entry into the

prohibited area by the Bidder/Consortium in case entry and exit passes issued on

their demand are found to be misused by any unauthorized persons. The

Bidder/Consortium and their defaulting employees shall be liable for legal action

against them for breach of rules regarding entry into the plant area.

6.35.8 Entry into Construction areas fenced out and segregated from Operating Units

shall be regulated by a procedure separately to be laid by the HLL from time to

time.

6.35.9 The Bidder/Consortium shall register all equipment that may be taken inside the

Plant area in order to facilitate the issue of exit gate permits for such items to be

taken out after the completion of Work.

6.35.10 The Bidder/Consortium shall not employ for the purpose of the Work, any person

below the age of 18 years. HLL shall have the right to decide whether any person

employed by the Bidder/Consortium is below the age limit, and to refuse to allow

any person, whom he considers to be under-aged to be employed by the

Bidder/Consortium.

6.35.11 Factories Act, 1948: The Bidder/Consortium shall follow the provisions of Indian

Factories Act and all rules made there under from time to time as applicable, and

shall indemnify HLL against all claims of compensations under the provisions of

the Act in respect of workmen employed by the Bidder/Consortium in carrying

out the works and against all costs and expenses or penalties that may be incurred

by HLL in connection therewith.

6.36 Employees Provident Funds and Miscellaneous Provisions

Act 1952 & Employees State Insurance Act 1948

6.36.1 The Bidder/Consortium shall ensure strict compliance of provisions of the

Employees‟ Provident Funds and Miscellaneous Provisions Act 1952 and the

schemes framed there under so far as they are applicable to their establishments


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and agencies engaged by them. The Bidder/Consortium also required

indemnifying HLL against any loss or claims or penal damages whatsoever

resulting out of non-compliance on the part of the Bidder/Consortium with the

provisions of the aforesaid Act and the Schemes framed there under.

6.36.2 The Bidder/Consortium agrees to and does hereby accept full and exclusive

liability for the compliance with all obligations imposed by Employees State

Insurance Act, 1948, and the Bidder/Consortium further agrees to defend,

indemnify and hold HLL harmless from any liability or penalty which may be

imposed by the Central, State or local authority by reason of any alleged violation

by Bidder/Consortium of the Employees‟ State Insurance Act, 1948 and also

from all claims, suits or proceedings that may be brought against HLL arising

under, growing out of or by reason of the work provided for by the Contract

whether brought by employees of the Bidder/Consortium, by third parties or by

Central or State Government authority or any political sub-division thereof.

6.36.3 The Bidder/Consortium agrees to file with the Employees State Insurance

Corporation, the Declaration forms and all forms which may be required in

respect of the Bidder/Consortium‟s employees whose aggregate remuneration is

within the specified limit and who are employed in the work provided or those

covered by ESI Act under any amendment to the Act from time to time.

6.36.4 The Bidder/Consortium agrees to maintain all records as required under the Act

in respect of employees and payments. Any expenses incurred for the

contributions, making contribution or maintaining records shall be to the

Bidder/Consortium‟s account.

6.36.5 HLL shall, if required, may retain such sum as may be necessary from the total

contract value until the Bidder/Consortium shall furnish satisfactory proof that all

contributions as required by the Employees State Insurance Act, 1948, have been

paid.

6.36.6 Workmen Compensation and Employees Liability Insurance shall remain the

responsibility of the Bidder/Consortium.

6.37 Bidder/Consortium Responsibility with Other Agencies

6.37.1 Without repugnance to any other condition, it shall be the responsibility of the

Bidder/Consortium not to divert or withdraw the people working for ERP

solution for any other Service Contract with HLL No claim shall be entertained

on account of above.

6.37.2 The Bidder/Consortium shall conform in all respects with the provisions of any


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statutory regulations, ordinances or byelaws of any local or duly constituted

authorities or public bodies which may be applicable from time to time to the

consulting services work.

6.38 Other Agencies at Site

The Bidder/Consortium shall have to execute consultancy services in such place and

condition where other agencies will be engaged for other works or similar works etc. No

claim shall be entertained due to services/work being executed in the above circumstances.

6.38.1 Patents, Royalties, Rents And Licenses

All charges on account of royalty, tollage, rent, license fee, entry tax or sales tax

and/or other duties or any levy on spares and equipment obtained for the ERP

implementation or part thereof (excluding those provided by HLL) shall be borne

by the Bidder/Consortium.

6.38.2 Liens

If at any time should there be any evidence or any lien, claim for which HLL

might become liable, which is chargeable to the Bidder/Consortium, and then

HLL may pay and discharge the same and deduct the amount so paid from any

amount which may be or may become due and payable to the Bidder/Consortium.

If any lien or claim remains unsettled after all payments are made, the

Bidder/Consortium shall refund or pay to HLL the cost of such lien or claim

including all payments and reasonable expenses. HLL reserves the right to the

same.

6.38.3 No Compensation in Case of Change of Location of Site Office

Changes of location of site/offices do not invalidate the contract and

Bidder/Consortium shall have no claim for any compensation for such changes.

6.39 Other Terms and Conditions

6.39.1 The Bidder/Consortium is required to enter into agreement after submission of

Performance Guarantee.

6.39.2 Should HLL at any time require the Bidder/Consortium to do any work beyond

what is provided under this agreement, the Bidder/Consortium shall undertake to

do such additional work for an additional remuneration to be mutually agreed

upon.

6.39.3 HLL may make modifications/revisions/changes/deletions in the scope of work

from time to time and the same shall be complied with by the Bidder/Consortium


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on mutually agreed terms and conditions

6.40 Profile of Teams

The Bidder/Consortium 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 minimum qualification and work experience.

a. Project Manager: Minimum Three (3) ERP implementation full cycle

experience which include at least one Implementation experience in Pharma

/medical devices manufacturing industry as project manager.

b. Change Management Lead: Minimum two (2) project experience in ERP led

Change management.

c. Functional Integration Lead: Minimum two (2) ERP implementation full cycle

experience on different modules of the offered product suite which includes

implementation experience in an integrated healthcare/pharma manufacturing

industry.

d. Functional Leads: Minimum two (2) ERP implementation full cycle experience

on the offered product suite which includes India localization experience in the

relevant modules.

e. Technical Leads – Interfaces: Minimum One (1) ERP implementation cycle

experience for the offered product which includes experience with implementing

interfaces to legacy applications.

f. Technical Leads – Database Management: Minimum two (2) full cycle

experience with the same ERP product suite and localization requirements.

The Bidder/Consortium shall submit the details of experience as per the format in Form #8.2

and Form # 8.3.

Should the profile of any personnel be not acceptable to HLL, HLL will require the Bidders to

suitably replace such personnel. They are to be assigned to the project on full time basis. The

key personnel as deployed for the project by the bidder will in no case claim any regular

employment in HLL, and their PF, Gratuity and statutory liabilities will be borne by the

Bidders. The staffing and reporting hierarchy within the team should be clearly defined and

communicated to HLL

If the Bidder/Consortium, in the judgment of HLL, has engaged in corrupt or fraudulent

practices in competing for or in executing the Contract, including but not limited to willful

misrepresentation of facts concerning the experience of the proposed team members of the


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project, then, HLL may, without prejudice to any other rights it may possess under the

Contract, give a notice to the Bidder/Consortium stating the nature of the default and

requiring the Bidder/Consortium to remedy the same. If the Bidder/Consortium fails to

remedy or to take steps to remedy the same within fourteen (14) days of its receipt of such

notice, then HLL may terminate the Contract forthwith by giving a notice of termination to

the Bidder/Consortium.

HLL reserves the right to:

(1) Have a formal / informal interview of the candidates to ascertain their suitability.

(2) To ask for replacement of a candidate if he is found to be unsatisfactory in his work during

implementation

Consultants Replacement

ERP implementation partner should give an undertaking that it will not re-allocate consultants

during implementation without explicit permission from HLL. If the employee is parting from

the implementing company, implementers should inform HLL at least a month in advance.

Implementers should get replacement at least three weeks before the consultant leaves HLL

site. Implementers should ensure that the new consultant is sufficiently trained on HLL issues

so that he can smoothly take over.

6.41 Changes to the “ERP Solution”

6.41.1 Introducing a Change

6.41.1.1 HLL shall have the right to require the Bidder/Consortium from time to time

during the performance of the Contract to make any change, modification,

addition, or deletion to, in, or from the “ERP SOLUTION” (interchangeably

called “Change”), provided that such Change falls within the general scope of the

“ERP SOLUTION” and does not constitute unrelated work, and is technically

practicable, taking into account both the state of advancement of the “ERP

SOLUTION” and the technical compatibility of the Change envisaged with the

nature of the “ERP SOLUTION” as originally specified in the Contract.

6.41.1.2 The Bidder/Consortium may from time to time during its performance of the

Contract propose to HLL (with a copy to the Project Manager) any Change that

the Bidder/Consortium considers necessary or desirable to improve the quality or

efficiency of the “ERP SOLUTION”. HLL may at its discretion approve or reject


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any change proposed by the Bidder/Consortium.

6.41.1.3 Notwithstanding Clauses 6.41.1.1 and 6.41.1.2, no change made necessary

because of any default of the Bidder/Consortium in the performance of its

obligations under the Contract shall be deemed to be a Change, and such change

shall not result in any adjustment of the Contract Price or the Time for

Stabilization Acceptance. The procedure on how to proceed with and execute

Changes is specified in Clauses and 6.41.3

6.41.2Changes originating from HLL

6.41.2.1 If HLL requires a Change pursuant to Clauses 6.41.1.1, it shall send to the

Bidder/Consortium a “Request for Change Proposal,” requiring the

Bidder/Consortium to prepare and furnish to the Project Manager as soon as

reasonably practicable a “Change Proposal,” which shall include the following :

o brief description of the Change;

o impact on the Time for Achieving Stabilization Acceptance;

o estimated cost of the Change;

o effect on Performance Guarantees (if any);

o effect on any other provisions of the Contract.

6.41.2.2. The pricing of any Change shall be as far as practicable, calculated in

accordance with the rates included in the Contract. If the nature of the Change is

such that the Contract rates are inequitable, the parties to the Contract shall agree

for a mutually acceptable price for valuing the Change.

6.41.3 Changes originating from Bidder/Consortium

If the Bidder/Consortium proposes a Change pursuant to Clause 6.41.1.2, the

Bidder/Consortium shall submit to the Project Manager a written “Application for

Change Proposal,” giving reasons for the proposed Change and including the

information specified in Clause 6.41.2.1. Upon receipt of the Application for Change

Proposal, the parties shall follow the procedures outlined in Clauses 6.41.2.1 and

6.41.2.2, except that the words “Change Proposal” shall be read, for the purposes of

this Clause 6.41.3 as “Application for Change Proposal.”


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7

Annexure


Page 163 of 323

7.1Annexure # 1.a Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Proposed Integrated Application Vendor (OEM)

Sl

no. Description

Supporting

documents

1

Should have been offering its solution to Government / Public

Sector Units for more than 7 years in India

Self certification

from OEM/

contract copy

dated 2001/2002

of client

2

Integrated Application Vendor‟s average annual turnover for the

past 3 years from the offered enterprise solutions should be more

than Rs. 500 Crore in India. Documentary proof to be submitted for

the same.

Audited Annual

Financial

statements for the

last 3 years/ letter

from Charted

Accountant

3

Integrated Application Vendor should have development centers in

India employing more than 500 developers doing development

Integrated Application Vendor should also have 24/7 x 365 days

support centre located in India with minimum 100 + support team

members. The following support service should also be included as

part of annual maintenance:

SLA based support

Quality checks

Go live checks

Self certification

from OEM

4

Integrated Application Vendor should be ready to maintain 24 hrs

response time service level to start attending the highly critical

issues reported

Self certification

from OEM

5

The Integrated Application provided shall be able to be

implemented by leading System Integrators without depending on

Application Vendor. If the HLL wants the participation of

Application Vendor (OEM) to support the implementation, OEM

should be ready to participate in the implementation.

Self certification

from OEM

6 Integrated Application Vendor should also have a solution Self certification


Page 164 of 323

implementation division with the minimum team size of 150 in

India.

from OEM

7

The Integrated Application provided should be able to be

maintained by leading System Integrators without depending on

Application Vendor.

Self certification

from OEM

8

The application vendor should have at least one authorized training

center in Thiruvananthapuram or in Chennai or in Bangalore which

provides training on Vendor software and provides certification

service on the proposed solution.

Self certification

from OEM

9

Since the company has a large workforce, the proposed payroll

solution should be in use in atleast 5 Indian Govt. Dept / PSU

where atleast 2,000 payroll records are being used. These Indian

PSU/ Govt Dept should have atleast 200 ERP users (excluding ESS

& Payroll) in production

Self certification

with Contract

agreement/ PO

copies/ letter from

customers


Page 165 of 323

7.1Annexure # 1.b Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Proposed Integrated Application (Software)

Sl

no. Description

Supporting

documents

1 India presence : ERP product company should be a registered

company with an established set up in India

Documentary proof

2

Bolt-on: Should offer all the above said functions as a single

application. No “Bolt-on” for the following major functional areas

Finance & Accounts


HR and Payroll

Production Planning Control


Costing

Purchase and Store

Production

Projects management

Quality Assurance

Marketing and logistics

Self certification from

OEM

3

Natively integrated: Should have all the functions above as

natively integrated applications on a single interoperable open

platform and not the integration of multiple products and

overlapping middle ware.


OEM

4

OS support: Should support -all of the Operating System-

Microsoft Windows, Solaris, UNIX, Linux and the proposed

integrated application should be capable of supporting all standard

Databases like SQL, Oracle & DB2. Software vendor should

furnish an undertaking that their proposed solution ( all modules )

run on SQL , DB2, Oracle databases


OEM

6

User management: Should provide wide range of security

features such as Authentication, Single Sign-On (SSO),

Authorization and Integrated User management.


OEM

7 Source code: Source code should come along with the application. Self certification from


Page 166 of 323

Source code should be part of deliverable. Escrow option is not

acceptable.

OEM

8

Product Implementation Experience: The offered ERP product

must be similar to or in form improved or updated and of latest

version which has been successfully implemented within the last

five years (2004 and after) presently in use in at least five

organizations in India, out of which atleast one should be from a

Pharma /medical devices manufacturing industry, with 200 or more

named ERP user per implementation excluding employee self

service users.


OEM/ contract copy of

client

9

India Specific Product Functionality and Experience: The

offered ERP product should have been installed in atleast five

organizations in India where India specific functionalities in

Taxation (direct and indirect), Human Resources and Payroll and

Materials have been implemented.

Testimonials regarding

satisfactory

performance from the

5 clients shall be

submitted

10

Integration with non- ERP application : The offered ERP

product should have standard interface adapter available for

integrating non-ERP applications, not restricted to, punching

system and quality testing software. The bidder shall demonstrate

the successful deployment of these interfaces in atleast two

installations.


OEM

11 Proposed ERP should support real time data flow between various

solution components/modules


OEM

12 Proposed ERP should provide implementation, administration and

operational tool seamlessly integrated with the ERP


OEM


Page 167 of 323

7.1Annexure # 1.c Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Implementation Partner (System Integrator)

Sl

no. Description

Supporting

documents

1

ERP Implementation experience: The offered ERP product must

have been successfully implemented (End to End implementation)

by the implementation partner in at least three organizations

project costing more than INR 8 crore each during last 3 years (fin

year 2006-07,07-08,-08-09). Atleast one out of the three should

have been in a continuous process industry, preferably in a Pharma

/ Medical Devices manufacturing industry, with an ERP user base

of 200 or more users per implementation (named ERP users ,

excluding Employee Self Service and payroll users) These clients

should have minimum of 2000 employees on their role.

Implementations experience in central PSU will have added

weightage.

End to End implementation is defined as any implementation

comprising the entire project life cycle including post go live

support wherein modules covering the following functional areas

(but not limited to) have been implemented;

Finance, Costing & Accounts


HR and Payroll

Production Planning Control


Purchase and Store

Production

Projects management

Quality Assurance

Marketing and logistics

Contract copy of

client


Page 168 of 323

The qualifying projects must be on the quoted ERP product

2

India Presence: The applicants should have at least 500 technical-

trained employees on its payroll as on 31st July 2009 and should

also have its Delivery Centre or Research and Development Centre

in India. Out of which 100 employees are trained on the quoted

ERP product providing implementation support, configuration,

customization, testing, user acceptance, training, hand holding and

application support activities

Self certification

from Bidder/

consortium

3

Turnover: The company‟s turnover for the last three financial

years should be atleast INR 200 Crore for each of the three years

from delivery, configuration, installation and implementation of an

ERP. Associated services could also be counted as a part of this.

Audited Annual

Financial

statements for the


from Charted

Accountant

4

Net worth: Should have a positive net worth in each of the last

three years.

Audited Annual

Financial

statements for the


from Charted

Accountant

5

Quality certification: The Implementation Partner should have a

valid SEI CMMi level 4/ 5 certification.

Copy of awarding

latter

6

Vendor accreditation : The implementation Partner should have

the Partner certification from the Vendor for the offered ERP

product

Authorization

letters from the

OEM

7

Customer Satisfaction: Testimonials regarding successful

implementation and performance from the 3 clients in India, where

the implementation partner has implemented the offered ERP

product successfully (as in Point 1 above), shall be submitted.

Successful

completion letter

from client


Page 169 of 323

8

Govt. of India/PSU blacklisting : Should not have been

blacklisted by Govt. of India/ Central PSU‟s

Self certification

from Bidder/

consortium

9 Multi location : Atleast one implementation of the quoted product

with multi location (3 locations or more)

Contract copy of

client

10

The bidder should have direct authorization from the Original

Equipment Manufacturer (OEM) for selling and supporting the

components offered.

-Direct

Authorization

letters from the

OEMs. The

authorization

letters on OEMs

letter heads in

original should

not be more than

1 year old.


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7.2Annexure # 2 Existing Business Processes-Overview

Corporate Head Office (CHO)

Strategic Planning

Preparation and review of Annual Plan

Carrying out due diligence for acquisition

Opportunity Assessment Study

Logistics

Manage Domestic Logistics of Brands

Appointment of C & F Agents

Activities of C & F Agents

Manage Distributors

Coordination Activities of Logistics Department

Manage Trading products

Manage Social Marketing Sales

International Business Unit (IBU)

Prepare International business Plan

Receipt of an Export order

Organise and Accomplish Export order

Manage Export Logistics

Finalize Prices for Export Products

Appointment of Distributors

Manage Regulatory Affairs and product registration

Commercial

Appointment of C & F agents Panel

Exports Documentation & Export Logistics

Preparation / Renewal of SMO agreement

Manage Export Incentives / Benefits & Other Activities

Corporate Quality Assurance (CQA)

Manage activities of CQA

Corporate Finance


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Cash Management

Accounts and Consolidation

Planning and Budgeting

Asset Management

Project Finance

Insurance Premium

Expense Claim

Working Capital Management

Payroll

Audit

Insurance Claim- Medical

Human Resource at CHO

Training

Performance Management System

Recruitment

Attendance and Leave system

LTC Availing and Encashment

Joining and Relieving

House Building / Maintenance advance, Vehicle Loan

Promotion and Pay Fixation

Salary Advance

Lease facility

Mediclaim and Medical Reimbursements

Apprentice Recruitment

Transfers and Postings

Project Management

Project Management

Peroorkkada Factory, Thiruvananthapuram (PFT)

Purchase

Manage Purchase process

Manage Direct/Local/International/packing material Purchase process

Manage Other Allied purchase Activities


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Manage Vendors

Stores

Manage Stores Inward receipts

Manage Raw Material (Chemicals/Latex/Packing material)

Manage Engineering Stores

Manage Stationery stores

Manage Stores Local Purchase

Manage Non Moving items

Manage Rejects

Manage Finished Goods receipt

Production Planning & Control

Manage the activities of PPC

Production Planning for PFT & KFB

o Frequency : Yearly / Monthly / Based on change in priorities

Preparation of the consolidated production report

Contract review for the branded schemes

Handling the legal aspects

Material Planning and Control (MPC)

Manage the activities of MPC

Preparation of Material Budget / Annual Indents / Procurement Advice

Monitoring Review and Control of Materials:

Manage the Transfer of Materials to other Units

Arranging Printing on Material in Stock

Production

Overview of Production Department - PFT

The production department of the PFT is handling the production of male

contraceptive condoms. The production process of male contraceptive condoms can

be categorized under.

a) Primary production and

b) Secondary production.


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The operations of Effluent Treatment Plant and Biogas plant also are under primary

production department. The production process starts from primary production

operations, which consists of compounding of raw latex, moulding and

vulcanizing/powder finishing of condoms. There are totally 10 moulding machines in

3 plants of Peroorkada Factory, Thiruvananthapuram, namely M1, M2, M3,

M4,M5,M6 MA, MB, MC and MD. Out of the 10 moulding machines eight machines

are of Japanese technology (M1, M2, M3, M4, M5, M6 MA, MB) and two machines

are of German technology (MC, MD).

The secondary production department comprises of the Electronic Testing

Department (ETD) & Packing section. The function of the Electronic Testing

department is to test and roll up the condoms in Electronic Pinhole Testing Machines.

Electronic Testing department receives condoms manufactured by HLL Lifecare

Limited and passed by Half Product Quality Assurance (HPQA) for testing in EPT

machines.

The quality approved condoms from the HPQA is moved to the packing section

where the condoms are packed in primary as well as in secondary cartons.

Material Planning for Primary Production

Manage Compounding Process

Manage Moulding, Dehydration & Vulcanizing

Manage ETD activities

Manage Packaging Activities

Quality Assurance & Quality Control (QA &QC)

Overview of Quality Assurance Department - PFT

The PFT Quality Assurance department is responsible for checking the quality of the

male contraceptive condoms produced in PFT. Based on the functions handled, PFT

Quality Assurance department can be categorized into three different sections

1) HP & ETD Online (Half product & ETD Online)

2) FP (Full Product)

3) Auditing & Tendering

Manage HP & ETD Online


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Manage Full Product Quality Assurance

Manage Auditing & Tendering of Condoms

Plant Maintenance

Manage Preventive Maintenance

Manage Breakdown Maintenance

Manage Shut down Maintenance

Manage Utilities Operations and Maintenance

Maintenance Budgeting

Manage Contractor Services

Material Testing Lab

Manage activities of MT Lab

o Inspection of the incoming raw materials

o Inspection of the raw materials ( Shop floor)

o In-process Inspection

o Inspection of the packing materials

o Vendor Development

o R& D Activities

Sales

Manage Government supply sales and sales

Manage Transporters

Manage Branded products logistics

Coordinate Export logistics

Manage Scrap Disposal

Finance

Cash Management

Cost Management

Expense Claim

Payroll

Procure to Pay


Works

Asset Management


Page 175 of 323

Payment and Receivables

Scrap Sale

MIS

Human Resource

Training


Recruitment





Leave encashment

Mediclaim

Medical Reimbursement

Personal Accident Claim

Tender Documentation

Contract Management

Vehicle Management

Salary Advance

Akkulam Factory, Thiruvananthapuram (AFT)

Purchase




Manage Vendors

Stores


Manage Raw Material (Chemicals/Latex/Packing material)


Manage Stationery stores

Manage Stores Local Purchase

Manage Non Moving items


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Manage Rejects

PPC & MPC

Managing Production & Material Planning

Production Planning and Control

Production Planning for AFT (Blood bags)

Orders review for blood bags

Material Planning and Control

Preparation of Material Budget / Annual Indents / Procurement Advice

Monitoring Review and Control of Materials

Production

Overview of Production Department - AFT

HLL Lifecare Limited‟s Aakulam plant manufactures following medical devices

a) Blood Bags,

b) Copper - T,

c) Hydrocephalus Shunts,

d) Surgical Sutures,

e) Tissue Expanders and

f) Tubular Rings.

The manufacturing facility has class 10000 and class 100 clean areas. The facility is

certified for conformance to ISO 9001, WHO GMP and ISO 14001. The Clean areas

are split in to 4 main production areas as;

Area 1 - Blood Bags manufacturing section

Area 2- Copper- T manufacturing section

Area 3 - Surgical Sutures manufacturing section

Area 4- Shunts, Tissue expanders and Tubular rings

Apart form the above clean area manufacturing, there is a moulding section which

produces components which is used for various other sections for manufacturing.

The annual installed capacity of this unit is 5 million pieces for Blood Bags, 5.5

million pieces for Copper T 10,000 pieces for Shunts, 2000 pieces of Tissue

Expander, 1.5 million pieces of Surgical sutures and 5 million pieces of Tubular Ring.

Manage Moulding Section

Manage Blood bags Production


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Manage Surgical Sutures Production

Manage Copper –Tee Production

Manage the Production of Shunt

Manage the Production Tissue Expander

Manage the Production Tubal Rings

Quality Assurance Department Process

Overview of Quality Assurance Department

The AFT Quality Assurance department is responsible for the quality of the Medical

devices produced in AFT. Major activities handled by the QA department are

Incoming Inspection, In process Inspection, Final Product Inspection, Control of non-

conforming product, Customer complaint handling / Analysis of Sales Return,

Coordinating tendering (for Govt. orders) and external inspections (as per customer

requirement), GMP audit / Review of QMS, SHE & OHSAS implementation in the

plant, Product label, Packing material Artwork development, Modification, Testing

and Approval, Handling the legal aspects in terms of maintaining various licenses in

the plant, Product Improvement activities, Laisoning with marketing department for

product specification change, incorporation of new features based on the customer

requirements etc.

Manage Various Inspection activities

Manage Customer Complaint Analysis

Manage Artwork Approval

Auditing & Tendering of final products

Manage Vendor Development

Plant Maintenance


Manage Breakdown maintenance

Utilities maintenance

Maintenance budgeting

Manage Contractor services

Sales

Manage Government supply sales


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Manage Transporters

Manage Branded Product Sales

Coordinate export logistics

Manage Scrap disposal

Finance

Cash Management

Cost management

Expense Claim

Payroll

Procure to Pay


Works

Asset Management

Payment and Receivables

Sale of Asset/Scrap

MIS

HR

Induction and Training


Recruitment

Transfer




Mediclaim

Increments

Confirmation and Placement of Trainees



Project management

The Projects Team in AFT handles all brown field projects.


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Kanagala Factory, Belgaum (KFB)

Purchase




Manage Vendors

Manage trading activities

KFB Stores


Manage Raw Material


Manage Stationery request

Manage stores local purchase requests

Manage non-moving items

Manage finished Rejects

Manage goods receipt

Production Planning & Control (PPC)

Manage the activities of PPC

o Production Planning for KFB (Condoms)

o Production Planning for OCP / WHC & BDU:

o Preparation of the consolidated production report (for Condom, OCP, WHC)

Process Description MPC:

o Preparation of Material Budget / Annual Indents / Procurement Advice

o Monitoring Review and Control of Materials

o Manage the Transfer of Materials to other Units

Production

Manage BDU Production

Manage Material Planning of OCP

Manage OCP Production

Overview of Production Department

Material Planning for Primary Production

Compounding


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Moulding, Dehydration & Vulcanizing

Manage ETD activities

Packaging

Quality Control & Quality Assurance (QC&QA)

Overview of Quality Assurance Department - KFB

The KFB Quality Assurance department is responsible for the quality of the Pharma

products & Medical devices produced in KFB.

Manage Various Inspection activities

Customer Complaint Analysis

Manage Artwork Approval

Auditing

Manage Vendor Development

Overview of Quality Control Department

The KFB Quality Control department is also responsible for checking the quality of

the male contraceptive condoms produced in KFB. There are three important

functions handled by the QC with respect to condoms.

1. HPQC

2. FPQC

3. Pre dispatch inspection and

4. Tendering.

HPQC

FPQC

Manage activities of QC (OCP /BDU) & Lab

Tendering of Condoms

Plant Maintenance



Manage Shut down Maintenance

Manage Utilities Operations and Maintenance


Manage Contractor Services


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Sales

Manage Government supply sales

Manage Transporters

Manage Branded Product Sales

Coordinate export logistics

Manage Scrap disposal

Finance

Bill payment

Cash management

Annual Costing

Expense claim

Payroll

Accounting for Trading Products

Capital Budget

Works

Asset Register Management

Inter unit reconciliation

New product Costing

Sales Accounting

Releasing SD/EMD

Statutory Returns

Insurance

Human Resource

Training


Recruitment




House Building /Maintenance advance, Vehicle Loan

Increments

Leave encashment

Mediclaim


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Tender Documentation

Contract Management

Vehicle Management

Confirmation of Trainees / Employees

Transfers

Project management

Research and Development (R&D)

Central Marketing Office, Chennai (CMO)

CMO Finance Overview

The Marketing finance handles all the financial transactions pertaining to the

Marketing office. Major processes include „order to cash‟ for export, CFA/Depot

sales and Social Marketing and „Collection accounting‟ for the company.

Export Finance

Order to Cash Trading Products

Order to Cash Social Marketing Products

Collection Accounting for Exports

Marketing Processes at CMO

Women‟s Health Division

The Women‟s Health Division of HLL Lifecare Limited focuses on the following

products

- Contraceptives

- Manual Termination of Pregnancy MTP

- Infertility

- Antenatal Care

- Vaccines

All products marketed by WHD are prescription products and are thus promoted to

doctors by a team of sales and marketing personnel.

Rural Marketing Group


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The Rural Marketing Division is part of the Consumer Products Division of HLL

Lifecare Limited and focuses on the sale of the Social Marketing Brands of the

company.

Health Care Division

The Health Care Division of HLL Lifecare Limited focuses on the sale of Hospital

Products under the brand “HiCare” The main product groups under HCD are

- Transfusion Services

- Wound Care

- Injection Safety

- Hospital Products

Consumer Business Division

The Consumer Business Division of HLL focuses on the sale of the Over-the-counter

(OTC) Brands of the company. CBD includes products sold through conventional

retail outlets (similar to FMCG products), social marketing brands marketed through

Rural markets group (includes brands like Ustad, Mala-D) as well as products

marketed through modern retail outlets. Modern Trade Outlet

Modern Trade Outlets

Modern Trade Outlets Group focuses on organized retail outlets wherein the end-

consumer has the option of picking up items directly off the shop shelves. Organized

Retail is considered to be the format in which most of the shopping will be in done in

the future.

Kakkanad Factory, Cochin (KFC)

Kakkanad Factory of HLL Lifecare Limited at Kochi (KFC) is a relatively younger

entrant to HLL Lifecare Limited units and is set up at the CEPZ to avail of

concessions offered to export oriented units.

Operations of KFC are centered on female condoms and testing and packing facility

for male condoms.

Manesar Factory, Gurgaon (MFG)

Operations of MFG


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Manesar factory in Gurgaon manufactures pregnancy test kits and has licenses to

manufacture 48 other test kits. The brands manufactured by MFG are as follows;

a) NISHCHAY

b) Make Sure

c) P Test.

In the above NISHCHAY is the brand supplied to the Government of India and the 2

other two brands are marketed by the direct Marketing team.

Manage Direct Marketing Sales

Manage Government Supply Sales

MFG Purchase

Procurement and Consultancy Division (PCD)

Procurement and Consultancy Division (PCD) handles procurement of medicines and

medical equipment on behalf of various government hospitals.

Government Business Development Division (GBDD)

Government Business Development Division (GBDD) handles the following tasks

a. Manage Contraceptive Business with the Ministry

b. Liaison and Public Relations Work for Health and

c. Business Development for New products and services

a) And (b) above are the major activities of GBDD

Infrastructure Development Division (IDD)

Infrastructure Development Division (IDD) is a new division of HLL Lifecare

Limited and is handling consultancy services and execution of Government projects

on Healthcare infrastructure development (setting up new AIIMS colleges,

modernization of JIPMER, setting up of regional medical colleges etc).

Information Technology

HLL Lifecare Limited has one major enterprise application called- eIMIS – Integrated

Managed Information System. There are Separate servers installed in CHO, PFT, AFT and

KFB. Also have application like Logistics information system a WEB enabled system to


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connect our C&F agents all over India and Workflow managements for various processes

such as for the submission of leaves and approval through the system. These have a central

server is linked to unit database. eIMIS integrates different modules Personnel, Finance,

Purchase, Stores, Production (different type of products), Engineering, Sales and Marketing.


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7.3Annexure # 3 Technical Parameters & Performance Levels

User Activity to be guaranteed by the vendor All ERP users

Direct connect Remote connect

Menu Navigation – Displaying the appropriate

menu as per defined user role and profile

< 1 sec < 2 sec

Screen Opening – Display of the selected data entry

screen from the menu

< 2 sec < 5 sec

Field Navigation – Navigation between different

data entry fields in the Screen

< 1 sec < 3 sec

Look up response – Display of items from a List of

Values

< 1 sec < 10 sec

Look up response – To display items from table < 5 sec < 15 sec

Screen Navigation – Navigation between different

data entry screens (from one to another)

< 1 sec < 13 sec

Transaction Commit – Transaction saving after

completing the data entry

< 2 sec < 20 sec

Query retrieval – Online

query entered by the

user


Medium Complexity

query

< 8 sec < 15 sec

High Complexity query < 15 sec < 20 sec

Reports response –

Report fired by the user

from the Report

Generator


Medium Complexity

query

< 25 sec < 30 sec

High Complexity query < 1 min < 3 min

The above response time should be based on simulated environment assuming 50 % of

actual load in a multi user LAN environment.


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7.4 Annexure # 4 Expected Number of users

Expected Number of users

Type Total Number of Users

Named User for all Functions 200

Employee Self Service 2000

Payroll 2500

Business intelligence 50

Portal users 50

Any other licenses of other nature required for fulfilling the required performance level as

stated in this document can be suggested by the bidder.


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7.5 Annexure # 5 Indicative List of Non ERP Interface Requirements

Indicative List of Non ERP Interface Requirements

Sl no. Other non-ERP products Type of information

exchanged

Purpose for exchange

of information

1 Punching system

2 Quality control software


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7.6 Annexure # 6 Current IT Infrastructure details

Current IT Infrastructure details

HLL has a combination of in-house developed and packaged application for various processes

and functions. HLL has one major transactional application called- eIMIS (enhanced

Integrated Managed Information System). eIMIS integrates different modules such as

Personnel, Finance, Purchase, Stores, Production (different type of products), Engineering,

Sales and Marketing. The eIMIS server systems are currently deployed in a distributed

manner with separate servers installed at CHO, PFT, AFT and KFB locations.

HLL also has applications such as Logistics Information System - a web enabled system to

connect the C&F agents all over India, Raymedi – a standalone solution used by WHCD,

workflow management systems - for various processes such as leave application and

approvals‟ management etc. The details of the applications and the interfaces are summarized

in the table below:

Applications

A. eIMIS Modules

Finance

Cash and Bank Management, Payments and Receivables, Journal entries,

Credit Debit Notes, TDS Returns, Asset management, Ledger, Trial Balance,

Cash and Bank Books, Balance Sheet and Grouping etc

Marketing Customer details, Product details, Regional order/Work Order/Dispatch Order

generation, Delivery Challans, Invoice generation etc.

Marketing

finance

Cash and Bank Management, Payments and Receivables, Dishonor cheque

details. Debtors collection and outstanding details, Journal entries, Credit

Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash

and Bank Books, Balance Sheet and Grouping etc

HR

Personal Information System, Increment processing, Promotion processing,

Attendance management and monitoring, Dispatch register, LTC application

submission, Training details, Recruitment module for sorting the applications

entered into the system, Overtime processing etc

Sales

Customer details, Order details, Generation of Supply Orders, Delivery

Challans, Invoices, Transport Orders, Transfer Notes, Lorry Receipts, Gate

pass and Depot Stock for Govt. sales and Branded Sales

Purchase Create and Release Enquiry, SPC sanctions, Purchase Orders, Vendor master


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and Vendor rating, Indent sanction etc for materials supply as well as works

Production,

PPC &

MPC

MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection,

Primary Packaging, Secondary Packaging,

Incentive calculation etc,

Payroll All employees‟ Payroll processing, Related Reports, IT, PF and generation of

Salary Journal

Leave Leave crediting and management of leave, Earned Leave surrender

Workflow

Online submission of leaves through the system, Provision for online

submission of Sanction notes, Advance requests, Tour requests, Employee self

service module which provides salary details, loan balances, Personal

information etc

Stores Receipt, Issue, Local Purchase, Inspect man, etc

Engineering Breakdown, Preventive and Overhaul Maintenance, Electrical, Utilities,

Calibration etc

B. Logistics Information System (Web Application)

LIS Stockists Details , Sales Order, Sales Invoice, Inter-CFA stock Transfer

Delivery Challan, Distributor Sales Delivery Challan, Goods Receipt Note

Sales Return, Sample Issue Note, Ledger , Stock

C. Other Applications

Raymedi Outsourced

Intranet For internal workflow based applications

Primavera Project management for IDD

Interfaces

D. LIS_EIMIS

Description This is an interface between LIS and eIMIS to transfer the Sales Invoice data

Details Type: Source API:

Batch Processing

Frequency: Daily

Source Application:

LIS

Target Application:

eIMIS

DTS (Data Transformation Services)

Target API : DTS

Middleware : c#.net

Size per transaction: (bytes) : 0.5

MB

Transaction Volume Batch:

250 INVOICES ON PEAK DAYS

(per batch run)


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Application Development software

Forms 9i, Pro*C and PL/SQL

Hardware

Hardware

Network Devices Wireless Bridge(8), Network Switch (78),

Router (15), ISDN Router (2), KVM Switch

(4)

Security CISCO-Secure PIX Firewall (1)

Server box HP Itanium (3),IBM X-Series (3), IBM

Itanium (2), Compaq Xeon (1), Acer Xeon

(5), HCL (9), HP Xeon (3), PCS Xeon (2)

Peripherals Laptops, Desktops, Video conference

equipments, Printers, Plotter, UPS, Scanners,

IP Phones

System software

Operating system Windows , Unix, Red Hat Linux

Backup tools Cold backup, archive files, and dumps taken

in several hard disks including one external

hard disk and written in DVDs

Data management

Database Oracle 9i/10g, My-SQL

Reporting tool Crystal

Other software and tools

Security Firewall, Mc-café Antivirus

Server roles Web-Server, Application Server, Print server

Network software IP BASE – M

Development and Implementation Java , Visual Studio, Rational suite


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7.7 Annexure # 7 Functional Requirement Specifications

FRS for Finance, Accounting, Costing, Payroll etc.

Sl.

No.

Functional Requirement - Accounting, Financial Management,

Costing, Legislation (Tax), export commercials and Payroll

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)

Master Data / Configuration Data Requirements

Fixed Asset Master DB

1 Centralized definition of fixed asset categories, description, multiple

depreciation rates etc E

2 Ability to maintain parent-child relationship across asset classes E

3 Ability to support different methods of depreciation like WDV, SLM etc E

4 Ability to support depreciation as per IT Act E

Payroll Masters

5

Ability to maintain master information of all employees - Personal Data

with Basic pay and other allowances applicable, PF no., PAN no., Bank

account no. etc

E

6

Ability to maintain Unique master code for each employee from

inception till retirement across the enterprise even in case of transfers,

deputation etc

E

7

Ability to support configuring of various tax rules (e.g. Income tax,

Professional taxes) specifying, but not limited to items such as basis and

method of calculation, default % rates, general accounts to which tax

effects may be posted, applicable stat

E

8 Ability to configure outline pay structures at various levels and types

(such as permanent, contract employees, trainees etc) E

Vendor Master

9

Centralized vendor master facilitating single vendor description and

automatic numbering code across the organization (supporting such

parameters as -Multiple addresses against each vendor, Contact person

for each vendor address, Bank Account (e-payment, cheque payment),

Tax details required for ensuring compliance with Indian Tax laws

considering both direct & Indirect taxes

E

10

Vendor classification (multiple parameters required to meet reporting,

preferential treatment like waiver of EMD etc. payment prioritization and

other needs) such as SSI, ANCILLARY, PSU (Spsu, Cpsu) etc. with

effective date

E

11

Centralised vendor payment details (with such details as - Default

currency for invoice/payment, Default payment term (e.g. Immediate, 30

days etc.),Payment method preferences (e.g. cheque / DD / Bank

Transfer) )

E

12 Whether vendor is also a customer; If yes, then his customer details E

13 Default level of invoice matching (e.g. to PO, Receipt etc) E

14 Limit maintenance / access to vendor master to specific users E

15

Ability to update details around "Permission for removal of goods

without payment of excise duty", "movement of goods on challan" etc in

vendor master. E


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16 Create rate master, item wise/vendor wise for repetitive items against

value based Purchase master. E

Transaction / Process / Activity Requirements

GENERAL Requirements

17 Ability to define internal organization structure like SBUs/ LOBs/

Locations/Profit Making Units across multiple legal entities E

18 Ability to generate complete trial balance, P & L account and Balance

Sheet at these levels E

19 Ability to create departments/functions etc as flexible hierarchy to roll up

cost E

20 Ability to do planning at the above two hierarchies E

21 Ability to maintain multiple planning versions E

22 Ability to post simultaneously (REAL TIME) to the above hierarchies

while posting to General Ledger D

23 Ability to create costing account heads independent of General Ledger

account heads D

24

Ability to support "Double Entry System of Accounting" on "Accrual

Basis" as required under Companies Act in general and Schedule VI

requirements in particular.

E

25 Ability to maintain and enforce for strict compliance, the Delegation of

Powers (DOP) of the Company with a facility to

update/modify/delete/add powers/grades etc.

E

26

Ability to implement Work-flow based mechanism of put up of proposal,

concurrence, re-comment, forward for approval, refer to backward for

necessary action, refer to across functions for getting back along with

comments/ remarks/ information/ attachments

E

27 Ability to generate vouchers automatically based on the work-flow

outcome as defined by the business rules. E

28 Ability to maintain Foreign Exchange Rates centrally and apply

wherever necessary. E

29 Ability to upload exchange rates data from excel or any other system to

ERP. E

30

Ability to maintain the Holiday list of HLL and that of Banks/Govt. as

applicable to specific units and CHO individually for determining Due

Dates on various occasions or any other purpose.

E

31 Ability to integrate the Finance Function with other functions in ERP and

other legacy systems retained. E

32 Ability to upload and retrieve the supporting documents (soft version)

with the vouchers. E

33 Ability to download reporting in excel and also in a format suited for

XBRL reports. E

34 Ability to update Excise/Service Tax (ST) Registers/Records on dispatch

of goods/services E

35 Generation of necessary TDS/TCS/VAT/ST and other statutory returns E

36 Ability to facilitate monitoring of BG/LC limits and ability to ensure that

outstanding are within the security limit E

37 Ability to pass necessary entries, as per defined business rules, in case

stocks dispatched to branches/stockyards E

CASH MANAGEMENT

38 Ability to record Cash receipts and advances (with such details as - To,

date, Amount, Approver etc) E


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39 Ability to print Payment Voucher, Receipt voucher, Cheque with pre-

printed stationary E

40 Support alerts for cash balance, if the balance exceeds particular amount D

41 Support alerts if cash payment being prepared / authorised exceeds

particular limit D

42 Ability to maintain denomination wise control over cash balance D

43 Ability to print pay-in-slip (request for bankers' cheque, DD etc.),

money-receipt, deposit slip, covering letter etc. from system E

44 Ability to have cash verification E

45 Ability to generate cash outflow / inflow for user defined period E

46 Receive online payment vouchers with respect to cash, bank and e-

payments and receipt Challans from various sections E

47 Online verification of signatures in payment vouchers and authorisation

slips E

48 Generation of statement after printing of cheque indicating mode of

dispatch and destinations for facilitating sorting and segregating of

cheque

D

49 Ability to cancel cheque in system E

50 Adaptability to all modes of bank payments such as e-payments, cheque,

bank drafts, CMP, E- transfers etc. E

51 Ability to throw alerts where payments are made before due date E

52 Ability to restrict certain document types in cash/ bank book E

53 Ability to issue direct authorisations to bank for debits D

54 Ability to account for the direct debits/credits in the bank accounts in the

cash book E

55 Ability to verify the bank charges as per the business rules E

56 Support alerts cash balance, if the balance exceeds / falls below

particular amount. D

57 Support alerts if cash payment being prepared/ authorised exceeds

particular limit. D

58 Ability to maintain denomination wise control over cash balance D

59 Forecast expected date of payment to vendors based on payment terms

(linked to PO raised, expected date of delivery, receipt of invoice,

contractual terms & conditions etc) both at unit level and at CHO level

E

60 Forecast expected date of collection from customer (distributors/CFA)

based on payment terms (linked to Sale Order date, expected date of

shipment, invoice date etc.) both at unit level and at CHO level

E

61 Periodic forecast of receipts and payments across the unit/ Organisation. E

62 Forecast in currencies (separately for USD, INR etc) E

63 Ability to prepare Fund/cash flow statements from revenue and capital

budget. E

1. Bank Reconciliation

64 Bank Master Maintenance - maintain list of approved banks E

65 Ability to reconcile payments and collections to eliminate any duplicate

data entry E

66 Ability to reconcile with General Ledger to consider any bank related

journal entries such as those for bank transfers etc E

67 Ability to load bank statements into system automatically D

68 Ability to reconcile bank statement with payments, collections,

adjustments etc recorded in the system based on the cheque number or

such other reference number

E

69 Ability to generate bank reconciliation statement listing unreconciled

transactions E


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2. General Ledger

2.1 Accounts

70 Option to have same or different chart of account structure across the

organization E

71 Capture multiple dimensions (e.g. department, location, product, project,

personal no. etc) in the chart of account E

72 Ability to record asset, liability, expense and revenue against each

dimension in the chart of account structure E

73 Option to have centralized or decentralized maintenance of chart of

account values E

74 Facility to put start and end date to use of specific chart of account

values, activate and deactivate as and when required E

75 Maintain Parent-child hierarchy in chart of account values E

76 Restrict access to specific values to specific users / units E

77 Prevent inactive accounts from appearing on reports and financial

statements D

78 Enable identifying inter unit account codes with auto generation of

advices E

2.2 Calendar

79

Define calendar based on organization's accounting and reporting

requirements

Calendar periods should be able to be defined by the user

Calendar can be defined as uneven periods, adjustment periods, or to a

maximum of 366 periods

Multiple calendar definitions shall be allowed

E

80 Facility to open multiple accounting periods i.e. open the next accounting

period before closing the current accounting period E

81 Facility to open multiple accounting years by opening periods in multiple

accounting years E

82 Close an accounting period to prevent any entries in that period E

83 Reopen previously closed periods, whether in the same accounting year

or previous accounting year D

2.3 Journals

84 Support manual entry of journal vouchers E

85 Facilitate entry and approval of Journal vouchers (maker-checker) E

86 Generate Alert for action for vouchers pending at different levels E

87 Ability to have automatic journal numbering identifiable with section /

department etc. E

88 Journals to have unlimited number of lines including narration for the

journal as well as each line E

89 Look up account numbers and descriptions during journal entry E

90 Use codes to default account combinations E

91 Facilitate Journal Voucher Printing E

92 Allocate overhead account balances to other accounts based on fixed

amounts or user defined base E

93 Post any GL transaction to multiple account distributions based on user

defined percentages E

94 Automatically create journal entries from allocation schedule E

95 Define recurring journal templates with or without amounts D

96 Automatically generate recurring journals E

97 Reverse journals entered and posted earlier without having to re-enter the

journal in the same period or in different period D

98 Facility to reverse a journal multiple times D


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99 Facility to link reversed journal to original journal E

100 Ability to consolidate group company accounts on yearly / quarterly

basis. E

101 Ability to automatically net off the expense and revenue accounts closing

balances to retained earnings account and carry the same to the following

accounting year.

E

102 Ability to carry forward assets and liabilities to following accounting

year E

103 Capability of defining separate consolidation and final accounting

procedures for selected accounting units eg PF Trust, Foreign

subsidiaries

E

104 Ability to support provisional journal entries E

105

Ability to pickup previous year figures in current year financial

statements and ability to regroup/reclassify previous year figures where

necessary

E

106

Ability to have different document type for memoranda provisional

entries for monthly / quarterly closing and also to facilitate auto reversal

of these entries in the immediate succeeding month.

E

107 Ability to do Parallel Accounting D

108 Ability to do Segment reporting E

109

Ability to integrate the General Ledger Accounting with:

Asset Accounting ; FI Accounts Receivable and Accounts Payable;

Costing ; Materials Management and HR E

110 Ability to generate G/L Account Balances E

111 Ability to generate Transaction Figure Display E

PROCURE TO PAY Management

1. Invoice Processing

112 Ability to track invoices received not processed/paid E

113 Enter required vendor invoice details manually for matching at material

receipt / payment level E

114 Ability to Generate invoices automatically based on predefined criteria

(e.g. running bills, invoices based on receipt of material etc.) E

115 Ability to record details like liquidation charges, payment against billing

schedule, chemical analysis, applicability of TDS etc. in the PO E

116 Enter invoices individually or in a batch (offline mode) D

117 View and match invoice to PO eliminating need for physical PO E

118 Ability to view details of services received in Work-Order entry sheet E

119 Ability to match services received, PO for the services and Invoice for

services E

120 Automatic alert for non compliance of PO terms (documents, price,

delivery date, other conditions of contract) E

121 Automatically place on hold invoices not matched to PO for specific

vendors E

122 Automatic accounting for invoices based on POs by linking to A/c

master E

123 Default tax details from vendor master (CST/OS/Service Tax/Entry Tax) E

124 Calculate / deduct TDS / statutory taxes etc. automatically E

125 Maintain exchange rates centrally, with payment in centralised /

decentralised way. E

126 Restrict GL date to the open accounting period only E

127 Automatically apply based on contract tax / freight / handling charges

across multiple invoice lines E


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128 Place invoices on hold to prevent further action at different stages like

payment etc. E

129 Automatic calculation of discount as per contractual payment terms D

130 Recording project invoices with details of project code, activity, task etc. E

131 Allocate single invoice expense line to multiple GL account with

responsibility code E

132 Calculate liquidated damages based on delivery period E

133 Facility to store scanned / digitalised soft copy of all related documents

along with the Running Account Bills D

134 System generates alerts where material has been received against a PO

and payment is pending through Bank. D

135 Indicate vendor balance before making payment. E

136 View and match invoice to PO, Receipt in the system at line level

eliminating need for physical PO / GRN E

137 Automatic three way (invoice, PO and GRN) matching process after the

invoice details are entered in the system E

138

For payment made on the basis of performance, provision should be

there to capture the performance measure against PO and actual

performance against GRN E

139 Ability to block payment to a Vendor till such time as desired E

140 Ability to analyse ageing of vendor balances at any given point of time

whether current or past or even future. E

141 Ability to generate vendor account statement to be sent to the vendors. E

142 Ability to link payments to completion/installation details. E

143 Ability to compute and pay discount as per the terms agreed with

vendor/supplier. E

144 Postings in Accounts Payable to be simultaneously recorded in the

General Ledger E

145 Ability to generate balance confirmations, account statements and due

date forecast E

146 Ability to Manage Vendor Master data(Create Read Update and Delete) E

147 Ability to create Payment orders are created when a payment is due to be

carried out D

148 send them a payment reminder or a dunning notice to remind them of

their outstanding debts D

149 Ability to add details like Vendor, Cheque No. etc. in the purchase

master E

150 Online availability of various certificates/declarations from bill passing

agencies E

151

Approval of certain category of invoices like those for hotel bill, car hire,

newspaper and periodicals etc based on individual employee's

entitlement

E

152 Enter Debit / Credit notes against specific invoice(s) to adjust vendor

liability E

153

Ability to generate and capture appropriate Debit / Credit memos against

specific trading product invoice(s) to adjust inter-unit( between

procurement and marketing) accounting (VAT, CST, ED, Excise,

transfer price etc)

E

2. Inventory Valuation

154 Ability to support online valuation of Inventory E

155 Ability to integrate costing module with inventory module to facilitate

inventory valuation E

156 Ability to have inventory ageing report E


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157 Ability to value inventory as per accounting policy i.e. weighted average,

FIFO etc E

158 Ability to value finished products at cost or realisable value whichever is

less E

159 Ability to compute realisable value as subsequent months actual sale

value E

160 Ability to account for differences arising on account of physical

verification E

161 Ability to account/adjust for transit loss to inventory E

162

Ability to value issues of stores items as per defined business rules (i.e.

moving weighted average/monthly weighted average etc. as the case may

be) and ability to post to the appropriate GL Code

E

163 Ability to identify nature of issues i.e. whether free/recoverable issue to

contractors or consumption by company etc E

164 Ability to value consumption of raw material as per defined business

rules(i.e. moving weighted average/monthly weighted average etc. as the

case may be) and ability to post to the appropriate GL code

E

165 Ability to make necessary adjustments to consumption, in case of price

revisions, where applicable E

166 Ability to link MRV (Material receipt Voucher) raised on receipt of

materials with issue note when materials have been sent out on repair E

167 Ability to track materials sent out on repairs E

168 Ability to create necessary provisions for slow moving/non moving

inventory as per business rules E

169 Ability to arrive at landed cost of material including customs duty and

port charges, freight charges, clearing and forwarding agent charges and

other applicable charges, as the case may be

E

170 Ability to value MRV raised as per defined business rules E

171 Ability to value Stock Adjustment/Stock Transfer Vouchers/Stores

Return Note etc as per defined business rules E

172 Ability to do quantity reconciliation between procurement, consumption,

production, dispatch, sale, shortages and closing stocks E

173 Ability to allocate overhead account balances to issues/consumption and

closing inventory based on proportionate conversion costs E

174 Ability to support adjustment of VAT credit taken at the time of

issue/inventory valuation E

175 Ability to obtain details of book balances of inventory to facilitate

physical verification E

176 Ability to update physical verification details in case of inventories for

the system to list out excess/shortage report E

177 Ability to value shortages/excess inventory as per defined business rules

and ability to classify the same as normal/abnormal E

SALES ACCOUNTING

178 Ability to support accrual based accounting E

179 Ability to link sales with the respective account codes E

180 Handling credit notes on customers for shortages, quality complaints etc. E

181 Handling debit notes on customers for interest on overdue payments etc. E

182 Ability to support overall stock reconciliation- product wise and

preparation of stock reconciliation statement for Balance Sheet E

183 Ability to update excise register on despatch of finished goods and

accounting of excise duty at plant and CFA depot E

184 Ability to automatically compute penalty and facilitating computation of

taxes and duties by linking it to invoice E


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185 Ability to generate ageing schedule of debtors giving details of debtors

outstanding for more than XX days, for more than XX days but less than

XXX days, for more than XXX days, etc.

E

186 All postings in Accounts Receivable are also recorded directly in the

General Ledger E

187 Update respective G/L accounts depending on the transaction involved

(for example, receivables, down payments, and bills of exchange). E

188 Monitor open items, such as account analyses, alarm reports, due date

lists, and a flexible dunning program E

189 Ability of the payment program can automatically carry out direct

debiting and down payments. D

190 Ability to documenting the transactions that occur in Accounts

Receivable, including balance lists, journals, balance audit trails, and

other standard report

E

191 Ability to calculate interest on customer and vendor accounts E

Accounting for Customer Collections

192 Ability to account for receipt of cheque/DD, track whether dishonoured

or not E

193 Ability to match export proceeds with import payments falling within a

bucket of specified no. of days E

194

Ability to support accounting of advance received from customer and

ability to classify advance separately from amount outstanding against

invoices for balance sheet disclosure.

E

195 Ability to support refund of advance if value of dispatch is less than

advance amount E

196 Ability to transfer balances lying to the credit of a customer against

multiple Money Receipts and multiple DOs as free balance by a single

journal (for refund or to be used for further transactions)

E

197 Ability to support accounting of collection received at location other than

where invoice is raised. E

198 Ability to handle accounting of collection received from customers

received in e-payment mode. E

199 Ability to adjust receipt with invoice and show net amount outstanding E

200 Ability to provide for doubtful debts and ability to facilitate writeoff E

Customer Account Reporting

201 Ability to display break up of customer balance against each sales order /

invoice E

202 Generation of customer outstanding statement on a consolidated basis

across units / regions or only with respect to individual unit/location E

203 Support customer ledger on gross basis (showing all debit and credit

entries) and net basis (only outstanding or unadjusted debit or credit

entries)

E

204 Ability to generate outstanding report only for one customer, only for

domestic sales, only for export sales or combination thereof. E

205 Support generating outstanding report in foreign currency for export

sales E

206 Ability to generate report on customer profile/customer statement of

account for a specific period and sending the same to customer. E

207 Ability to raise debit/credit advices/notes on customers for rate

differences, sales returns, additional discounts, penalties, interest for late

payments etc

E

208 Ability to provide for doubtful debts and ability to facilitate write off of

customer balances, where necessary E


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209 Ability to adjust customer receivables against amounts due to the

customer E

210 Ability to handle debtors reconciliation E

211 Ability to generate customer outstanding E

WORK ORDER MANAGEMENT

212 Ability to track materials issued on either free-of-cost basis or chargeable

basis to contractors and account the same as per defined business rules. E

213 Ability to make recoveries from contractors for materials issued on free-

of-charge basis to the extent consumed in excess of applicable norms as

certified by Engineer-in-charge.

E

214 Ability to make recoveries from contractors for materials issued on

chargeable basis. E

215

Ability to track material which was issued to contractors on free-of-

charge basis and lying with contractor un-consumed for more than

specified period/date and to include the same into the inventory

valuation.

E

216

Calculation of physical work done (e.g. wall painted, construction of

building, excavation. etc) based on formula agreed in the contract to

compute amount payable to contractors E

217 Interfacing invoice with work measurement E

218 Booking of outstanding liabilities and calculation of tax on the same E

SD/EMD/BG MANAGEMENT

219 Ability to handle EMD received in the form of cheque, BG, DD etc E

220 Ability to record collection of EMD from vendors/service

providers/customers against the related PO/WO/ Agreement/ Contract

and to keep a track of it.

E

221 Ability to refund/adjust deposits with age-wise analysis. E

222 Ability to generate System Alerts on EMDs not returned to unsuccessful

bidders. E

223 Ability to convert EMD into Security Deposit for successful vendors and

to keep link between the EMD and PO/WO/ Agreement/Contract and

also vendor master.

E

224 Ability to initiate automatic deduction (/ recover) where there is no

Security Deposit / PBG (when final bill is released). E

225

Ability to maintain data of Bank Guarantees received from

vendors/contractors etc., including full particulars about vendor code

with a link to vendor master, related PO/WO/ Agreement/Contract

reference, Bank name with ability to link with Bank Master, BG

E

226 Ability to implement approval of PO/WO/ Agreement/Invoice subject to

receipt/confirmation of BG. E

227 Ability to throw alerts wherever BG are nearing expiry date as per the

preset criteria. E

228 Ability to place hold on vendor payments in cases like BG

receipt/confirmation is pending or BG has expired. E

229 Ability to generate request letters for extension/invocation of bank

guarantees. E

230 Ability to generate messages to bank regarding the First Payment made

to the vendors against the bank guarantee. E

231 Automatically interface accounting entries to the GL module E

ASSET MANAGEMENT

232 Centralized definition of fixed asset categories, description, multiple

depreciation rates, predefined residual values etc. E

233 Centralized/ decentralized definition of location data structure E


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234 Ability to maintain parent-child relationship across asset classes. E

235 Ability to support WDV/ straight line method of depreciation. E

236 Automatically consolidate FA Register at units into FA Register for the

company E

237 Prevent units from entering/updating data in any FA Register other than

their own FA Register E

238 Categorize assets based on type such as moveable-immovable etc. D

239 Ability to record fixed assets as either capitalized or work-in-progress E

240 Ability to categorize assets based on various parameters like movable,

immovable, plant assets etc E

241 Ability to decide the asset catergorisation at the time of order

placement/contract finalisation and also allow to change at a subsequent

date.

E

242 Ability to maintain parent - child asset relationships E

243 Ability to differentiate between new asset and value

adjustment/upgradation to existing capacity E

244 Record fixed assets with date placed in service in the past E

245 Record fixed assets with date placed in service in the future E

246 Ability to merge multiple fixed assets into one fixed asset E

247 Provision to rectify errors in recording fixed assets in the same period or

in previous periods E

248 Ability to record number of units against each fixed assets eg chairs - 10

units E

249 Ability to generate Fixed Assets schedule in accordance with the

Companies Act E

250 Ability to generate Fixed Assets schedule in accordance with the Income

Tax Act E

251 Ability to generate asset number at the time of capitalisation of asset E

252 Ability to capture bar codes numbers against every asset number E

253 Flexibility to port existing asset details where location code, complete

description etc is not available E

254 Ability to update Fixed Asset Register upon capitalisation of asset E

255 Provision to record manufacturer's serial number E

256 Provision to record bar code number E

257 Provision to facilitate physical verification of fixed assets by printing

fixed assets reports location-wise, employee-wise, category-wise etc E

258 Provision to electronically upload fixed assets physical verification data

for the system to list out missing fixed assets or not at recorded location

or not with recorded employee

E

259 Ability to keep track of last physical verification data for each asset

record E

260 Ability to reclassify individual fixed asset or a group of fixed assets E

261 Ability to reclassification to automatically update depreciation rates E

262 Ability to perform valuation of fixed and current assets D

263 Support change of useful life and effective rate of depreciation E

264 Run/ roll back depreciation multiple times E

265 Suspend depreciation on specific or categories of fixed assets for

specified period of time E

266 Maintain depreciation data cost centre wise E

267 Forecast the depreciation and written down value for any user defined

periods E


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268 Calculation of depreciation for defined period on existing asset as well as

memorandum entries E

269 Create accounting automatically for fixed assets addition, depreciation,

recategorization, revaluation, retirement, transfers etc E

270 Facilitate drilldown facility from the GL to individual fixed asset

transaction in the fixed asset module E

COST MANAGEMENT

1. Costing

271 Ability to capture and report costs against each dimension in the chart of

account structure such as unit, department, location, product, project etc E

272 Ability to automatically calculate New Product cost estimates taking into

consideration configurable input data set .viz. Raw material requirement,

labour requirement, margins etc

E

273 Ability to define cost centers across the organisation E

274 Ability to define various elements of costs for cost sheet preparation E

275 Ability to handle process costing (i.e. co-product, by product costing

etc). E

276 Facility to pool costs and then allocate / reallocate costs to other cost

centers / across organisation based on predefined basis E

277 Ability to create flexible cost objects to collect cost for specific purpose /

objective E

278 Ability to settle such collected cost to another cost object E

279 Ability to settle such collected cost to another capital asset D

280 Ability to maintain statistical key figures to record certain cost data D

281 Ability to allocate cost based on the above key figures D

282 Ability to apportion cost on iterative basis on various statistical key

figures D

283 Ability to have independent posting period outside General Ledger D

284 Ability to maintain independent number range for documents posted for

costing D

285 Ability to print various allocation schedules prior to the financial closing

of the period E

286 Ability to allocate overheads either on a percentage basis or as quantified

by the service providing department E

287 Ability to allocate indirect process unit costs to direct process units based

on direct cost ratio E

288 Ability to rerun cost allocations when the underlying data changes E

289 Ability to combine the costs for several input sources and allocate in one

allocation source through parameters E

290 Ability to allocate common costs across departments/ products / units

based on predefined basis. E

291 Ability to generate periodic cost sheets for each product (co- product,

byproduct, end product etc), process & services. E

292 Ability to eliminate non cost items E

293 Ability to generate various kinds of cost sheets like product, process etc

as required E

294 Ability to prepare cost sheet for individual process units showing

inputs/yields/costs/value of individual products E

295 Ability to prepare cost sheet for utilities such as air/water/steam and

power E


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296 Provisions to add relevant taxes and duties (wherever applicable; e.g.-

Utilities ) for a cost element E

297 Facility to reconcile costing reports with financial reports E

298 Flexibility to accept new elements/parameters for preparation of cost

sheets E

299 Ability to create cost buckets to collect costs in addition to normal

accounting posts D

300 Ability to derive the costs centers or cost collectors automatically based

on the normal accounting postings E

301 Ability to assign budget for these cost collectors E

302 Ability to track the actual costs and budget costs on these cost collectors E

303 Ability to support variance analysis between budget and actual across

various periods. E

304

Ability to set up availability control on these cost collectors and set up

warning or error messages when the budget exceeds / matches the actual

costs E

305 Ability to create these cost collectors either as statistical or real orders E

306 Ability to compile the total costs in the primary cost collectors and settle

the costs to other cost collectors E

307 Ability to create various reports about the costs collected in these cost

collectors at various time periods and compare them with the budgets E

308 Ability to compute costs for inventory valuation purpose based on

defined accounting policy E

309 Ability to have access to production data on a real time basis E

310 Ability to comply with the requirements of Cost Audit Record Rules D

311 Ability to support categorisation of costs into fixed/ variable costs at

process/product/element/cost centre levels. E

312 Ability to accept costs/rates on adhoc basis, where prices have not been

finalised. E

313 Ability to maintain mapping between chart of accounts and costing

system along with cost centre/responsibility centre system. E

314 Ability to allocate cost in the same original GL account Head to multiple

cost centres or other cost objects E

315 Ability to assign Fixed Assets to Cost Centres E

316 Ability to capture depreciation for cost sheet preparation from the fixed

asset module E

317 Ability to charge of Depreciation to assigned cost centres automatically,

while posting Depreciation entries D

318 Facility to determine cost for any process with or without depreciation

and interest component and ability to transfer relevant amount to

subsequent process.

E

319 Ability to maintain cost sheets prepared on multiple basis for the same

period for comparison purpose. E

320 Ability to prepare cost sheets unit wise/ product wise/ utility wise E

321 Ability to evaluate sales promotion spending for different product

variants E

322 Ability to receive unit wise material balancing online. E

323 Ability to perform Cost assessment ( plan/actual cost accounting based

on full costs. Costs are not split into fixed and proportional costs) E


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324 Allow to calculates wage costs using the fixed hourly rates determined in

cost center planning E

325 Allow Standard costing and Marginal Costing E

326 Ability to do Activity based costing E

327 Ability to collect actual Labour / factory overheads based on the settings

like activity allocations made in the system E

328 Ability to allow multiple valuation approaches E

329 Ability to have Cost Center Accounting and internal orders E

330 Ability to add one or more cost centers or one or more nodes of the

standard hierarchy for Cost Center E

331

Ability to do the following on Product Cost Planning

- Material Cost Estimate with Quantity Structure

- Material Cost Estimate Without Quantity Structure

- Price Update

- Reference and Simulation Costing

- Easy Cost Planning and Execution Services

-

E

332 Ability to calculate standard Cost Estimate includes the following

elements:

333 · Raw Material rates E

334 · Scrap rates E

335 · Routing E

336 · BOM E

337 · Grade E

338 · Product E

339 · Estimated / Normative machine hour rates E

340 · Estimated/Normative overhead rates E

341

Ability to consider various options to calculate the material prices in the

standard cost estimate like, purchase price, moving average price,

planning price, commercial price etc. E

342 Ability to consider the pricing for various levels of BOM, where the

lower level components become the input for the next level. D

343 Ability to define various cost components of costs like materials, labour,

overhead costs and process costs E

344 Ability to consider the pricing for various levels of routing E

345 Ability to get the break up of costs by way of different accounts E

346 Ability to get itemisation of the standard cost estimates, where we can

get the break up of costs in the required parameters E

347 Ability to consider the planned overhead costs in the standard cost

estimates based on cost center planning and activities E

348 Ability to consider various overheads like material overheads, production

overheads and Admin overheads E

349 Ability to cost roll up from lower levels to higher levels of products

manufactured E

350 Ability to maintain cost estimates for materials sent on sub contracting D

351 Ability to estimate costs and maintain costs for previous, current and

Future period in the system E


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352 Ability to analyse the standard cost estimates before the costs are

released as standard cost estimates E

353 Ability to collect actual material costs when goods are issued for

consumption for a production order without any additional effort E

354 Ability to do Profitability Analysis, where standard vs Actual

comparison can be made E

355 Ability to support both Product cost by period and product cost by order E

356

Ability to do the following on Cost Object Controlling

- Product Cost by Period

- Product Cost by Order

- Product Cost by Sales Order

- Costs for Intangible Goods and Services

D

357

Ability to compute the total actual costs of the components manufactured

at various levels ie costing for components, semi finished goods and

Finished goods E

358 Ability to collect the actual costs based on the material, labour and

production overheads E

359 Ability to calculate various input variances input price variance, quantity

variances, Resource usage variance etc D

360 Ability to calculate various output variances lot variance, output price

variance, mixed price variance, etc D

361 Ability to settle the variances to do the Profitability for reporting based

on various parameters E

362 Ability to settle the variances to Financial Accounting E

363 Ability to have complete integration with Financial integrating, Materials

Management, Production planning E

364 Ability to derive the actual Cost Sheet based on Product / Shop /

Equipment and any other user defined parameters E

365 Ability to do Scrap costing and also accounting for the same D

366 Ability to comply with Inventory Valuation (As per AS-2) E

367 Ability to cost the subcontracting materials and the status of material

lying with Sub-contractors E

368 Various MIS Reports based on the standard and actual costs and the

analysis of variances E

369 Detailed Priced Stores Ledger (Based on user defined parameters) E

370 Real-Time Integration of Costing with Financial Accounting E

2. Capital Budgeting

371

Flexibility for preparing budgets at the department level, forward it for

approval, modification and consolidation at the unit level and then again

for approval, modification and consolidation at the company level with

appropriate approval hierarchy at ea

E

372 Ability to maintain budget at each A/c code / cost code / cost center level E

373 Ability to maintain capital as well as Revenue budgets E

374 Maintain record of each version of budget during it's preparation phase E

375 Create multiple budgets in same year D

376 Maintain original budget, revised budget and latest forecast for each

account D


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377 Automatically allocate an annual budget over multiple periods based on a

predefined basis. E

378 Automatically generate a budget from previous year‟s actual or budget

with a percentage increase or decrease D

379 Create flexible budgets based on user defined relationships among

various accounts D

380 Maintain current year, last year and next year budgets by period D

381 Enable budget encumbrance E

382 Enable online budgetary control E

383 View budget availability / utilization on a real-time basis E

384 Ability to re-appropriate budget across various budget heads E

385 Ability to prepare budget based on top-down / bottoms-up approach E

386 Ability to generate different types of variance reports (like actual v/s

budget, actuals on year to year and month to month basis etc.) E

387 Ability to prepare flexible budget (fixed and variable) E

388

Allow to prepare review, edit and approve various types of budgets (such

as Zero Based Budget, rolling budgets, product wise budget, budget for

costing etc

E

389 Ability to allocate budget on different periodical basis E

390 Ability to regulate payments in accordance with budgetary allocation for

scheme and for the user defined period E

391 Ability to generate capital budget (revised budget) documents as per the

budgetary variable as defined by management E

INTER UNIT RECONCILIATION

392 Allow to raise Debit / Credit notes for inter unit transactions E

393 Provide an electronic platform for units to record inter-unit transactions,

with provision to view scanned documents E

394 Automatic alerts / reminders in inter-unit accounting recipient unit that

an entry pertaining to the unit has been made E

395 Provision for electronic acceptance or rejection of inter-unit accounting

by the recipient unit with provision for comments E

396 Ability to generate Inter Unit Current Accounts with complete details

like DA No, CA No E

INSURANCE MANAGEMENT

397 Record insurance details against each fixed assets E

398 Record multiple insurance policy details against individual fixed assets E

399 Record details of insurance details for each type of insurance (e.g - fire,

health) E

400 Track /monitor details of premium etc for each insurance policy across

all units of HLL E

401 System generated alerts / reminders to designated users about insurance

premium payable E

402 Alerts for Policy Expiry/Renewal E

403 Ability to compute sum insured based on replacement cost E

404 Monitor Status of Claims E

ASSET REVALUATION/SCRAP SALE

405 Ability to retire entire or part of an existing fixed asset/set of fixed assets

and update asset register on retirement of assets E

406 Ability to record salvage value, sale proceeds, and cost of removal E

407 Ability to Create, view, update delete relevant details in Asset Register

(disposal/retirement details) E


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408 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

E

409 Reclassify individual fixed asset or a group of fixed assets E

410 Reclassification to automatically update depreciation rates E

411 Provision to record manufacturer's serial number D

412 Provision to record bar code number D

413 Provision to facilitate physical verification of fixed assets by printing

fixed assets reports location-wise, employee-wise, category-wise etc D

414 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

D

415 Option to assign each fixed asset to one or multiple custodians D

416 Record the physical location of each fixed asset E

417 Record transfer of fixed assets from unit to unit ,one location to another

or from one employee to another etc D

PAYROLL PROCESSING

2. Leave Records

418 Ability to maintain leave records for computation of increments/pay

revision with retrospective effect E

5. Payroll Management

419

In addition to the standard payroll functions, the system should also

comprises the following country-specific functions:

• Indirect Evaluation

• Basic Increments

• Dearness Allowance

• Housing

• Car and Conveyance

• Long Term Reimbursements

• Fringe benefits

• Income Tax

Section 80

Section 89(1)

Third Party Deductions

Income from Other Sources

Tax on Arrears

Exemptions

Exemption on Leave Travel Allowance

Exemption on Medical Reimbursements

Exemption on Medical Insurance

Exemption on Child Education Allowance

Exemption on Child Hostel Allowance

Exemption on Other Allowances and Reimbursements

Exemption on Leave Encashment

Exemption on Voluntary Retirement Scheme

Previous Employment Tax Details

Professional Tax

Provident Fund

Employee State Insurance

Labour Welfare Fund

Nominations

Minimum Net Pay

Recovery of Rounding off Amounts

E


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Loans Enhancement

One Day Salary Deduction

Mid Year Go Live

Termination Work Bench

Gratuity

Superannuation

Form 24

Form 16

Form 217(A)

420 Ability to support configuration and parameterization of different pay

components including facility to add/modify/delete pay components E

421 Ability to maintain employee data cost centre wise E

422 Ability to define pay structures at various levels and types (such as

permanent, contract employees, consultants, trainees etc) E

423 Ability to support calculation of different allowances based on user-

defined criteria E

424 Ability to maintain all pay related rules (user definable) for automatic

maintenance/ updating of data. E

425 Facility to indicate carryover and partial recovery E

426 Ability to generate monthly balance and cumulative balance position of

various accounts related to payroll for user definable periods. E

427 Ability to support withholding of any amount recoverable from employee

against salary, Gratuity and other dues payable to employee E

428 ability to enter, administer and perform payroll for company loans,

Voluntary Deductions, Recurring Payments/Deductions and additional

payments

E

429 Ability to prorate salary and allowance payment based on employee hire

or resignation date E

430

Provide Roster (create, edit and display rosters and roster points) for

● Recruitment, promotion, transfers of employees in accordance with the

reservation policy.

● Reporting staffing details to the government.

E

431 Generate correspondence letters relating to promotions, transfer,

confirmation, retirement and salary certificate D

432 Ability to compute both annual and promotional increment through this

component. E

433 Ability to run Payroll in addition to the regular payroll run for a specific

day and for individual employees D

434

Ability to allow:

Pay Scale Grouping for Allowances for

- Compensation structure applicable to an employee

- Value of compensation for an employee

D

435 Ability to calculate Indirect Evaluation (It is a method to calculate the

eligible amounts for some of the wage types) D

436

Ability to Generate following :

Remuneration statement

Payroll journal

Payroll account and Wage type report

E

437 Ability to handle instances where nominees of deceased employees opt

to receive last drawn basic pay and DA, upon deposit of PF and gratuity E


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dues

438

Support retroactive accounting(Automatically recalculate payroll in

event of change in master data and time data in periods for which payroll

has been already completed D

439 Arrears calculations shall support payroll increases with retrospective

benefit. E

440 EDI of salary information to the bank account E

6. Final Settlement

441 Ability to take care of final settlement process to arrive at net amount to

be paid or recovered E

442 Ability to receive No Due Certificates from concerned departments

before making final settlement E

443 Ability to compute leave encashment and gratuity payable in final

settlement cases E

COMPLIANCE WITH TAX LAWS

444 Ability to maintain automatically, Excise Registers with facility for

manual correction, reversal and ability to generate reports/forms/

statutory returns and generate as and when required

E

445 Ability to handle credits i.e. CENVAT/VAT/ST/ Customs/CVD/Cess/

etc. E

446 Ability to generate VAT registers and returns under the VAT rules/Act. E

447 Ability to track C Form/Concessional form like C form etc. issues and

generate 'C' form Register. E

448 Ability to generate ST registers & returns under ST rules/Act. E

449 Ability to track transit forms, road permits, excise concession forms and

all other statutory forms and returns. E

450 Ability to issue certificates to entities for various tax recoveries and

remittances. E

451 Ability to segregate labor and material portion in a contract and apply the

relevant statutory rules for the same. E

452 Ability to support deduction of Tax on advance payments & provisions E

453 Ability to generate Redemption/status statements for Advance License/

EPCG/ other authorizations. E

454 Ability to prepare the necessary return files in the format specified by the

respective tax authorities. E

455 File tax returns electronically and submit details requested for by tax

authorities either as attachment to the return or by email E

456 Define payments schedules of various taxes and duties E

457 Ability to compute recovery, remittance and filing of returns of various

taxes and duties E

458 Ability to track various deposits with statutory authorities for different

purposes E

459 Ability to capture invoice and dispatch data for excise duty purposes E

460 Provision to flag / identify documents eligible for Cenvat / Service Tax

credit E

461 Provide payment schedules of various taxes and duties and give alert to

user for deposit of tax / duties in time D

462 Provision to compute interest on delayed payment of tax / duties D

463 Ability to capture payment data from CMO and CHO online D

464 Provision to reconcile Excise records with Accounting records E


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465 Support VAT, CST and ET reconciliation. E

466 Ability to record receipt of C/D/H/F forms from customers / other units

etc. E

467 Support the utilisation of export incentive and reconciliation. E

468 Calculate entry tax on receipts and trigger the payment and accounting of

the same. E

EXPORT ACCOUNTING

469 Accounting for negotiation of LC - discounting of bills of exchange,

bank charges etc E

470 Accounting of realisation of bills sent on collection basis E

471 Process, track, correct, monitor, control LC documentation process D

472 Accounting of realised and unrealised exchange gain/ loss E

473 Ability to support calculation and accounting of demurrage/ port

handling charges E

474 Tracking freight at load port/destination port and calculation of freight up

charge. E

475 Tracking export related cost to optimize FOB realisation by judicious

allotment of load and destination port. E

476 Ability to manage DEPB certificate (Eg. Receipt, utilization certificates,

writeoffs, profit and loss of DEPB certificates) E

477 Ability to interface with port to monitor shipping status ,capture data

generated at port and B/L checking D

478 Tracking all export related cost in domestic and export currency. D

479 Ability to capture country wise and item wise details of export and

import and generate reports. E

480 Ability to account for Freight charges, C&F Charges, Haulage, Siding etc

by linking it with dispatch of metal E

481 Ability to value inventories including Export Benefits utilised for

clearing of goods. E

Other Requirements

482 Companies with different regional presences may set a default currency

for the financial division of each region E

483 Sets reporting entity and its organizational characteristics E

484 Distinguishes A/P transactions (of the same type) from different entities E

485 Each entity's ledger can have its own calendar and chart of accounts E

486 Each entity's ledger can have its own accounting periods opened and

closed E

487 User may choose between data collection and real time posting modes D

EXPENSE CLAIM

488 Submission of Bills/Claims by the Beneficiary/ Dept/Section E

489 On-line approval of claims E

490 Integration of employee claims with FI E

Reporting / Document Outputs / MIS Requirements

Reports for various time periods

491 R: Sales Report E

492 R: Stock Reports E

493 R: Financial statements & consolidation E

494 R: Profitability report E

495 R: Cashflow projection E

496 R: Capital budget utilization E

497 R: Legal compliance report E

498 R: Financial analysis E


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499 R: Variance analysis E

500 R: Cash Flow - (a) Actual / Cumulative (b) Projected/Cumulative E

501 R: Working Capital E

502 R: Inventory Position E

503 R: Receivable Status E

504 R: Analysis of Current Assets compared to Production/Sales E

505 R: Interest on Working Capital D

506 R: Drawing Power (DP) Statement D

507 R: Non-moving/Slow Moving inventories E

508 R: Ageing analysis of loans & advances E

509 R: Ageing Analysis of Debtors E

510 R: comparative report on Purchase orders with Capital budget D

511 R; Cost centre wise/Business unit wise reports E

512 R: Capital Budget - unit wise/Cost centre wise/business unit wise &

consolidation E

513 R: Capital Budget Utilization Statement E

514 R: Budgeted Expenditure Vs Actuals - month wise/ Cumulative E

515 R: Status Report of Policy Claims E

516 R: Unit wise premium paid towards Medical Insurance/Group Personal

Accident Policy D

517 R: Asset Register, Capital Budget Utilisation Statement, Asset Pending

Commissioning, Asset Purchase/put to use - pending purchase orders D

518 R: Salary Statement, Monthwise, Sectionwise Salary Summary,

Addition/Deletion Statement of Employees E

519 R: Expense Analysis E

520 R: BRS E

521 R: Asset management reports E

522 R: Status Report on Audit Observations E

523 R: Movement analysis on packing material E

524 R: Costing reports E

525 R: Sales Tax details report E

526 R: Pending payment details report E

527 R: Status Report on Works Pending payments on works D


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FRS for Marketing Processes

Sl.

No. Functional Requirement – Marketing

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


1 Ability to configure marketing department organization hierarchy / user

roles with geography/zonal/territory categorization E

2 Ability to maintain channel partners (CFAs, distributors, Stockists

master set as maintained by the logistics dept) E

3

Ability to configure promotion expenses limits for different levels (for

eg. Promotional efforts of Rs. 10 Lakhs and lower can be initiated by the

National Sales Manager. All promotional expenses in excess of Rs. 50

Lakhs need approval from the CMD.)

E

4 Ability to configure promotion incentive rates from GOI for different

products E

5 Ability to assign a unique product code for all traded products managed

by the marketing dept E


6 The system will provide access to customers, CFA, distributors,

stockists, front line sales team, regional and national sales / marketing

managers and senior management of the company

E

7 The system will have facilities to assign a unique code to each user E

8 System will allow users to access information as relevant to them

depending on their access levels E

9 Access to the system should be possible through a variety of interfaces

including portals, SMS. Call centres - future requirement E

10 System will store information about existing customers, potential

customers who have sought information about products and services,

competitors for each product group of the company

E

11 System will provide facilities to integrate data from pre-defined market

research reports commissioned by the company E

12 System will provide facilities to define customer characteristics and

segment customers using a variety of attributes E

13 System will have the ability to identify most profitable customer

segment through analysis of past sales data E

14 System will provide facilities to define new promotional schemes and

obtain management sanction for the same E

15 System will provide workflow for sanctions and settlement of schemes

through credit notes / gifts E

16 System will have the facility for entering unique product codes for each

variant of each product so that there is no ambiguity E

17 System will allow users to check if stocks needed by them are available

in the factory / CFA / Distributor as the case may be along with date of

expiry and place orders accordingly

E

18 System will have facilities for an order acknowledgement with a unique

reference number to be generated for every order E

19 System will allow users to check customers' credit limits online E

20 System will have workflows for approval of orders E

21 System will allow users to check status of orders placed by them E

22 System will allow users to raise invoices for supplies made E


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23 System will allow users to prepare shipping documents for supplies

made E

24 System will allow users to acknowledge receipt of supplies made E

25 System will allow users to generate complaints about supplies made E

26 System will have facility for customers to lodge complaints about

products / services E

27 System will automatically assign a unique complaint number to each

complaint E

28 System will have workflow to assign complaint to appropriate personnel

for investigation E

29 System will have facilities for users to reply to customers on outcome of

investigations E

30 System will store all complaints received in a database for monitoring

trends in complaints and for quality improvement initiatives E

31 System will allow users to provide feedback on products / services E

32 System will store all feedback received in a database for new product

development / quality improvement initiatives E

33 System will allow users to return goods to suppliers through appropriate

workflows E

34 System will allow users to submit credit note requests for returned goods E

35 System will have workflow for approval of credit notes against returned

goods E

36 System will allow marketing team to enter their daily reports and

competitor activity reports E

37 System will allow managers to analyze the reports on a periodic basis as

appropriate for useful information E

38 System will have ability to forecast future sales based on past sales data

and other variables as appropriate E

39 System will have facilities for sales / marketing team to lodge their

expense claims E

40 System will have workflow for approval of expenses E

41 System will allow incentive claims for sales to be raised automatically

based on billing information E

42 System will allow for following MIS reports (but not limited to) to be

generated E

43 Ability to record and capture Customer Call Details D

44 Solution must have user-friendly non-technical interface for rules

creation and maintenance. E

45 Solution must support multiple rule types, including targeting and

exclusion rules. E

46 Solution must enable business users to activate/deactivate

recommendations in real-time. E

47 Solution must allow rules sets and subsets to be accessed and

administered separately by security restricted users or groups. E

48

Consolidated GUI based interface for the campaign designer (with drag

and drop tool to create new tariff, business rule for voice and data usage

for example create several bundle of minutes, VAS and data)

E

49 Availability of all relevant data (previous campaign history, analytics,

status etc. under the same tool) E

50 Automated status notification/ instruction flow to other relevant stake

holders involved in launching a campaign- no manual intervention E


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51 Notification to campaign designer regarding status of the campaign at

any stage of the campaign design & delivery stage E

52 Single point of interaction towards other stakeholders E

53 Security of campaign management through efficient and configurable

user management E

54 Any change in prevailing campaign management can be incorporated

through process flow automation in minimum time E

55 Ability to forecast Campaign benchmarks such as anticipated response,

CPM (cost per thousand), revenue and ROI goals E

56 Ability to budget campaign financial results in advance (and thereby

selects the best campaign(s) for implementation) E

57 Ability to plan and schedule campaigns with tasks, resource

assignments, start dates, end dates, priorities and reminders E

58

Ability to keep a running log of notes regarding the events and results of

each campaign Ability to generate precise campaign target lists based on

simple or complex queries

E

59 Ability to define specific target markets for each campaign (e.g. small

business, middle market organizations, wholesale companies, etc.) E

60 Ability to define specific target positions for campaign distributions (e.g.

CEO, CFO, Head of Sales, HR and Payroll Directors) E

61 Ability to define which products or solutions are being promoted for

each campaign and track individual product promotion success E

62

Ability to measure effectiveness of procured (third party) target lists

Campaign analysis for each campaign which includes account response

rates, contact response rates, opportunity conversion rates, forecast

conversion rates, realized CPM and hard dollar values for realized sale

opportunities, realized forecasted opportunities and revenues generated

E

63

Ability to drill-down on the campaign effectiveness figures to see the

actual accounts, sale opportunities and closed deals that comprise the

figures

E

64 Ability to track all campaign activity and history in a single location by

date, user, activity type, priority, status and more E

65

Campaign analysis reporting (e.g. data warehouse with OLAP (online

analytical processing)) for slicing and dicing campaign performance and

results across multiple measures and dimensions

E

66 Marketing reports offer searching, „drill-through‟, „drill-down‟ and one-

click export to Excel, PDF, web pages, XML or CSV E

67 Marketing dashboard to show real-time campaign key performance

indicators E

68 Includes a report writer for modifying marketing reports or creating new

reports from scratch E

69 Ability to schedule multiple distribution events for a campaign (e.g.

nurture marketing campaigns, drip marketing campaigns)? E

70 Ability to send FAX broadcast distributions to defined target

populations E

71 Ability to shoot off e-mail broadcast distributions to defined target

populations E

72 E-mail distributions may include attachments E


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73 E-mail distributions may be richly formatted HTML messages E

74 E-mail receipts, non-deliverables, opt-out requests and other statistics

are reported E

75 Ability to mail merge a target population with a MS Word template E

76 Individual contacts can be designated not to receive campaign

distributions E

77 Campaign distributions automatically update each account for complete

account history and audit trail E

78 Ability to create multiple types of standard or custom mailing labels E

79 Ability to segment customers based on behavioral pattern E

80 Ability to predict churn as describer earlier E

81 Provide automation in defining retention/ loyalty strategy based on the

predicted churners profile E

82 Effective roll out of loyalty programs through different channels using

automation- no manual intervention E

83 Notification to module owner regarding status of the loyalty program at

any stage E

84 Single point of interaction towards other stakeholders E

Reporting / Document Ouputs / MIS Requirements

85 D: Sales Return Note E

86 R: Bill wise receivables report E

87 R: Receivables ageing report E

88 R: Order booked positions report, E

89 R: Invoices per day, Month E

90 R: Orders Placed - Day/week/month E

91 R: daily sales report, E

92 R: Collections report, E

93 R: Cashflow planning report, E

94 R: Material projection reports, E

95 R: Budget balances and % spent reports, E

96 R: Customer call data reports, D

97 R: key customer report, E

98 R: Contribution report, E

99 R: productivity reports at Frontline/ASM/Region/Divisions, E

100 R: Profitability reports E

101 R: Cumulative Sales of the Division Nationally, E

102 R: Secondary Sales Report of the Field Officers, E

103 R: Reports from the major client visits of the RM's/ Product Managers E

104 R: Stocks and Sales details of the Stockists/ distributors, E

105 R: Sales Target vrs Achievement report of Sales Rep/ Territory Officer/

State/ Region/ National, E

106 R: Stocks & Sales of the CFA/ Depot/ Factory E

107 R: Collection Report of SR/ territory officer/ State/ Region/ National, E

108 R: Dash Board of the Sales for the past 5 Years, E

109 R: Expenses reimbursement of the SR's/ territory officers/ RM's/, E

110 R: Expenses incurred on the Product Management Activities E


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FRS for HR Processes

Sl.

No. Functional Requirement - HR

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Employee Master

Ability to maintain and update where required following details of

employee master data:

1 Names and details of self, spouse, children, parents, dependants,

nominees under different schemes, PAN No. and signature E

2

Postal Addresses - home, mailing, permanent, office, e-mail addresses

and phone numbers for self, spouse, dependants, emergency contacts

including contracts of family members

E

3 Home town, home state, domicile town and domicile state E

4 Gender, date of birth, blood group, citizenship, marital status, religion,

caste etc. E

5

Recruitment category like physically handicapped/ PWD/ sportsperson

/ex-servicemen / specialist / SC / ST / OBC /LDP (SAP/LAP/HS)

/compassionate grounds/Others

E

6 Recent photograph E

7 Employee medical details (prior to joining and after joining) E

8 Major health problems with provision to capture the details of sickness

etc. D

9

Qualifications – should capture the details of name of the examination

passed (prior to joining and after joining) with specialization/Trade,

university/Institute, month and year of passing, percentage of marks

obtained, grade/class obtained / Duration of the course / (With

incentive / without incentive) etc.

E

10

Previous employment details like name of the organization, position

held (designation), start/end dates, reason for leaving, last salary

drawn etc.

E

11 Languages known, with details of speak, read and write separately.

Indicate the mother tongue E

12

Details of spouse in the service of the organization including name,

personnel number, unit where working, designation with provision for

automatic updation of records of the relative as and when it is updated

for him by his controlling establishment.

E

13

Details of the dependents including relationship, their month and year

of birth, studying in school/college, monthly income/pension amount,

Date of updation of data

E

14

Details of relatives in the service of the organization including name,

personnel number, unit where working, designation and relationship

with provision for automatic updation of records of the relative as and

when it is updated for him by his controlling establishment.

E

15

History of trainings attended (prior to joining and after joining) like

name of the course, name of the Institution, month and year of

training, duration of the course in days/weeks etc.

E


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16

Awards received (prior to joining and after joining) by the employee

including the name of the award, year of award, in which

discipline/field and date of receipt of award and special status/

privilege, if any, to be given to him for the award.

E

17 Date of joining, probation period, date of confirmation in each grade /

post/ designation E

18 Details of promotion from one grade / scale / discipline to another

including any re-appointment through internal selections E

19

Full transfer history of the employee including the past and current

location, nature of transfer (self-initiated / company initiated / against

circular), tenure/Deputation, date of joining and date of relieving at

different locations, number of times cancelled but kept in abeyance etc

E

20 Present place of posting including name of the department, cost centre,

division etc. E

21 Ability to maintain / update union membership data and processing for

deduction of membership fee through pay-roll processing D

22

History of disciplinary actions against the employee including date of

charge, nature of charge, amount of financial loss to organization, date

of punishment and nature of punishment. This must include Vigilance/

CBI/ Criminal proceedings.

E

23

Ability to maintain records in respect of all cases under investigation,

enquiry and noting the periodic progress made, Absenteeism analysis

etc.

E

24

Ability to provide dynamic user defined query/ report facilities based

on the defined user login/security levels for Personnel department as

well as for other Users. Views of information on user-defined criteria

like date –wise, category-wise, qualification-wise, experience-wise,

male-female, etc. Should support maintenance of statutory registers

(like Form-11, Form-12)/Establishment schedule / muster rolls etc.

E

25 Ability to change employment status from full-time to part-time, or

part-time to full-time. E

26 Ability to send email/notification to the concerned departments like

Accounts etc. on change of employee status E

27 Ability to update a field indicating whether the employee has taken the

home lease facility and link it to the payroll E

28 Ability to track each employee‟s start dates and end dates for each

position held / event during service for user-defined period. E

29 Ability to create/ update organizational chart of all positions and

reporting relationships. E

30

Ability to drill down facilities to access information of the employees

at various levels - to go from organization level to sub levels like Unit

level, department level and employee level

E

31 Ability to provide restricted access to different classes of employee

master data E

32 Ability to track, calculate and trend employee involvement through

suggestions, QCs, Six sigma, QIP etc. E

33 Ability to track, calculate and trend employee participation through

Knowledge Management database. E


Training

34

Ability to incorporate the Induction Plan (a plan of abut 3-4 weeks

during which the newly joined employees move across all departments

and understand their working)

E


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35

Ability to enter the evaluation results in the system of the individual

induction reports prepared by the employees at the end of the

Induction Programme

E

36

Ability to check whether the employees have crossed the expected

benchmark score in their evaluation results by the evaluation

committee

E

37

Ability to provide a Training Needs Requirement Form to employees

online which can be filled in the system and the results can be collated

for analysis

E

38 Ability of the Corporate HR to prepare a comprehensive Training Plan

in the system based on inputs on training needs E

39 Ability to perform a comprehensive skills gap analysis using Skills

Gap Form for non-executives on a periodic basis by each department E

40 Ability to plan, maintain and track Training Schedules for executives

and non-executives E

41 Ability to collect training feedback online E

42 Ability to capture details of the On-the-Job trainings E

43 Ability to automate the workflow of training requisitions, approvals

etc E

44 Ability to evaluate cost of individual trainings and validate the same

with the training budget line item E

45

Ability to capture details of discipline (channel)-wise, program-wise

courses conducted – monthly, quarterly, half-yearly, yearly and

cumulative

E

46

Ability to link the TA/DA/Hotel expenses payment records to find out

total cost of training. The TA bill passing settlement system should be

able to be linked to the Training system to ensure receipt of training

feedbacks from attendees

E

47 The system should be able to send training notices /remainders at pre-

determined time lines to participants via email/SMS etc. E

48 Ability to maintain external certifications obtained by staff D

Performance Management

49 Ability to capture all details of the Performance Appraisal Forms in

the system E

50 Ability to enable workflows between Employees, evaluators and

reviewers in a step by step fashion E

51 Ability to link promotion eligibility based on performance ratings and

disciplinary actions for employees E

52 Ability to setup goals / performance expectations for individuals at the

beginning of the year and even in mid-year (optional) E

53 Ability to maintain the appraisal ratings and feedback in the system

for the current year E

54

Support to generate reminder letters/e-mail to the employees/

appraising authorities in case of non-submission of appraisal reports

etc.

E

55

The system shall store the results of the employee‟s performance

evaluation such as Start and End Date for evaluation, Manager, Total

Score, Employee Development Information, Comment

E

56 Ability to archive appraisal ratings and feedback in the system for

previous years E

Recruitment

57 Ability to interface with Govt. authorities for intimation of vacancies

for sanctioned strength of trainees under Apprenticeship Act D


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58

Ability to create manpower budgets and undertake manpower

planning periodically in the system with inputs from relevant

departments

E

59 Ability to arrive at vacancies to be reserved for SC / ST / OBC /

Physically disabled categories E

60 Ability to raise the indent / Manpower Requisition Form (MRF) in the

system E

61 Ability to introduce workflow based approval system for the MRF /

indent E

62 Ability to maintain applicant database in the system E

63 Ability to connect the online application link (at the company website)

to the central applicant data base E

64

Ability to conduct first level of screening in the system by matching

against key words of educational, skill requirements mentioned in the

indent

E

65 Ability to gather the list of Candidates from the Govt. Authorities

registered with HLL D

66 Ability to enter the details of short listed candidates who respond to

advertisement on the basis of age, qualification, experience etc. E

67 Ability to schedule interviews of the shortlisted candidates and enter

interview results / comments in the system E

68 Ability to generate Interview Call Letter E

69 Ability to receive online approval from CHO on selection of

candidates E

70 Ability to generate Appointment Letter E

71 Ability to update and maintain the recruitment tracker on employees

joining / not joining after appointment letter is issued E

72 Ability to automatically generate Accounts Receivable on Apprentice

Board for half of stipend per apprentice payroll E

73 Ability to generate a report in a prescribed format to list the

receivables from Board of Apprenticeship as mentioned above E

74

For Training & Development Scheme, an approval note on the list of

positions, job specifications,is generated. The system should support

in generating this and also have the ability to route the approval

workflow to the concerned authorities

E

75

Ability to track,calculate and trend for various categories

a)Recruitment cost incurred/employee

b)Time taken for filling up a vacancy i.e from paper ad to appointment

letter

c)No. of days taken to respond to an applicant etc.

E

76 Ability to maintain temporary posts as per requirements E

Joining & Relieving

77 Ability to capture information of the Joining Form and transfer the

data towards maintenance of Employee master E

78 Ability to generate unique Employee Code E

79 Ability to generate Employee Identity Card from details captured

under Employee Master E

80 Ability to apply and submit resignation online in the system E

81 Ability to generate Dues Report for the employee and show any

outstanding amount in any category / department from the system E

82 Ability to generate No Dues Certificate / Clearance to the employee E

83 Ability to introduce a web-enabled workflow for no dues clearance

considering offsite clearances (project sites, marketing offices etc) E


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84 Ability to capture and archive relevant details from Exit Interview E

Attendance & Leave Management

85 Ability to integrate attendance punch card system with the HR module

of the ERP E

86 Ability to enter and modify attendance data of employees directly in

the system when punch cards are not operating E

87 Ability to link up attendance with salary processing / financials E

88 Ability to apply and approve leave online E

89 Automate the leave approval workflow of the employee through the

concerned approving authorities E

90 Ability to maintain and update the leave database for employees E

91 Ability to scan / capture details of medical certificates with relevant

Leave Record of the employee E

92 Ability to maintain updated leave balances against individual

employees E

93 Ability to link wage / salary cut due to excess leave taken by

employees E

94 Ability to initiate workflows within the HR department personnel to

send Notes and generation of 'Out Pass' E

95

Ability to provide access at all critical points of data entry including

factories and eliminate the need of maintaining manual attendance

registers

E

96 Ability to record time stamp of records entered and prevent back dated

entries E

LTC availing and encashment

97 Ability to include in the system the LTC form which can be filled by

employees online and sent on a workflow to HR E

98 Ability to auto verify names of dependents (from employee master) E

99 Ability to validate the mode of travel with the employee's eligibility

on the same based on his grade / seniority etc. E

100 Ability to route the application form through the concerned approving

authorities as a workflow E

101

Ability to send the verification form to Finance Department on a

workflow after due approvals (may be multi-level if required) from

HR

E

102

Ability of the employee to process the settlement form online through

all approvals and submit hard copies of documents (tickets etc)

manually to accounts

E

103 Ability to verify the submission and enter remarks / comments and

approve / reject the settlement form E

104 Ability to build business rules on eligibility of employees to avail

special schemes like Bharat Darshan once in 4 years E

105 Ability to capture application for encashment E

106 Ability to disburse LTC amount to 25% of the total applicants for a

period of 12 months on monthly basis E

107 Ability to check and verify eligibility criteria of dependents and

prepare eligibility list online E

108 Ability to send auto alert to concerned departments on availment of

LTA by an employee E

House building / maintenance & Vehicle Loan

109 Ability to setup house building / maintenance loan eligibility against

different employee grades E


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110 Ability to apply and send online the application for house building /

maintenance loan in the system to HR E

111 Ability to generate a sanction note and its approval online in the

system E

112 Ability to intimate Accounts section on remittance of installments

after due processing by the financial institution E

113 Ability to introduce workflow based approval system for the house-

building/maintenance loan E

114 Ability to capture the details from the Provisional Interest Certificate

and Actual Interest Certificate for integration with Tax Benefits E

115 Ability to avail interest subsidy on vehicle loan as per corporate policy E

116 Ability to process applications and necessary approvals for vehicle

loans in the system E

Increments

117 Ability to maintain and update the scale of pay for different categories

of employees of the organization E

118 Ability to generate list of employees due for increment (preferable one

month earlier) E

119 Ability to calculate the increments as per the scale of pay for

employees who have served for 12 months - as business rule E

120 Ability to send auto alert/e-mail to the concerned departments on

change of pay-scale of the employee E

121 Ability to generate increment letters for employees from the system E

Leave Encashment

122 Ability to configure necessary business rules for leave encashment in

the system for different categories of employees E

123 Ability to raise Leave Encashment Application in the system and this

should flow by workflow to concerned HR personnel E

124 Ability of the approved applications to flow online to Finance /

Accounts section for suitable disbursement E

Mediclaim & Medical Reimbursement

125 Ability to maintain and update a master of approved hospitals / health

clinics etc. E

126 Ability to raise a Form to intimate the company regarding the

admission in a hospital E

127

Ability to send across a note online to the registered hospitals (via

mail / other exchange infrastructure) for direct submission of bills of

the employee to the company

D

128 Ability to take multiple copies of reimbursement / encashment notes

for required signatures outside the system E

129 On receiving the bills, ability of the HR department to forward the

approval note online to Accounts for payment E

130 Ability to keep records (details) of bills sent to mediclaim party for

reimbursements E

131

Ability of Accounts to records the amount received by cheque from

Insurance Broker and match it with amount disbursed to hospital for

employee

E

132

Ability to post the differential amount as a deduction from the

employee's salary in case the amount received from insurance broker

is less than amount disbursed to hospital

E

133 Ability to generate a Medical Return Report periodically (usually

fortnightly) to be sent to CHO online E


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134 Ability to enable selection the option of Medical Reimbursement as

against medical allowance E

135 Ability to fill up online medical reimbursement form E


136 Ability to configure time-based and vacancy-based promotion policies

and salary fixation E

137 Ability to capture recommendations of Department Promotion

Committee (DPC) for CMD approval E

138 Ability to introduce a workflow based approval process if required E

139 Ability to generate Promotion Order in the system E

140 Ability to capture minimum attendance criteria, performance rating

and seniority and qualification criteria for vacancy-based promotion E

141 Ability to prefer optional fixation against pay fixation online E

142 Ability to capture application for requesting optional fixation and

background check E

143

Ability to generate a list of employees due for promotion (based on

tenure of service and any other business rule which can get updated

time to time)

E

144 Ability to generate a Pay Fixation Statement as per pre-defined

business rule, in case employee has selected Pay Fixation E


145 Ability to capture details of the Accident Report Form to be filled by

supervisor / manager E

146 Ability to send the form online to the Safety Officer and after approval

to HR - through workflows E

147 Ability to provide a check list of documents to be submitted by

employees after returning from accident E

148 Ability to store / capture details of fitness certificate, medical

certificate etc. E

149 Ability to raise note in case of accidents which happen within the

factory premises E

150 Ability to send the note to accounts after approval for payment and to

time office / leave function for updating leave E

Vehicle & Estate Management

151 Ability to raise indents for vehicle contracts, maintenance contracts etc

and to capture charges/actual cost against respective indent E

152 Ability to book guest house rooms and raise bills on predefined tariff E

153 Ability to track expenses on guest house against charge codes E

154 Ability to monitor the status of vehicles owned / on contract E

155 Ability to raise and send Travel Forms online from different

departments E

156 Ability to record daily trips and reconcile with contract / payment

settlement E

Confirmation and Placement of Trainees

157 Ability to generate a confirmation note on completion of probation of

trainees E

158

Ability of the system to generate a report / generate alerts to remind

HR about completion of probation period of trainees at least 1 day

before

E

159 Ability to generate Confirmation Letters to confirmed trainees E

160 Ability to extend probation period of trainees if found required E

161 Ability to generate a list of all trainees who have completed 1 year in

the organization E


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162 Ability to send the names and ACR forms to different departments E

Outsourced Services

163 Ability to request for outsourced services and track the progress E

164 Ability to recommend bills for services availed E

General / Specific requirements of HLL

165 Ability to maintain a record of documents handled by dispatch section

including updation of status E

166 Ability to capture acknowledgement of documents delivered by

dispatch section E

167 Ability to process applications for institutional / professional

membership based on eligibility E

168 Ability to generate alerts depending on renewal dates E

169 Ability to manage functions of library in the absence of dedicated

library management system E

170 Ability to interface with library management system if implemented

later on D

171 Ability to process special allowances like family planning, higher

qualification etc based on business rules and through workflow E

172 Ability to capture and document minutes of meeting and notifications

with respect to agreements / settlements with trade unions E

173 Ability to process grievance redressal forms online through workflow E

174 Ability to manage suggestions schemes online E

175 Ability to process travel requisition including capture of settlement

details against the specific requisition E


176 R: Report of Recoverable Stipend from Board of Apprenticeship E

177 R: Monthly Recruitment Report (to be sent to CHO online) E

178 R: Report on new joinees, resignees and retirees E

179 R: Reports of employees based on the categorisation of Length of

Service, Age, Qualification, etc E

180 R: Attendance Report - normal, overtime, unauthorized absence, late

arrival, punch recorder output E

181 R: Leave status E

182 R: List of applications and processing status for availing benefits -

House building, vehicle loan, lease, LTC etc. E

183 R: Report the number of resignations, retirements, transfers and

promotions quarterly / half-yearly / annually E

184 R: Report the current stage and status of a hiring process E

185 R: Report the number of applicants for each positions E

186 R: Report the recruitment cost per department / Unit E

187 R: Individual and departmental training reports. E

188 R: Production reports for incentive processing E

189 R: Report with the attended training programs, and total training hours

for each employee during the year E

190 R: Reports on dispatch section activities E

191 R: Reports on mediclaim processing - claims received and processed E

192 R: Performance appraisal rating for all employees E

193 R: Report on performance of an employee including ratings as

captured in the system on a need basis E

194 R: Report on manpower utilisation across units E

195 R: Report on LTC availing vs encashment E

196 R: Report on list of vacancies E


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197 R: Report on employees / contract laborers engaged against a specific

indents for annual return E

198 D: Interview Call Letter E

199 D: Appointment Letter E

200 D: Confirmation Letter E

201 D: Promotion Order E

202 D: Pay fixation statement E

203 D: Form 5 to contractors to obtain license E

204 D: Certificate of experience E

205 D: Competency evaluation form for training E

External Interfacing Requirements

206 Attendance recording - punch card system E


Page 225 of 323

FRS for Logistics Processes

Sl.

No. Functional Requirement - Logistics

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/T

P)


1 Ability to capture Master data of CF agents, Distributors and stockists'

information E

2 Ability to capture master data of third party logistics vendors (such as

transporters etc) E

3 Ability to capture master data of all products (including traded

products) E

4 Ability to capture master data of suppliers E

5 Ability to configure credit limit and credit period against CF agents,

distributors, stockists E

6 Ability to configure discount (percentage or volume based), as

applicable, for different types of payment mechanisms for customers E

7 Ability to enter/track finished good stock quantity/location in the

finished goods depot E

8 Allow the system to suggest (assortment) the stock / warehouse

locations for placement of incoming materials E

9 Provisions for system alerts based on shelf life of stock E

10 Ability to capture preservation instructions for selected items. E

11 Allow the system to propose dispatch stock (at the time of issue) based

on either FIFO or Shelf life or any other appropriate criteria /

characteristics

E

12 Ability to track consignment details (via ship,rail,road) E

13 Ability to maintain and update the various handling charges (eg

:loading , unloading charges) E

14 Ability to record Waybill expenses in air consignment (AWB) E

15 Ability to acknowledge receipt of materials at various Loading and

Unloading locations of HLL E

16 Ability to receive advance shipment notice (LR/RR/BL/AWB/Cargo

Arrival/Port Clearance/) from the vendors and attach scanned

documents./ capture details

E

17 Ability to generate / print cargo arrival notice E

18 Ability to capture and track inland transit details till receipt to stores. E

19 Ability to capture details of stock in transit E

20 Ability to receive goods in part / full by rail / road / courier / hand

delivery / bank / post, etc. E

21 Ability to record the mode of transport of goods in the system E

22 Ability to notify the authorized transporter for delivery of the

consignments E

23 Ability to record the weighbridge transactions on the system along

with variance applied E

24 Ability to receive goods without P.O. or without proper documents

and subsequent adjustment / regularisation E

25 Ability to process freight handling bills E

26 Ability to record non-delivery certificate from the transporter when

goods not delivered E

27 Ability to record short shipment / delivery and follow-up till closure. E


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28 Ability to record damaged condition of consignment on receiving at

Store / at Port E

29 Ability to record the Daily Receipts in the system ( Day Book) against

PO ref. E

30 Ability to direct and record the place / location of receipt ( receiving

bay, silo, Raw Material store, etc.) of the goods E

31 Ability to receive part quantity of goods against a PO E

32 Ability to record receipts of various kinds like goods from supplier,

transfer from another unit, receipt on loan etc E

33 Ability to record provisional MRV (before inspection) and final or

confirmed MRV (after inspection) E

34 Ability to club multiple Lorry receipts / consignments into one Goods

Receipt document E

35 Ability to direct material to the designated bin as per the material

master E

36 Ability to maintain the bin cards in the system with details of material

receipts and issues / Stores adjustment voucher E

37 Ability to process vendor invoices for payment ( attach scanned inv

copy ) E

38 Ability to track material consumption against cost centres E

39 Ability to support multiple units of measurement and conversion E

40 Ability to track and monitor issues base on FIFO (First In First Out) E

41 Ability to support and track inter-unit transfer of material E

42 Ability to track and monitor stock at various departments / units /

shops sub-store) E

43 Ability to issue goods by authorized personnel / indenting dept to the

requesting department upon approval E

44 Ability to generate Gate Pass for material movement within and

outside the plant E

45 Ability to track issue materials on loan to other Units / profit centers

and record the return of the loaned materials E

46 Ability to make Accounting entries automatically (as per books policy)

on receipts, issues, adjustments, returns, etc E

47 Ability to maintain multiple locations (stores, sub-store etc) and

transfer goods from one store to another E

48 Ability to plan , track and receive the materials against monthly

schedule E

49 Ability to track receipt and consumption and account for variances if

any E

50 Ability to track the expiry details of shelf life items E

51 Ability to track details of entry tax / service tax / CST / state ST / VAT

/ C-form against orders / receipts E

52 Ability to interface with transporter for material availability at his go-

down or about the arrival intimation E

53 Ability to support receipt and accounting of direct deliveries by

suppliers and Door Deliveries by stores to the users. D

54 Ability to capture Lorry Receipt (LR), Delivery Challan (DC) and

send acknowledgement online. E


General Requirements

55

Ability to ensure data / information flow between all related entities -

logistics dept, production planning department, CF Agents,

Distributors, customers etc to ensure business continuity

E


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56

Ensure built-in integrity check for all data which is related to logistics

with other functional areas such as PPC, finance and costing, dispatch,

quality management and stores

E

57

Ability to capture all information like -

Sales Order Preparation , Distributor invoice generation , Sample Issue

Note , Stock adjustments , Inter CFA stock transfer -

that are currently being captured by legacy systems of LIS and EIMIS

E

58

Ability to enable scenario based planning through online analysis of

Net Sales Realisation, Productivity, Demand Priorities, Critical

operational constraints , critical material availability and profitable

product mix

E

59

Ability to further apportion the Annual plan into monthly plans based

on the defined planning levels and key constraints attached at each

level

E

60 Ability to view stocks by location E

61 Ability to analyse SKU wise sales E

62 ability to do Stock Transfer Planning based on stock movement and

inventories and requirements E

Annual / Monthly planning

63

Ability to perform annual / monthly logistics planning with relevant

inputs and revise it periodically.(sales performance across regions for

the current year, reports on marketing analysis, Target vs. Sales

Achieved ,Order in hand etc)

E

64 Ability to generate annual demand- supply plan with monthly

projections, product wise E

65 Ability to define plan parameters E

66 Ability to define plan constraints E

67 Ability to revise plan E

68 Ability to support multi year planning E

69 Ability to track plan revisions E

70 Ability to route plan revisions E

71 Ability to upload approved plan figures into the system with as little

manual intervention as possible. E

72 Ability to interface with production planning module to communicate

the annual/ monthly plan and capture the actuals E

73 Ability to roll forward planed figures and actual E

74

A full range of planning profiling features should be available (like

percentage distributions across periods in the financial year, uplifts on

the last year‟s plans, etc.)

E

75 Ability to set plans at any chosen level from posting account level

upwards with automatic roll up into plan totals set at higher levels. E

76 Ability to report Actuals vs. plans, variances E

77 Ability to integrate the demand-supply plan with production and

dispatch planning E

78 Ability to review the plan online based on the actual sales, stock in

transit, dispatches and production details E

79 Ability to upload into the system the monthly distribution plan E

Logistics Management

80 Ability to generate and maintain history of GRN, FG details at the CF

agents across locations E


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81 Ability to track FG details (stock, ageing details ) at the CF agents

across locations E

82 ability to capture order cycling process/details between logistics dept

and PPC E

83 Ability to generate and track stock transfer orders (STO) E

84 Ability to capture release order details from ministry and track transfer

of products received from Govt Medical supplies depot to C&F agents E

85 Ability to intimate revisions in projected quantities and STOs to PPC

division E

86 Ability to cross check against the sale order, the details of the

authorised transporter E

87 Ability to close an indent by creation of a gate pass cum delivery order

against it E

88 Ability to short close an indent (without delivery) and to capture

reasons for the same E

89 Ability to make revisions in monthly indents E

90

Ability to generate Gate Pass cum Delivery Order which contain

attributes such as Product, Quantity, Weight/volume and other

characteristics at the time of loading, Time of loading, vehicle number,

SO number

E

91 Ability to execute partial shipments of Sale Order quantity. The status

of the SO should be available online w.r.t quantity and amount and

displayed in each invoice

E

92 Ability to denote SO wise what requirements need to be sent/printed

with shipment, invoice, (e.g., Quality certificate, etc) E

93 Ability to record C&F Agent/Distributor acknowledgement against

each consignment E

94 Ability to send notifications to C&F agent/ distributor during various

stages of dispatch such as material shipped (including partial

quantity), acknowledgement received etc

D

95 Ability to send a copy of any or all of the dispatch documents to the

C&F Agents/distributors electronically. E

96 Ability to raise an alarm when FG inventories inside the plant crosses

predefined thresholds (upper and lower) D

97

Ability to take into account all open indents (indents at various stages

of dispatch - loading, weighment, delivery order etc) at the time of

processing the next indent

E

98 Ability to receive stock requirements of traded products from

marketing dept E

99 Ability to capture distributor collections and cheque dishonour history E

100 Ability to have full visibility of stock in WIP, Dispatch, FG store,

Transit etc E

101 Ability to plan daily dispatch plans as well as various alternate plans. D

102 Ability to generate advice for stacking the FG at warehouse

considering the warehouse layout and current stacking position. D


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103

Ability to generate daily truck loading program which contains details

such as

· Customer

· Transporters

· Payment type

· Product

· Priority

· Quantity

· Destination

E

104

Ability to generate truck loading slip for every truck considering the

delivery challan / dispatch indent (DI), product, quantity, capacity of

the truck, material availability etc. The system should also identify the

stacks which should be grouped for loading to the truck and identify

the location of the stacks at the warehouse. Maximum space utilization

of the truck should also be considered

D

105 Ability to hold/release dispatch against all pending DI's based on

business rules E

106

Ability to capture statutory documents attributes like e.g.

Import/Export license, ST registration, CST Registration etc and raise

alerts at predefined threshold before expiry of the validity of the

document.

E

107 Ability to capture data from offsite through web / file transfer E

108

Ability to indicate quantity allocation to different transporters in a DI.

System should facilitate validation with contractual agreement or

Customer's documentary instructions

E

109 Ability to display outstanding quantity against a DI, as per business

rules E

110 Ability to short-close DI with outstanding quantity as per existing

business rules and raise fresh DI E

111 Ability to trigger alert if the quantity being dispatched against a DI

reaches the DI quantity/value limit. E

112 Ability to generate texture wise, colour wise, grade wise, size wise

reports for product dispatches from FG. E

113 Ability to generate Stock keeping wise reports for product dispatches

from FG. E

114 Ability to execute partial shipments of DI. The status of the DI should

be available online with respect to quantity and amount E

115

Ability to generate dispatch documents like packing list, material gate

pass, dispatch advice, delivery/commercial invoice, way bill etc. based

on predefined business rules

E

116 Ability to record lorry receipt against each consignment E

117 Ability to send a copy of any or all of the dispatch documents to the

customer electronically. D

118 Ability to update the FG inventory online once the dispatches are

executed E

119 Ability to define various dispatch components like shipping methods,

freight carriers, freight terms, transporters, instructions etc E

120 Ability to track the in transit inventory of FG E

121 Ability to capture the actual loading status against the order at each

loading point. E

122 Ability to record customer acknowledgement against each

consignment E

123 Ability to record the unloaded weight at different points E


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124 Ability to effect dispatch against outstanding quantity in DI, based on

business rules. E

125 Ability to record priority of dispatch (at plant) based on business rules. E

126 Ability to re-schedule the dispatch plan for existing orders when over

riding priority is given to another order E

127 Ability to capture reasons for shortfall in actual loading and dispatch

against the plan E

128

Ability to send notifications to customer during various stages of

dispatch such as DI issued, material shipped (including partial

quantity), acknowledgement received

E

129 Ability to analyze data for several Key Performance Indicators (on

time delivery %) E

130 Ability to display the dispatches transporter-wise, zone wise etc E

131 Ability to trigger alerts, in case of dispatches exceeding allocation

quantity to a transporter. E

132

Ability to intimate the buyer about failure of transporter to place truck

after dispatch program has been finalized. Mails may also be sent to

respective regional offices and Corporate.

D

133

Ability to trigger alert in case dispatch indent is due to expire within 7

days (as per business rules). This alert to also be sent to respective

regional offices and Corporate.

D

134

Ability to amend the DI quantity and enhance the DI quantity on

receipt or availability of additional financial arrangement. The

amendments must be visible to dispatch section on real time basis. The

amendment may be done to reduce the DI quantity. This reduced

quantity may be treated as final quantity.

E

135 Ability to generate party wise dispatch details for a specified period E

136 Ability to generate statement of excise payment details E

137 Ability to generate daily stock report for FG E

138 Ability to capture all details pertaining to export material. E

139

Ability to post all details of export material into system and identify

port of loading, mode of export (sea/road through land customs) and

destination country, if any.

E

140

Ability to track status of every stock consignment (loss in transit, loss

by theft, quality related, diverted for domestic consumption etc) and

report stock available for export at each port of loading.

E

141 Ability to fix the freight carrier for export shipments through bidding

process E

142 Ability to generate work order to the freight carrier for export

shipment E

143 Ability to capture bundle/product details while loading into

containers/trucks. E

144 Ability to support shipment on both free on board (FOB) and cost

insurance freight (CIF) basis & Cost and Freight (C&F) basis. E

145

Ability to generate all export related documents such as analysis

certificates, producers certificate etc as per LC and customize as per

requirement .

E

146 Ability to handle inter unit transfer of Finished or WIP goods. D

147

Ability to denote customer wise what requirements need to be

sent/printed with shipment, invoice, order acknowledgement (e.g.,

packing slip number, Bill of Lading number, etc)

E

148 Ability to be prompted on credit controls at the time of dispatch E

149 Ability to capture details of all incoming and outgoing vehicles E


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150

Ability to levy excise duty on Finish Good material as per plant

invoice (the basic price & other discount will be as applicable on the

date of sale from warehouse).

D

151 Ability to have invoice date based on dispatch date (Road dispatch :

DA date , Rail dispatch : RR date) D

152 Ability to handle central, multiple states, local sales tax, VAT, levy,

taxes and duty amounts per invoice per item. E

153 Ability to generate relevant forms (Form F) report for dispatches

effected from Plant. (this must be month wise) E

154 Ability to record storage/transit loss, insurance claims, recovery from

transporter, settlement, subrogation etc. E

155

Ability to record shipping bills and establish relation with Proforma

Invoice(s), Bills of Lading, Commercial Invoice against various

licenses. This relation may be 1: 1 or 1: many or many: 1 or many:

many.

E

156 Ability to estimate/forecast export quantity/value required towards

fulfillment of EPCG license proposals D

157 Ability to handle lot-wise dispatch of materials. D

158 Ability to optimise transportation planning D

159 Ability to place order from Regional office E

160 Ability to monitor workorder checklist E

161 Ability to generate Release order to ministry D

162 Ability to monitor Stock replenishment D

163 Ability to keep track of stockist dispatch details through online E

164 Ability to keep track of Factory dispatch details through online E

165 Ability to keep track of inter CFA transfers etc., E

166 Ability to capture distributor collections and cheque dishonour history E

167 Ability to facilitate faster processing of orders raised by the regional

offices E

168 Facilitate processing of both distributor and stockist orders in the

system with appropriate controls and differentiations E

169 Ability to receive online updates on the expected date of finished

goods readiness and receipt from the production department E

170 Ability to analyse the root cause of delays or slippage in the delivery

schedules E

171 Ability to do sales projected VS actual sales made analysis E

Distributor management

172 Ability to check for available credit balance against the Distributor

code E

173

Ability to calculate the maximum quantity of product that can be lifted

by the Distributor based on the credit balance available in his account

and the prevailing sale price of the product (as per the price master)

E

174 Ability to block dispatches if the available credit balance is

insufficient to meet the indented quantity of product E

175 Ability for Distributor order processing E

176 Ability to keep track and analyze distribution expenses E

C&F Agents Management

177

Ability to identify the need for new C&F agent(s);based on

1. Projected Sales Turnover

2. Distribution network

3. Market analysis

4. Product Management group analysis

D

178 Ability to capture details of new C&F Agents E


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179 Ability to capture C&F agent wise product inventory E

180 Ability to capture dispatch history against every C&F agent E

181 Ability to initiate stock transfer between agents based on the indent E

182 Ability to evaluate performance of C&F agents E

183 Ability to issue cheque dishonor memo E

184 Ability to raise sales return and credit notes E

185 Ability to receive alerts and triggers from PMG as soon as there are

any changes in the schemes E

186 Ability to replenish stock at C&F locations as and when required E

187 Ability to receive acknowledgement from C&F agents for goods

transfer E


188 R: Sales performance analysis reports for the current year E

189 R: Sales accounting reports for the current year E

190 R: Daily and Monthly sales report E

191 R: Debtors ageing report for various divisions E

192 R: Non moving stock report E

193 R: EOQ report across locations E

194 R: Finished goods details across locations E

195 R: Finished goods stock report and ageing report E

196 R: Brand wise profitability report E

197 R: Comparative report on Forecasted sales, Production and Actual

sales D

198 R: Dispatch summary/details report E

199 R: Pending orders reports with reasons E

200 R Release order vs Qty receipts D

201 R Social marketing claim reports D

202 R Provisional Credit Note reports D

203 R: Reports with analysis on Purchase Order vs Quantity received vs

Quantity pending vs Regional Indent E

204 R: Comparative analysis on committed date of supply vs Pending

supplies vs Expected dispatch dates E

205 R CFA / Depot expense analysis E

206 R: Dispatch Details Report E

207 R: Dispatch Details Intimation E

208 D: Suppliers for traded products E

209 D: Goods received note E

210 D: Stock Transfer Order E

211 D: Complaint reporting form D

212 D: Audit analysis form D



Page 233 of 323

FRS for Plant Maintenance Processes

Sl.

No. Functional Requirement - Plant Maintenance

Criticality

E - essential

D - desirable

Response

(SF/WA/CZ/TP)


1 Ability to maintain unique equipment code across HLL with defined

cost centers for accounting all costs E

2 Ability to maintain Equipment OEM Manuals, Drawings and

Equipment History linked to equipment codes E

3 Ability to maintain and update equipment maintenance plan E

4 Ability to configure alerts as per pre-defined maintenance plan E

5 Ability to maintain a history of calibrations done on different test

equipments for a min. of 3 years E

6 Ability to maintain warranty details, equipment specific requirements,

maintenance history E

7 Ability to maintain applicable rate/ maintenance contracts linked to

specific equipment/operational area E

8 Ability to maintain equipment specific checklist with provision for

updation E


Manage of Preventive Maintenance

9 Ability to update (preventive maintenance chart) the schedules of

Preventive maintenance activities E

10 Ability to generate a preventive maintenance checklist E

11 Ability to trigger work requests for Preventive Maintenance jobs

automatically. E

12 Ability to manage work permit -equipment/operational area specific D

13 Ability to capture resource utilization on maintenance - equipment

specific E

14 Ability to retrieve the data for analyzing the maintenance cost by asset

and compare equipment cost to replacement cost E

15 Ability to schedule minor PM as part of major PM D

16 Ability to use time-based trigger criteria E

17 Ability to print a Preventive Maintenance checklist on a schedule date. E

18 Ability to select and pick the bill of materials for a particular asset E

19 Ability to see the live stocks attached with that bill of materials of the

equipment in which Preventive Maintenance is carried out E

20 Ability to process maintenance related clearances

(plans/approvals/schedules) through workflow D

21 Ability to trigger inspection schedules E

22 Ability to record and retrieve equipment maintenance history D

23 Ability to record and print inspection checklist E

24 Ability to update preventive maintenance inspection observations E

25 Ability to route inspection requirement notification to concerned

engineer /higher officials E

26 Ability to raise MRF for requisite spares based on material specific

BOM E

27 Ability to update the details of Preventive maintenance activities

carried out E


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28 Ability to analyse material consumption against equipment specific

preventive maintenance E

29 Ability to maintain measurement book incase of outsourced

maintenance services E

30 Ability to process bills of contractors E

31 Ability to calculate the cost of Preventive maintenance activity carried

out E

32 Ability to prepare a work completion report for the maintenance work

carried out by the team E


33

Ability to categorize breakdowns into critical / non-critical based on

pre-defined norms / policies in the system and notification (problem

notification) of the same to Plant Maintenance

E

34 Ability to record Breakdown details (Breakdown no. Nature of

complaint, priority etc) in a database E

35 Ability to route notifications about breakdowns to relevant officials E

36 Ability to provide equipment breakdown job progress and pending

jobs for next working shift / group D

37

Ability to define various operations required to repair the breakdown,

the material requirements for each operations, the personnel

requirement for each operation etc.

E

38 Ability to analyse equipment replacement / retirement needs based on

history of the equipment specific maintenance E

39 Ability to involve external vendors / OEMs to conduct repair job for

breakdowns and manage service orders for the same D

40 Ability to capture resource utilization on maintenance - equipment

specific E

41

Ability to capture specific manpower resource against specific

breakdown maintenance requirement including updation of actual

effort employed

E

42 Ability to raise equipment specific material required to conduct

maintenance activity E

43 Ability to create monthly/quarterly breakdown maintenance report E

44 Ability to create equipment wise maintenance work report E

45 Ability to view spares available, resources available for breakdown

maintenance E

46 Ability to automatically calculate the total cost of breakdown

(including recovery cost, opportunity cost etc) E

Manage shutdown Maintenance

47

Ability to capture predefined details of equipment specific shutdown

maintenance – Eg: jobs undertaken, start and end times, spares and

stores consumption, bottlenecks faced, manpower involved job wise,

contract job history – equipment wise, parties involved, work order

numbers, execution details, payment details

E

48 Ability to plan for shutdown jobs in advance and raise maintenance

requests E

49 Ability to segregate shutdown maintenance requirements and generate

consolidated shutdown job list D

50 History of shutdown for all equipments to be made available online to

all relevant stakeholders E

51 Ability to integrate with purchase/finance/stores/Logistics for

maintenance planning E

52 Ability to create an annual consolidated shutdown Maintenance plan D


Page 235 of 323

53

Ability to define /reserve various resources required for shutdown

maintenance - the material requirements, outsourced service support

requirements if any; on the system

E

54

Ability to group and ungroup the material allocation done on a

material for normal maintenance activity and shutdown maintenance

activity

E

55 Ability to categorize shutdown maintenance material requirements and

ability to raise corresponding indents by the maintenance engineer E

56 Ability to provide recommendations on vendor quotations for the

indent E

57 Ability to capture critical start-up validation parameters; ability to

prepare validation report E

58 Ability to raise notifications and get approvals from the user dept for

planning startup activities E

59 Ability to generate and print certificate of fitness and obtain online

approval through predefined work flow E

60

Ability to automatically calculate the total cost of shutdown

maintenance (including recovery cost, opportunity cost etc) based on

business rules

D

Manage Utilities operations and Maintenance

61 Ability to raise requests for availing AMC E

62 Ability to capture predefined parameters for measuring/recording

utility operations - utilization, consumption, breakdowns E

63 Ability to generate alerts (based on AMC schedules) for asset

maintenance D

64 Ability to monitor annual maintenance contracts with external vendors E

65 Ability to capture the history/ details of work carried out on the

machines maintained through AMC's through online. E

66 Ability to monitor the performance of various assets maintained

through AMC's E

67 Ability to monitor the consumption of various materials and electricity

usage by the assets maintained by AMC's as per predefined rules E

68

Ability to generate customised/ relevant reports(Daily consumption

and performance reports) across utilities managed (DG sets and Power

stations, HVAC, Compressors, Boilers, Air Conditioners, Water

reservoirs)

E


69

Ability to collect budgetary requirements (in prescribed formats of the

Finance Dept) from different section of maintenance dept

(Mechanical, Utilities, Electrical & Instrumentation) through

workflow

E

70 Ability to create Purchase Proposal for acquiring assets (Both Capital

and Revenue Items) or utilizing the budget sanction D

71 Ability to receive Purchase Proposal number from the finance dept D

72 Ability to link Purchase Proposal with actual Budgetary expenditure E

73 Ability to create fresh sanction notes for procurement of new

performance improvement items E

Manage Contract services

74 Ability to raise work requests for outsourced services - equipment

specific and unit specific E

75 Ability to update the work done by the Contractors through online -

including capture of cost and resource utilization E


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76 Ability to update and maintain all measurable activities and rates of all

services rendered by the contractors E

77 Ability to Prepare,update, track and Approve contract bill details (Bill

no, Bill date, Amount) E


78 R: Maintenance history and Equipment history Report E

79 R: Utility specific daily consumption and performance Reports (Such

as reports on electricity consumption, water consumption reports) E

80 R: Monthly\Quarterly breakdown maintenance report E

81 R: Maintenance plan and Schedule chart E

82 R: Preventive Maintenance work report E

83 R: Maintenance Plan and Schedule Charts E

84 R: Work completion report E

85 R: Pending list of jobs E

86 R: Breakdown analysis report E

87 R: Downtime details report E

88 R: Preventive Maintenance cost analysis E

89 R: Machine Utilisation and down time report E

90 R: Shutdown Maintenance work report E

91 R: Material consumption (for maintenance) report E

92 R: Energy/ Utilization consumption report E

93 R: Maintenance Expense report for both Capital and Revenue items E

94 R: Report on Budget allocation Vs Budget Consumption for both

Capital and revenue items E

95 R: Report on all AMC parties engaged across equipments(equipment

sharing the party's name, period of contract, due date etc ) E

96 D: Validation Report E

97 D: Certificate of fitness E

98 D: Annual consolidated shutdown Maintenance plan document E



Page 237 of 323

FRS for PPC & MPC Processes

Sl.

No. Functional Requirement - PPC & MPC

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Bill of Materials

1 Ability to have a unique item number for production material across

HLL E

2 Ability to capture all production Bill of Materials (BOM) for all

intermediate and finished products produced E

3 Ability to capture packing material details against specific finished

goods (export orders) E

4 Ability to capture multiple levels of BOM E

5 Ability to setup alternate BOMs / flexible BOMs which allow

substitution of material components at the time of production E

6 Ability to maintain multiple versions of each BOM and make any

one active at any point of time E

7

Ability of Bill of Materials to be linked closely to materials

management (material master) so that any change in materials is

reflected in Bill of Materials as well

E

Routings

8

Ability to setup all possible routings (material conversion process)

which define the steps of operations to be performed for each

intermediate / finished products

E

9 Ability to capture different / multiple routes for each product and

having one of them as default at any point of time E

10 Ability of the system to do capacity planning and re-routing

accordingly E

11 Ability to setup all details of various machine centers and work

centers to be used in the routes and their cost & time information E

12 Ability to create appropriate routing groups E

13

Ability to specify the series of operations along with Work Center in

proper sequence for the Bill of Material.i.e the details of times for

each operation e.g. Queue time before, Setup time, Run time, transit

time, queue time after.

E

Work Centers

14

Ability to setup the necessary org structure for enabling production

planning and execution processes including plants, different

production shops / operations departments and sections like mixing,

different storage locations, control rooms and warehouses for

finished / semi-finished goods

E

15 Ability to change / add new plants, storage locations, production

facilities in line with expansion plans E

16 Ability to create work center hierarchies E

17 Ability to capture costs at the lower most levels at all work centers

and roll them up for product costing E

18 Ability to capture factory calendar and availability of various work

centers to help scheduling E

19 Ability to capture the attendance details and minimum manpower

requirement and generate alerts for exceptions E


Page 238 of 323

20 Ability to capture the minimum manpower availability mapped to

various work centers to help scheduling E

Others

21

Ability to ensure data / information flow between all related

operations (determined by business rule) and production planning

departments / sections for business continuity

E

22

Ensure built-in integrity check for all master data which is related to

production with other functional areas such as materials

management, finance and costing, dispatch, quality management and

plant maintenance

E

23 Ability to track detailed process status / inputs / outputs / other

control parameters E

24 Ability to drill down to details and help to identify potential areas of

cost reduction and monitoring E

25 Ability to manage inbound / outbound logistics E


Production Planning

26

Ability to define different levels of planning, planning horizons

which can include multi-year strategic plans to weekly operational

and tactical plans

E

27 Ability to capture information on demand from different agencies

(internal and external like the Govt,) for different products E

28

Ability to edit information on demand from different agencies

(internal and external like the Govt,) for different products based on

market situations / demand fluctuations

E

29 Ability to have an integrated Sales & Operations plan to match

supply and demand effectively E

30 Ability to match production and packing details and alert exceptions

vis a vis the plan E

31 Ability to capture Annual Production Plans for different products

produced in different units E

32 Ability to apportion the annual production targets into monthly

targets to form the Monthly Production Plans E

33

Ability to capture production details in predefined format for data

analysis and comparison and enable transfer of information from

production to planning desks

E

34 Ability to generate daily production plans and to generate exceptions

if any for actual production versus plan E

35 Ability to revise the monthly production plans based on the

production for the month (FTM) & Rejection FTM . E

36 Ability to revise the monthly production plans based on the material

availability in the Stores E

37 Ability to schedule the production of specific products for the next

month based on monthly production plans and open orders E

38

Ability to capture any exception details - order / production

suspension, new requirement, specification etc against an item

master and link to production plan/indent

E

39 Ability to view productivity details, manpower utilization etc

generated / captured as part of other process modules D

Material Planning

40

Ability to prepare the Material Budget in the system at the beginning

of the year through multiple iterations and revisions based on

production plan and BOM

E


Page 239 of 323

41 Ability to capture the tentative production plan in Dec / Jan every

year for the following year E

42 Ability of the system to share the tentative production plan across

departments across units online E

43 Ability to gather and collect requirements from each department and

unit and prepare the requirement budget online through work flows E

44 Ability to generate the Annual Indent for procurement based on plan

and BOM E


45 R: Monthly Production Report (Consolidated) E

46 R: Production Report (product wise, period wise) E

47 R: Production Reports - variance reports on consumption, production

etc E

48 R: Annual / Monthly / Weekly Production Plan Reports E

49 R: Annual Indent for Materials E

50 R: Pending Orders. Status(Govt./Branded/Export) E

51 R: Root cause analysis of delay in dispatch D

52 R: Pending indents supply status(with schedule) E

53 R: Credit note (SCN's) of a material during a specific period. E

54 R: Indents given &materials received during a period. E

55 R: Domestic brands packaging materials based on STO'S/WO'S E

56 R: Export brands packing materials requirement based on each order. E



Page 240 of 323

FRS for Project Management Processes

Sl.

No. Functional Requirement - Project Mgmt

Criticality

E - essential

D - desirable

Response

(SF/WA/CZ/TP)


1 Ability to categorise projects under different dimensions( Green

field/brown field, Internal, Major/Minor) E

2 Ability to assign maximum expenditure (budgetary sanction) E

3 Ability to maintain service master for major project contracts E


4 Ability to capture project summary (objectives, sponsor, charter) E

5

Ability to interface / have a document management system to retain

and keep track of relevant design and approval documents, contracts,

drawings etc

E

6 Ability to capture project plan \ schedule E

7 Define, track and report on budget for each project at the lowest task

level and generate utilisation reports E

8 Ability to check for budget encumbrance when raising a Proposal. E

9 Ability to record the offers received in the system E

10 Ability to select the list of contractors during the proposal stage E

11 Ability to support different business rules and policies for each

contractor class/category and contractor type E

12 Ability to record the evaluations and the recommendations made on

the offers E

13 Ability to take Competent authority approvals on the system E

14 Ability to support workflow for all approvals E

15 Ability to link with e procurement for e-tender and e-bids. (when

implemented) E

16 Ability to track LOI history, search LOIs by contractors, nature of

job, etc E

17 Ability to record payment terms and actual payments made E

18 Ability to raise material and service indents against project WBS E

19 Ability to link material purchase, issues & returns against a LOI E

20 Ability to maintain Measurement Book or equivalent to track work

execution and for payment purposes E

21 Ability to track LOI status in terms of time and cost budgeted E

22 Ability to track LOI wise material and manpower usage versus the

budgeted quantity and highlight any deviations E

23

Ability to capture material issued / returns to / by contractors against

specified schemes including recoveries and maintain material

balancing

E

24 Ability to link payment to the contractor with the status of the

contract execution for real-time monitoring E

25 Track project expenses at the lowest task level E

26 Facility to adjust costs booked to projects E

27 Restrict access to specific projects to specific users E

28 Facilitate automatic escalation to project sponsor non compliances

with pre-defined milestones E

29 Restrict access to specific data in each project to specific users E

30 Keep project open across multiple accounting period and year E


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31 Monitor the milestone payments to contractors as per the billing

schedule E

32 Enable processing of project capitalization on completion or in

phases E

33 Ability to calculate time and cost overrun element wise / activity

wise based on (time bar) schedule E

34 Ability to generate alerts in the events of expenditure beyond

sanctioned amount. E

35 Ability to generate alerts on expiry of EMD, milestone completion

etc E

36 Ability to track materials received under an LOI and identify

unutilised material for transfer to revenue / engineering spares E

37 Ability to link multiple projects running simultaneously E

38 Ability to link with outstation / project sites for capture of data E


39 R: Periodic Progress Report interfacing with Project Management

Tool E

40 R: Project specific Cost overrun/ time over run report E

41 R: Project Utilization report - funds, materials etc E

42 R: Report on manpower utilisation including overtime E

43 R: Report on outstanding PO, deliveries E


44 Project Planning software (Primavera) E


Page 242 of 323

FRS for Purchase Processes

Sl.

No. Functional Requirement – Purchase

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Vendor Master

1 Ability to have centralized vendor master facilitating single vendor

description and code across the organization E

2 Ability to capture multiple addresses against each vendor E

3

Ability to have both manual numbering / automatically generated

numbering for vendor codes with provision for maintaining different

numbering sequences and formats for different vendor categories

E

4 Ability to record the following against each vendor:

4a Contact person for each vendor address E

4b Bank Account (e-payment, cheque payment etc.) E

4c Handling alternate payee(bank, third party) E

4d Payment method preferences (e.g. cheque / DD / Bank Transfer etc.) E

5

Ability to classify vendor master (multiple parameters required to

meet reporting, preferential treatment like waiver. payment

prioritization and other needs) such as SSI, ANCILLARY, PSU

(Spsu, Cpsu) etc. with effective date

E

6

Ability to enter / remove Tax details required for ensuring

compliance with Indian Tax laws considering both direct & Indirect

taxes.

E

7 Ability to setup default currency for invoice/payment D

8 Ability to configure various kinds of payment terms and indicate

default payment term (e.g. Immediate, 30 days etc.) E

9 Ability to de-activate / activate / blacklist vendors with effective

dates and assigning status to individual vendors E

10 Ability to check whether a vendor is also a customer and if so ability

to set-off transactions from AP and AR as per requirements D

11 Ability to configure and allow one-time vendor D

12

Ability to restrict access to vendor master to specific users and enable

filtered views of the vendor list for various processes as per business

rules

E

13 Ability to conduct vendor registration process and vendor

unregistration process as per predefined business rule E

14 Ability to undertake vendor development process in the system as per

predefined vendor development protocol E

Item Master

15

Ability to have centralized item master across the organization for all

categories of items (Raw materials, Consumables, Spares, Tools,

Components, Semi-Finished Items, Finished Items, Service Items,

Work Items etc.)

E

16 Ability to maintain bill of materials for specified items E

17 Ability to maintain MRP for predefined items including real time

valuation D

18 Ability to assign unique material codes and adopt material

codification policy agreed by the organization E


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19 Ability to have at least 2 levels of hierarchy in grouping items for

better classification D

20

Ability to assign unique material name including specifications so

that there is no chance of duplicate records being maintained of the

same material

E

21 Ability to capture, maintain and track shelf life of perishable items E

Service Master

22 Ability to identify services as per Area - works, non-works E

23 Ability to assign name corresponding to service code E

24 Ability to enter unit of measure of service as per the nature of service E

25 Ability to maintain unique service item codes E

26 Ability to assign / edit / modify description of the service /

item(activity) of service E

27 Ability to check existence of rate contract for individual services or

service groups E

28 Ability to aid in preparation of rate contract (Standard templates

stored in database) Agreements D


Indent Management

29 Ability to link the generation of indents automatically with the PPC

module which should have the MRP engine E

30 Ability to create annual / monthly indents from the annual / monthly

production plans under PPC E

31 Ability of the indents so created to inherit attributes such as material

specifications, delivery schedules as given in PPC production plans E

32 Ability of the indents to follow a configurable workflow so that they

can be sent to the purchase organization online E

33 Ability to raise service indents which includes service items E

34 Ability to categorize Indent documents as Revenue Purchase Indent,

Capital Purchase indent and Proprietary Indent E

35

For the Capital Purchase Indent, ability to capture against the indent,

the reference to budget approval document, justification for purchase,

environmental clearance (wherever applicable)

E

36 For Proprietary Indents, ability to capture details of Proprietary

certificates E

37

Ability to direct the indent to the relevant approving / concurring

authority as per the indent type (Capital / Revenue) and Delegation of

Power

E

38

Ability for senior officers/approvers to evaluate the indent online and

reject / suggest modification / approve indent with detailed comments

/ notes

D

39 Ability to rework and resubmit the indent for approval after necessary

modifications E

40 Ability for the concerned purchaser to scrutinize the indent online

and enter remarks if required E

41 Ability of the purchaser to reject a Indent if required with appropriate

comments E

42 Ability of the system to suggest the type of tendering required based

on value of indent and DoP D

43 Ability of the system to take online special approvals as work flow in

case there is any deviation from the DoP E

44 Ability to generate a unique indent number. E


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45 Indenter should have provision for declaration of tolerance

(quantity/estimation) D

46 Ability to suggest vendors with justifications while raising the draft

indent (PQC – class, categories of vendors) D

47 Ability to access information on past purchase details, current

inventory status, pending orders, etc against a particular item E

48 Ability to attach scanned docs (approved note sheets / drawings /

special requests etc). E

49 Ability to track indent status at every approval stage E

50

Ability for online budget monitoring and display of budget status

during indent stage and accordingly display alerts / messages on

exceeding the budget

E

51 Ability to merge/demerge indents E

Tender Management

52 Ability of the system to support both open tendering process and

limited tendering process E

53 In case of Open Tenders, ability to store information of the Tender

Notice, Date, Other details, Details of respondents etc. E

54 In case of Limited Tenders, ability to store details of the enquiries

and the list of vendors to which the enquiry was sent E

55 Ability to store details of tender opening meetings and findings of the

technical committee / inspection committee E

56

Ability to prepare the technical report along with classification:

vendor tech qualified - approved, under development, not technically

qualified

E

57 Ability of the system to send the Technical Reports through online

workflows for approval and to the Purchase Department D

58 Ability to select and maintain L1 / acceptable bidder D

59 Ability to generate Purchase orders E

60 Ability to capture vendor / item rates with effective dates E

61 Ability to generate enquiries only on active vendors in the vendor

master to avoid loss of effort and time E

62 Ability to collect requirements from various departments and procure

strategically for common and similar items E

63 Ability to track budget allocation and the utilization against cost /

profit centers E

64

Ability to cancel enquiry and refloat the same enquiry with provision

for adding new vendor or change in specification by adding vendors

and generate a new enquiry and send it to the vendors.

E

65 Ability to place order without the tendering process esp for small

value items / emergency procurement requirements E

66 Ability to provide for Lead-time alerts and tracking at every stage

after generation of indents. E

67 Ability to escalate to higher officials if approvals are not done with in

the stipulated time D

68 Ability to receive offers/bids into the system. E

69 Ability to capture bid details E

70 Ability to make comparative statement and rank the offers received

based on defined parameters E

71 Ability to evaluate offer on-line for technical and commercial aspects E

72 Ability to integrate with e-procurement / e-bid systems on a

prospective date E

Order Management


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73

Ability to convert the indents / enquiries to orders (Purchase / Work)

with updated terms and conditions as captured in the negotiation

phase

E

74

Ability to maintain all details of each purchase and linkage between

subsequent stages of the purchase process (indents -> enquiries ->

orders)

E

75 Ability to create amendment orders / partially close orders / terminate

orders / blanket orders E

76 Ability to prepare a Purchase proposal for SPC committee based on

the recommendation made by evaluators / committee E

77 Ability to revise proposal after negotiation with the vendors E

78 Ability to follow up on the vendor for delivery by sending reminders E

79 Ability to generate multiple Purchase orders against one contract and

track them E

80 Ability to create a Purchase Order with staggered delivery E

81 Ability to release schedules against a Purchase order for staggered

delivery E

82 Ability to provide for taxes and duties for various individual items in

the Purchase order E

83 Ability to provide for ship-to address, bill-to address, invoice-sent-to

address in the Purchase order E

84 Ability to specify on order, shipment-from, bill-by/payment to be

released, report-to(agents),etc vendor address in PO E

85 Ability to create, track and control TRIAL Orders till usage and

record of effectiveness / performance. E

86 Ability to provide for various terms and conditions etc. in the

Purchase order E

87 Ability to capture payment terms in distinct parametric form e.g. full /

part / advance, mode of payment, address to release the payment etc. E

88 Ability to capture inspection requirements, acceptance criteria, etc. in

PO E

89 Ability to check for budget allocation when generating a Purchase

order / Purchase Proposal E

90 Ability to capture Tolerances on Quantity ordered and received. E

91 Ability to generate Purchase order without a quotation / offer (

emergency PO / RC / Repeat Order) E

92 Ability to generate PO with a unique number (unit / dept or other

relevant criteria) E

93 Ability to generate purchase orders with quantity but no delivery

schedule (contracts) D

94 Ability to compare offered rates with estimates and / or Last PO rate

and report variances E

95 Ability to generate release orders against an open PO as and when

material is required E

96 Ability to generate dummy Purchase Orders E

97 Ability to handle delayed deliveries and the relevant Liquidated

Damages E

98 Ability to distribute order quantity amongst multiple vendors against

one RFQ E

99 Ability to capture Purchase Order acknowledgement and Planned

delivery date given by the vendor in the system E

100 Ability to query on Purchase order history by vendor, item code, PO

number, indent no. etc. E


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101 Ability to link the Purchase orders to rate contracts for view and

analysis E

102 Ability to generate automatic reminders to vendors for delivery on

time, expiry of L.C. E

103 Ability to track payment / refund status against PO E

104

Ability to track Bank Guarantee against advance and EMD against

PO in terms of value, receipt and validity and raise alerts whenever

required

E

105 Ability to amend / cancel a Purchase Order, item wise E

106 Ability to create Rate contracts and agreements to schedule deliveries E

107 Ability to follow-up on the vendor for order delivery E

108 Ability to make AT‟s (Acceptance to Tender) with provisional rates. D

109 Provision for capturing manufacturer's test certificate online. E

110 Ability to create a Purchase Order and Service Order against one

Indent. E

111 Ability to execute cash purchase (direct purchase) in case of

emergency on the basis of approved local purchase indent E

112 Ability to link Purchase Orders with LC / TT for import of packing

items E

113 Ability to generate MRR (Material Receipts) to acknowledge

accepted quantity of materials E

114 Ability to integrate with stores functions (inward) from Purchase

Receipts E

115 Ability to integrate with Material Testing Department functions / QA

functions for input materials purchased D

116

Ability of the Material Testing Lab to automatically receive online

intimation on requirement of sampling and testing and elimination

physical MAN (Material Arrival Note) which is prepared and sent

E

117 Ability to send alerts and reminders for delivery failure and gather

vendor feedback E

118 Ability to view the status (Financial payments) of an order post

receipt of goods from the vendors E

119 Ability to generate Transporter copy, Lorry receipt, Form 27, Gate

Pass and Declaration form for the rejected material" E

Vendor Complaints

120 Ability to record vendor complaints in the system and systematic

resolution of the same E

121 Ability to track changes in status of vendor resolutions E

122 Ability to prioritize vendor complaints and issue expected dates for

resolution E

New Vendor Development

123 Ability to capture details of the Vendor Development Form as per the

Vendor Development Protocol E

124 Ability to account for samples of materials from new vendors for

material testing (could include 3rd party inspection) E

125 Ability to capture / communicate the test results of the materials of

the new vendor E

126 Ability to attach the technical report with the new vendor

development record E

127 Ability to incorporate Vendor Rating based on configurable

parameters of evaluation E


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128 Once Vendor Rating is done, the Vendor Rate should appear clearly

on the Vendor's Master Record and in all online views / reports E

129 As per the Vendor Rating, the system should enable sourcing

decision making and provide warnings on order placements D

Trading Activities

130 Ability to capture Trading Orders in the system for specific materials E

131 Ability to capture / remove all commercial aspects (charges and taxes

including excise) for trading E

132 Ability to maintain and update online all RG registers as per excise

laws in prescribed / acceptable formats for trading E

Purchase Receipts

133 Ability to record material / service receipts fully / partially against

open purchase / work orders in appropriate formats E

134 Ability of the system to update physical stock and stock valuation as

per organizations policies on posting receipts E

135

Ability to consider tolerance levels (+ve and -ve) to be setup for each

material / each vendor / vendor-material combination in posting

receipts

E

Purchase Invoice Verification

136

Ability to verify vendor invoices online in terms of material

specification / quality requirements, quantity, delivery schedules,

payment terms, other conditions

E

137 Ability to record the vendor liability in the books of the company by

posting the vendor invoices E

Purchase Returns

138 Ability to reject purchased materials because of quality test results E

139 Ability to raise debit notes E

140 Ability to create return orders for other purposes E

Budgeting

141 Ability to categorize revenue budgets for works/material purchase

etc., E

142 Ability to support purchase department budgeting activities E

143 Ability to perform analysis of budget allocation and actual money

spent for purchase activities E

144 Ability to capture annual requirement plan E


145 R: Detailed Purchase Transactions / Purchase Register E

146 R: List of SPC approvals E

147 R: List of Active vendors E

148 R: List of Emergency Direct and Local Purchase E

149 R: List of indents raised for excess material E

150 R: Details of existing rate contracts and open orders on the same E

151 R: Vendor Rating Report E

152 R: Possible Vendor-Item Sourcing Options E

153 R: Details of existing rate contracts and open orders on the same E

154 R: Vendor / Contractor / Consultant / Creditor Ageing Analysis E

155 R: Purchase Order Register-current, outstanding, closed E

156 R: Purchase Requisition Register - current, outstanding, closed E

157 R: Material Costing / Pricing Report E

158 D: Purchase Indent / Requisition E

159 D: Purchase Enquiry E

160 D: Purchase Tender Document Summary E


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161 D: Bid Comparison Sheet E

162 D: Purchase Order E

163 D: Work Order E

164 D: Service Order E

165 D: Purchase Receipts / GRN / MRR E

166 D: Purchase Invoice / Bill E

167 D: Purchase Return Order / Debit Note E



Page 249 of 323

FRS for Quality Processes

Sl.

No. Functional Requirement – Quality

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/T

P)


1 Ability to record / maintain / edit Sampling Plan as per pre-defined

rule E

2 Ability to record / maintain / edit Quality Plan as per policy E

3 Ability to maintain Quality policy / Inspections standards document E

4 Ability to modify the rules and scope for QC dynamically to cater to

business scenarios in quality management E

5 Ability to configure permitted duration for complaints redressal as per

pre defined business rule with provision for escalation for exceptions E

6 Ability to configure good manufacturing practices in the system E

7 Ability to configure product specific and operation specific quality

parameters E

8

Ability to maintain periodic test schedules based on product specific

needs and on end use. eg: condoms for export and indigenous orders

etc

E

9 Ability to archive test results and documents linked to specific

lots/batches for traceability E

10 Ability to maintain quality system standards as per prevalent standards

(BIS, ISO etc) E

11 Ability to archive the soft copy version of HLL's Quality Manual D


General Requirements

12

Ability to integrate quality management function with processes in

materials management, sales & distribution, production planning and

control and plant maintenance to ensure seamless flow of information

E

13 Ability to manage standard quality information for materials &

vendors E

14 Ability to integrate quality management with cost accounting to

capture costs of quality management functions E

15

Ability for any concerned department from materials, operations,

maintenance, finance to view the quality management information

related to their respective departments

D

16 Ability to update and view the details of the rejection online. E

17 Ability to capture details of line stoppages due to quality issues and

archive the same for analysis D

18

Ability to generate all documents (checklists, instruction sheets for test

/ inspection, result records, test certificates.) and process through

workflow

E

Quality Assurance / Quality Control- Condoms

a) Quality Control (Half Product) - interim stage

19 Ability to generate unique lot & batch numbers E

20 Ability to create and print "Lot Cards" E

21 Ability to update "Lot Card" with the inspection test results. E

22 Ability to refer to the sampling plan on need basis E

23 Ability of the system to validate the updated values for various quality

parameters with the standard as configured E


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24 Ability to allow approval of the Lot's quality status based on

predefined business rule (eg. grade of employees) E

25 Ability of the system to generate alerts / warning reports based on

variances of test results values with standard values E

26 Ability of the system to capture details of lots meant to be salvaged. E

27 Ability to track / monitor the status of Lots sent back to primary

production dept for salvaging E

28 Ability to generate transfer note to initiate lot wise transfer of items to

other sections and to process the same through work flow D

29

Ability to allow a supervisor in QC to generate stock credit note

(SCN) for transfer of rejected condoms to stores and to obtain

approvals through workflow

E

30 Ability to update, maintain and archive test results as per predefined

format and link the results with lot/batch for trail E

b) Quality Control (Full Product)

31 Ability to receive transfer note raised in ETD through workflow E

32 Ability to acknowledge transfer note in system with intimation to

initiator (ETD dept) E

33 Ability of the system to validated the updated values for various

quality parameters with the standard as configured E

34 Ability to approve Lot quality / Batch quality by grade employees E

35 Ability of the system to capture details of lots meant to be salvaged. E

36 Ability to update transfer note with details of re-working of condoms

and sending it back to the ETD dept through work flow E

37

Ability to allow a supervisor in QC to generate stock credit note

(SCN) for transfer of rejected condoms to stores and to obtain

approvals through workflow

E

38 Ability to update transfer note with details of approved condoms and

forwarding it to the Parking section E

39

Ability to allow a QA member to record a transfer note to initiate

batch wise transfer / lot wise transfer of condoms from ETD to

Packing Section

D

Management of Material Testing Activities / Incoming Inspection

40

Ability to receive Material Arrival Note (MAN) notification from

stores department - (with details such as name of the material, name of

supplier, quantity of material, receiving date, and purchase order

number etc) to the testing lab

E

41 Ability to update test results by QA team member E

42 Ability to send notification to QA in charge for approval of quality

tests conducted by the QA team member. E

43 Ability to route test result notification to stores dept along with the

Inspection result reference E

44 Incase of material rejected, ability to trigger / generate a Reject note in

the system E

45 Ability to generate a non-conformance note to capture rejection

parameters E

Management of In process Inspection Activities -products other

than condoms

46 Ability to refer to Sampling plan on the system on need basis for the in

process inspection activities. E

47 Ability to update details of various samples in the sampling register E

48 Ability to generate/update in-process Line inspection report E


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49 Ability to route in-process Line inspection report to production dept

through work flow E

Final Product Inspection

50 Ability to generate alerts / intimation when products are sent from

Production dept for final product inspection E

51 Ability to maintain batch records and archive for traceability E

52 Ability to receive Transfer note generated from production dept E

53 Ability to approve transfer note through work flow E

54 Ability to generate Corrective report and Preventive actions note and

process through workflow E

55 Ability to capture records of final inspection and maintain for

traceability. Print feature also required E

Pre dispatch Inspection

56 Ability to generate alerts / intimation when products are sent from

Production dept E

57 Ability to capture records of pre-dispatch inspection and maintain for

traceability. Print feature also required E

Customer Complaints Management

58 Ability to maintain predefined forms for complain capture and

accessible even to field staff to feed details as prescribed E

59

Ability to track complaints with details such as date of complaint,

complaint type - require investigation/does not require investigation,

complaint details, status - open/closed/under observation etc

E

60 Ability to update analysis details/root cause for investigative

complaints - ie. Ability to generate Complaint Analysis report E

61 Ability to generate failure investigation report E

62 Ability to generate corrective report and preventive actions note E

63 Ability to create quality alert charts E

64 Ability to forward quality alert charts to production dept for viewing E

Art work Management

65 Ability to receive Art work requirements as captured by Marketing

dept from the customers through workflow E

66 Ability to send art work approval request to the marketing dept and

track against the specific order/customer E

67 Ability to receive art work approval from the marketing dept E

68 Ability to generate, record and update such records as IP, BP, and USP

across the art management work flow D

Audit Management

69 Ability to maintain and access GMP (good manufacturing practices) E

70 Ability to maintain, generate and print GMP checklist E

71 Ability to capture and archive audit details in the audit observation

list/report E

72

Ability to maintain details of specific audit team members across

depts. - production dept, stores, QC&lab, purchase dept, Accounts

dept & HR

dept

E

73 Ability to forward the audit observation report to the unit chief through

work flow including monitoring of action taken E

Vendor development management

74 Ability to receive intimation from purchase to conduct quality test for

new vendor E

75 Ability to upload new vendor quality test reports and link to vendor

master E


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76 Ability to qualify acceptance/rejection of new vendor on quality test

results E

77 Ability to forward new vendor quality test reports to purchase dept E

78 Ability to list out the vendors' supply history. D

Management of tendering of Condoms for External Inspection

79 Ability to track government supply orders in the system E

80

Ability to generate mails to external govt agency requesting for

inspection through system with updation of status on the govt. supply

order

D

81 Ability to update/upload external agency test reports (test results

received from Government's Inspection Authority) E

82 Ability to generate transfer note to depot E


83 R: Rejection report - Product wise / machine wise / Operator wise –

Periodically E

84 R: Corrective and preventive action report E

85 R: Complaint Analysis report E

86 R: Failure investigation report E

87 R: Audit observation report E

88 R: External Agency Test Reports- formats E

89 R :Details of lots in a batch transferred by ETD and acknowledged by

QA. E

90 R: Alert system to verify the batches transferred to ETD and not

received at ETD online area(FPQA) within a period of two months E

91 R: Alert system to verify the batches transferred to Packing and not

received at QA within a period of 20 days for government schemes. E

92 R: Scheme wise total HP pass details E

93 R: Batches passed by QC on a particular date E

94 R: Batches acknowledged on a particular date. E

95 R: Scheme wise batches passed by QA over a period of time E

96 R: Details of QA batch and Packing batch tendered. E

97 R: Split up of Govt. order quantity based on supply order E

98 R: Live inspection and production Record E

99 R: Enquiry to approved vendor only Major RM E

100 R: Existing & new vendors report E

101 R: No. of complaints - region wise / plant wise / product wise /

outstanding E

102 R: Batch wise Trading request E

103 R: Quality /Commercial summary report - region wise D

104 R: In process analysed samples Report stage wise (Granulation,

compression, coating, finished products) for

OCP,BDU,WHC,R&D,ARV etc

E

105 R: Stability products Report E

106 R:BMR 's Report D

107 R: Control samples and records Report E

108 D: Lot Card E

109 D: Salvage Card E

110 D: Rejection Card E

111 D: Warning record for the corrective action E

112 D: Final Passed Quantity (Before Packing) Record E

113 D: In-House Test Results Record. E

114 D: Transfer note to depot E


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115 D : Customer Complaint E


116 BV/BP apparatus software E

117 Electronic hole testing E


Page 254 of 323

FRS for Sales Processes

Sl.

No. Functional Requirement - Sales

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Product Master

1

Ability to maintain a single product master for sales carrying

attributes such as description, Sales tax/ Excise duty and other

statutory rates, prices, discounts, statutory requirements

E

2 Ability to maintain unique product codes for all categories of

products E

3 Ability to classify different products into categories and sub-

categories E

4 Ability to reflect the changes in product master with respect to taxes

and duties, prices, discounts etc in the pending Sale Orders. E

5

Ability to define an effective date for the price list. The dispatches

happening on and after the date should follow this pricelist (if

required)

E

Customer Master

6 Ability to maintain a customer, product and price masters in sync

with PPC, Operations and Marketing E

7

Ability to capture attributes of customers such as customer type

(Govt. / Export / Others), details of statutory certificates such as

VAT Number, TIN/SRIN, ECC Number, PAN Number, consignee,

freight code, discount code, taxability, customer inception date,

credit limit, credit terms, currency, payment terms, bank account

details, quality requirements, multiple contacts information, e-mail

and details of local representatives, user defined fields, etc.

E

8 Ability to route the process of new customer addition through

various levels of approvals and review E

9

Ability to define the various branches and sites of customer with the

required interlinkages. The purpose of each site should be defined

like billing, shipping etc

E

10

Ability to define consignees and link them with the parents customer.

There should be controls to ensure that only related consignees are

entered while order execution

E

11 Ability to define corporate customers which are group of customers/

branches/ units under same organization D

12 Ability to mark customers as active, inactive, registered etc. and

update status periodically E

13 Ability to control access to customer master at field level E

14 Ability to add new fields to customer master structure E

Others

15

Ability to interface with PPC System to obtain details of unit wise

stock of Finished/ semi finished inventory, WIP, support stock

valuation, Inventory ageing etc. product wise, quality wise

E

16 Ability to enter comment on invoice D

17 Ability to generate multiple invoices for single dispatch (with same

or different paying addresses) E

18 Ability to generate split invoices E


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19 Ability to interface with the Logistics Department E

20 Ability to prepare sales invoice in the system and issue receipt

voucher against sales invoice E


Govt. Supply Sales

21

Ability of the system record Sales Orders from Ministry of Health,

Govt. of India routed through the Govt. Business Development

Division (GBDD)

E

22 Ability of the sales function to receive Monthly Dispatch Plans from

concerned departments E

23

Ability to make Daily Dispatch Plan based on consignee quantity,

availability of finished goods, space constraint at the consignee

depot, preference orders for consignees etc.

E

24 Ability to exchange Quality Control data seamlessly before

processing dispatch E

25

Ability to prepare Delivery Challan online in the system containing

information on details of quantity, batch nos., no. of boxes, address

and names of consignees etc.

E

26

Ability of the system to initiate a workflow to request the Regional

Director (RD), Health & Family Welfare to inspect the and verify

consignment's material availability

E

27 Ability to generate Inspection Notes (9 copies) against each challan E

28 Ability to generate shipment documents (packing lists etc.) and Tax

Exemption Forms from the system E

29

Ability to send Inspection Notes 1,2,4 & 5 to HLL regional offices

online from where they can be submitted to the consignee who retails

No. 4 and gives back the rest as acknowledgement

E

30 Ability to automatically invoice and pass the accounting entries after

the shipment of goods takes place E

31 Ability to generate Gate Pass in the system E

32 Ability to view customer balances online including outstanding from

the Ministry in coordination with GBDD and Finance E

33 Ability to notify / generate alerts to marketing once the dispatch of

products happen from Units E

Manage Transporters

34 Ability to manage transportation for Govt. supplies, to C&F

locations and to Shipping Agents E

35 Ability to appoint / register various transporters throughout the year

by tendering / direct appointment by HLL E

36 Ability to manage the tendering process for transporters E

37 Ability to prepare a detailed comparison report on the technical

evaluation of the transporters E

38

Ability to capture all details currently maintained in the manual log

books (quantity of consignment, consignee address, LR No., Date of

Dispatch) in shipment documents generated by the system

E

39 Ability to pass transporters' invoices post delivery with approval

from Finance E

40 Ability to claim insurance from transporter in case of any shortages /

damages in delivery E

41

Ability of the system to distinguish between transportation for

different types of products (exports / branded items etc.) and book

cost to appropriate cost heads

E

Sales of Branded Products


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42 In case of branded products, Stock Transfer Orders are made to C&F

locations. This needs to be captured in the system E

43

For non-excisable products dispatch documents such as covering

letter, delivery challan, check post letters are prepared. These need to

be generated by the system in appropriate pre-defined formats

E

44 Ability to generate Excise Invoice for sales in appropriate required

format E

45

Ability to include all commercial components like taxes, charges,

discounts etc. as part of invoice which is configurable and can be

designed as per business rules by the business users of the system

E

46 Ability to introduce levels of under-tolerance and over-tolerance on

quantity orders and quantity dispatched E

47 Ability to generate Consignee Receipts Certificate from the system

based on Sales Order / Shipment data E

Export Sales

48 Ability to receive and record check list / export orders from IBU

(International Business Unit) - a wing of Marketing department E

49 Ability to include all commercial components in the invoicing

process for export sales orders E

50 Ability to configure the invoice components (taxes, charges and

duties) for export sales orders E

51 Ability to interface with PPC and Finance for finalizing on Export

Orders E

52 Ability to prepare the packing list and send the same to IBU through

online E

53 Ability to generate Application for Rebate (ARE Form) for export

sales E

Scrap Sales

54 Ability to collate all the relevant information regarding scrap from

various factory location E

55 Ability to keep MSTC as a selling agent for Scrap Sales in the

system with applicable terms and conditions E

56

Ability to capture Scrap Sales in Sales Order management for

different categories of Scrap and stock position of different scraps

available

E

57 Ability to receive payment in advance from the parties before the

scrap is picked up by parties E

58 Ability to segregate the credit to HLL and service charge to MSTC

from the amount deposited to HLL E


59 R: Sales Tax details E

60 R: List of passed batches tested by external sales E

61 R: Comparative reports on transporters rates E

62 R: Pending order status vs Stock Availability. E

63 R: Stock position product-wise, product group-wise E

64 R: Customer list E

65 D: ARE Forms Data E

66 D: Sales Enquiry E

67 D: Sales Order E

68 D: Shipment / Dispatch Documents E

69 D: Challan E

70 D: Excise / Tax Invoice E

71 D: Commercial Invoice E


Page 257 of 323

72 D: Inspection Notes E

73 D: Gate Pass E

74 R: Daily report E

75 R: Despatch reports for insurance E

76 Delivery challan E

77 R: Checkpost letter E

78 Covering letter E

79 Commercial invoice E

80 Invoices from date to date E



Page 258 of 323

FRS for Strategic Planning Processes

Sl.

No. Functional Requirement - Strategic Planning

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Statutory Compliance Details

1

Ability to store records related to information on statutory

requirements like license details, registration details, corporate

governance aspects etc

D

2

Ability to notify / generate alerts when the senior management needs

to take some action on these aspects (based on expiry dates / validity

dates)

D


Preparation and Review of Annual Plan

3 Ability to capture broad level turnover targets for various divisions E

4

Ability to re-assess targets every year in a collaborative manner with

involvement of internal stakeholders like the marketing departments

of each unit

E

5 Ability to finalize the annual plan target figures and obtain multi-

level approvals online if required E

6 Ability to maintain different versions of the annual plan and

designate one as active at any point of time E

7 Ability to allocate production targets product-wise, division-wise,

unit-wise E

8 Ability to share the planned production targets to relevant

stakeholders within the company online E

9 Ability to set the production targets based on demand information

and insight from the marketing / business development divisions E

10 Ability to set the production targets for some divisions (like PCD /

IDD) based on no. of orders in hand E

11 Ability to edit the targets based on mid term review / market outlook E

12 Ability to capture salient points discussed in Annual Plan Meeting

and follow-on activities E

13 Ability to generate all necessary documents from the system which

go on to form the Annual Plan Book / Document E

14 Ability to review compliance to the target figures on periodic basis:

monthly, quarterly and half-yearly E

15 Ability to restrict access to change to only select group of users once

the Annual Plan has been finalized E

16

Ability to query data of different units / departments from different

modules and consolidate in required formats for Monthly Review /

Comparison of Plan vs. Actual

E

17 Ability to generate various reports required for the Monthly Review E

18 Ability to capture the follow-on action points for various

departments / units after presentation of the monthly review E

19 Ability to track completion of the action points and review of the

status of various action points in the next meeting E

20 Ability to exchange data with BI tools / Analytics tools to provide

better business intelligence E

Due Diligence for Acquisition


Page 259 of 323

21 Ability to maintain and update a master of possible companies which

HLL could consider acquiring D

22

Ability to capture all details of any transactions (financial and non-

financial e.g. could be meetings / communication) against these

companies which HLL undertakes

D

23 Ability to capture the terms of reference (ToR) to select a merchant

banker to carry out due diligence E

24 Ability to have a flexible and configurable set of Terms of Reference

which can change with each deal / proposed deal E

25

Ability to capture information which needs to be shared with top

management and other stakeholders of the company and initiate

workflows

E

Opportunity Assessment Study

26 Ability to record opportunities in the system along with pertinent

details and chances of conversion E

27 Ability to track opportunities and update status / result accordingly E

28

Ability to link and update KPIs like % of depts. That made strategy

maps linked to corporate strategy, % of areas monitored for

performance, annual resource allocation for M&A strategy

development etc.

E

29

Ability to gather external data from market (primary and secondary

research) on companies / industries and uploading the same in

configurable database schema

E

30 Ability to perform advanced analysis on the data collected to obtain

insights and trends of the market E


31 R: Target versus actual on a periodic basis (monthly, quarterly) E

32 R: Report on exceptions versus targets (variances) E

33 D: List of target companies being evaluated D

34 D: Annual plan document E



Page 260 of 323

FRS for R&D Processes

Sl.

No. Functional Requirement - R&D

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


New Formulation Development Master

1 Ability to capture details and specifications of new product

development in a master E

2 Ability to maintain status of development of these new products

(there could be different stages of development of products) E

3 Ability to maintain reference of Material Code in Material Master

once the new product is approved for regular manufacturing E


4

Ability to capture details of trial licenses obtained for New Product

Development (NPD) including issuing authority details, scope of

license, expiry, validity etc.

E

5

Ability to configure processes in other modules like purchase,

quality, Production etc. based on procedure developed for new

product

E

6 Ability to enter material specifications in the material master as

finalized E

7

Ability to raise indents for the materials as per the standard indent

process but with the ability to distinguish (by use of different Doc.

No. Seq. / Other qualifiers) it for NPD

E

8 Ability to capture details Quality tests as defined for NPD E

9

Ability to capture certain essential features / attributes / specifications

of materials searched on the internet / books for easy future reference

of the R&D team

E

10 Ability to form final product composition through multiple iterations

in production planning modules E

11 Ability to carry out trials of NPD and capturing the details and

observations of these trials E

12 Ability to generate all necessary documents like results of trials for

application of manufacturing license E

13

Ability to capture all details of product master formula across

relevant modules which would include manufacturing method and

processes, in-process quality management, packing specifications and

labeling requirements

E

14 Ability to define separate procedures and policies for indenting /

tendering etc. in case of NPD E

15

R&D often consumes material samples provided by suppliers free of

cost for formulation trials. Ability to receive, account and track for

these material samples

E


16 D: New Product Specification E

17 D: Consumption Report for Material Samples E



Page 261 of 323

FRS for Inventory Processes

Sl.

No. Functional Requirement - Inventory

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Item Master

1 Ability to group all items based on parameters like Engineering,

chemical and packaging, and Stationeries E

2

configuration capability to allow grouping of items according their

colour codes and respective definitions - yellow (quality check

pending), green(quality approved) and red (discard)

E

3 Assign unique category code to each category E

4 Assign Unique Item code for items E

5 Ability to regroup the items and retrieve the data as per user

requirements E

6 Assign item name in each category E

7 Ability to assign model, make, characteristics etc to each item E

8 Ability to configure items viz - requiring quality check / quality check

not required E

9 Ability to Map item code with vendor master E

10 Ability to identify duplicate items and send alerts E

11 Provision for traceability of materials E

12 Provision for further scaling of coding structure E

13 Ability to update the Bill of Materials for all the assets E

14 Provision to attach Technical Write up, end user certificate for import /

Indigenous items E

15 Ability to have excise tariff number / customs tariff number to the

items. E

16 Ability to identify place of inspection – Receipt / In-process / Pre-

dispatch E

17 Ability to link each item of an indent to equipment / assembly /

project, department wise E

18 Provision for differentiating items based on criteria such as capital or

consumption E

19 Provisions for maintaining critical characteristics like shelf life etc. for

system alerts and decision regarding material movements E

20

Ability to configure an expiry alert date for chemicals. The system

shall generate an expiry alert 'XX' number of days before expiry as

configured

E

21 Ability to configure safety stock / economic order quantity based on

enterprise stock management policies E

22 Ability to configure a committee for a specific department unit to

generate local purchase Indent E

23

Ability to configure/ add/ remove wastes types - such as Engineering

scrap, condom wastes (dry, wet, oil, foil), barrels ( silicon oil barrel,

Latex barrel), carboys etc

E

Indent Master

24 Ability to raise auto indent to items whose stock levels are at or below

ROL level or in safety stock levels E


Page 262 of 323

25 Ability to raise Preq / Indent and restrict access for certain materials to

authorized personnel (AR items by Stores only) E

26 Ability to generate a unique Preq / indent number : Combination of

Unit, dept, item wise E

27

Ability to put following details in an indent: past purchase PO, last 3

years consumption, estimated value of purchase, estimated delivery

date, type of purchase, nature of item (consumption, capital), where

used details, total budget allocated to the dept

E

28 Indenter should have provision for declaration of tolerance. D

29 Ability to raise alerts when items reach the re-order level and generate

indents automatically. E

30 Ability to suggest vendors with justifications while raising the draft

indent D

31 Ability to forward the indent to the respective approving authority

through a defined workflow for clearance. E

32 Ability to evaluate the indent online and reject / suggest modification /

approve indent with detailed comments / notes. E

33

Ability to access information on past purchase details, current

inventory status, pending orders, etc required to evaluate an indent and

sorting of approved approval hierarchy.

E

34 Ability to attach scanned docs [ approved note sheets / drawings /

special requests etc] if required E

35 Link to database for price history D

36 Ability to create internal indent by a unit / dept / etc. on another unit /

dept. E

37 Ability to raise indent for missing item / reject item with appropriate

auto generated reason code affixed with indent. D

38

Ability to classify indents such as revenue / capital indents / non plant

capital , Emergence / normal, import / indigenous, trial, import

substitution, etc.

D

39 Ability to rework and resubmit the indent for approval after necessary

modifications (edit after submission). E

40 Ability to allocate funds against an indent online from department

procurement budget. E

41

Ability to direct the indent to the relevant approving / concurring

authority as per the indent type ( Capital / Revenue) and Delegation of

Power

E

42 Ability to differentiate between approved, pending for approval and

rejected indents E

43 Ability to link the Purchase indent with the respective Cost centre E

44 Ability to trace the indent to the indenter, department, shop floor etc.

with the audit trail with regard to date E

45 Ability to track on indents raised per user dept / cost centre , buyer

group/person E

46 Ability to convert indent to a final stage by indenter, after this further

modifications by indenter is restricted. D

47

Ability to specify whether items in the indent are proprietary or not

and accordingly link proprietary certificate for proprietary items (same

is true for Quality inspection specific items and relevant quality

certificate)

E

48

Ability to track the status of an indent from indent raising to approval,

receipt of offers, placement of order, LC status, material in transit,

receipt at stores, inspection, stock charging and payment

E


Page 263 of 323

49 Ability to submit a technical write up / specification for imports

(against the items procured) required for customs clearance at ports. E

50

Ability for online budget monitoring and display of budget status

during indent stage and accordingly display alerts / messages on

exceeding the budget.

D

51 Provision to use multi budget codes for certain group of items D

52 Without sufficient budget indents cannot be raised. E

53

Ability to track items critical to Operation, critical to quality,

insurance spares, having shelf life, etc for stock level and raise alarm

for indenting.

E

54 Ability to raise indents automatically for items reaching re-order level

with generation of alerts. E

55

Ability to provide a facility to the indenter for adding any

remarks/description, Special instruction on Packing req, inspection

req, sample submission (free/chargeable), legal transit needs, delivery

scheduling, test certificate req, Pre-dispatch inspect

E

56

Ability to track the requirements from different department level and

consolidate for indenting. The same has to be monitored for issue to

the dept. Provision must be there for authorising issues beyond

projected level.

D

57 Ability to specify the number of sources required. D

58

Ability to specify whether „Sample‟ is to be submitted with offer or

after placement of order and attach „sample approval criteria‟ to the

indent.

E

59

Ability to prepare an estimate based on standard cost data, past

purchase and latest applicable taxes and duties (ED, Cess, entry Tax,

etc), transport cost, etc giving landed cost.

E

60 Ability to choose the mode and type of tendering. E

61 Ability to identify existence of rate contracts at the indenting stage and

link it accordingly with the indent. E

62 Ability to indent and track a free trial / paid trial item and record the

performance. E

63 Ability to create a purchase requisition / Indent from an existing

requisition D

64 Visibility of inventory of the items. E

65

Ability to track Purchase requisitions at various stages of approval

hierarchy and consolidate the requirements based on material groups

or other relevant criteria.

E

66 Ability to automatically book the department budget with actual value,

upon placement of Approved Tender / Finalized contract E

67

Ability to specify whether „Sample‟ is to be submitted with offer or

after placement of order and attach „sample approval criteria‟ to the

indent.

E

Service Master

68 Ability to identify services as per work category eg. New capital

projects, Revenue work or others E

69 Generate unique service code for services. E

70 Ability to capture Tax details for services E

71 Ability to create Service contract with provisions of free of cost

materials E

72 Ability to create Material contracts with provisions for free services E

73 Provision for mapping of complex service structure such as hierarchy

of services and mapping provision for more then one similar jobs E


Page 264 of 323

74 Provision for mapping service contract of capital nature involving

chargeable materials D

75 Facility to do full Description of the service-for internal and PO

purpose. D

76 Assign name corresponding to service code. E

77 Mapping of service with vendor E

78 Ability to check existence of rate contract. E

79 Ability to Send alerts on duplicate entries. E

80 Ability to maintain measure book or equivalent for service

measurement E

81 Ability to attach service entry sheet along with each service code. E

82 Ability to capture vendor rating for particular service code. E

83 Ability to make part payments without the need to enter all the line

items D

84 Provision for revaluation of contract pricing (renegotiate L1) terms, in

case of market price fluctuation with time D

85 Ability to interface with e-procurement module for online tendering,

goods-receipt, inspection etc. E


Stock Planning & Analysis

86 Ability to analyze the consumption pattern, present stock and pipeline

quantity estimated sales (finished goods) , production plan, etc. to plan

for inventory

E

87 Ability to record the inspection schedule and results of shelf life items

and generate alert. E

88 Ability to analyze inventory in terms of 'items reached re-order / safety

level' and 'critical' items and generate appropriate alerts to respective

stakeholders

E

89 Ability to analyze age-wise and location-wise inventory, class code

wise, area code wise, shop floor wise E

90 Ability to maintain and run the Stores Ledger detailing the opening

and closing stock, receipts, issues, price and quantity E

91 Ability to value inventory on various methods like average, weighted

average, current, etc. E

92

Ability to revalue inventory, with tracking to revert back / to get

original value, if required. This is to facilitate cenvat credit refund to

Govt. at current rate or on original value.

D

93 Ability to analyze raise in inventory based on qty escalation , value

escalation, D

94 Ability to track stocks at sub-store after it issued from main store as

"consumed (consumption posting)" for concerned department. E

Physical Inventory

95 Ability to perform various kinds of inventory analysis like ABC

analysis, XYZ analysis, Fast/Slow/Non-moving analysis, Min-Max

analysis, etc. with alert.

E

96 Ability to post stock adjustment transactions (positive and negative

adjustments) to adjust quantity and / or value after approval E

97 Ability to do Stock Verification based on perpetual / cycle / physical

counting or any other defined method and periodicity E

98 Ability to perform perpetual inventory verification by group wise,

location wise, item wise etc. E

Insurance

99 Ability to track claims on product shipment / theft / transit losses. D


Page 265 of 323

100 Ability to record and track survey / inspection details D

101 Ability to lodge provisional claim and track it convert it to final claim E

Inward Receipts Management

102 Ability to crosscheck delivery challan against the corresponding

purchase order E

103 Ability to register/record inward - material details unloaded E

104 Ability to retrieve the details of Materials ordered and received with

the Purchase order number E

105

Ability to capture such particulars as - item name, Quantity/packing,

date of receipt, inward register number, purchase order number and

name of the supplier - for the unloaded batch

E

106 Ability to qualify and tracking of items based on colour codes - yellow

(quality check pending), green(quality approved) and red (discard) E

107

Ability to generate MAN - information captured to also include

(delivery challen details, excise invoice information, commercial

invoice information)

E

108 Ability to alert \ route MAN to the Concerned user department E

109 Ability to alert \ route MAN to testing department ( as the case may

be) E

110 Ability to receive notification from the testing department wrt to

pass/fail of the material E

111 Ability to aid the user department to generate MRR against the MAN

received E

112 Ability to Route the MRR so generated for its approval to the

concerned higher officials E

113 Ability to send Automatic notification to finance department for

payments to the materials received, once the MRR is approved E

114 Ability to receive notifications on STN from the MPC dept. E

115 Ability to do Updation of Stores inventory based on instructions

received in STN \ SCN E

116 Ability to notify Purchase / Accounts departments about the rejected

materials. (Ability to generate Material Rejected Note) E

117 Ability to receive notifications from Purchase department on approvals

for returning rejected material E

118 Ability to notify Purchase department of excess / shortfall in material

received E

119 Ability to pre-populate MAN with information captured during Inward

receipt D

Raw Materials Management

120 Ability to track and trace material based on FIFO E

121 Ability to receive MRF from user department E

122 Ability to get acknowledgement from user department for the material

received. E

123 Ability to receive SCN / SRR from user department E

124 Ability to modify inventory levels based on information received in

SCN / SRR E

125 Ability to classify stock transferred to user depts. / received back as

consumables/ non-consumables E

126 Ability to generate stock available statement at a given point in time E

127 Ability to print MRF E

128 Ability to generate Gate pass with information received from MRF /

SRR E


Page 266 of 323

129 Ability to generate Unique Batch code (batch code with current year

information ) E

130 Ability to generate report on excess material in stock E

131 Ability to generate trend analysis on expiry of chemicals, rejected

material etc E

Engineering Stores Management

132 Ability to receive MRR from stores department E

133 Ability to capture BIN ID E

134 Ability to print MRR E

135 Ability to track current inventory in engineering stores E


137 Based on MRF received, ability to automatically generate indents for

specific items stored in the engineering stores dept E

138 Based on the MRF received, Ability to route indents to corresponding

user department E

139

Ability to allow user department to update quantity of material

required for the following year in the intermediate indent along with

the initial indent

E

140 Ability to allow the head of engineering stores to approve the indent

before routing to the purchase dept E

141 Ability to route the approved indent to the purchase dept E

Stationary Stores Management

142 Ability to raise annual indent E

143 Ability to sent indent notifications to purchase department E

144

Ability to generate MAN - information captured to also include

(delivery challen details, excise invoice information, commercial

invoice information etc)

E

145 Ability to route MAN to specific user department(s) E

146 Ability to receive approved MAN from user department E

147 Ability to generate MRR E

148 Routing of MRR so generated for approval by the Head of stores E

149 Automatic notification to finance department for payments, once

MRR is approved E

150 Ability to track current inventory levels E


152 Based on MRF received, ability to automatically generate indents for

specific items stored in the engineering stores dept E

153 Based on the MRF received, Ability to route indents to corresponding

user department E

154

Ability to allow user department to update quantity of material

required for the following year in the intermediate indent along with

the initial indent

E

155 Ability to allow the head of engineering stores to approve the indent

before routing to the purchase dept E

156 Ability to route the approved indent to the purchase dept E

Local Purchase Stores Management

157 Ability to allow a committee to generate a local purchase indent E

158 Ability to allow head of the department to approve local purchase

through workflow E

159 Ability to generate MAN for local purchase E

160 Ability to route MAN to specific user department(s) E

161 Ability to receive approved MAN from user department E


Page 267 of 323

162 Ability to generate MRR along with local settlement form E

163 Automatic Notification sent to finance dept; of the approved MRR E

Management of Non-moving Items

164

Ability to track and categorise number of non-moving items in the

system based on shelf life (one year, two year and three year old), type

(Engineering, chemical and packaging, stationeries etc)

E

165 Ability to notify specific user departments for conduction of old item

audits E

166 ability to receive report from non-moving items committee E

167 ability to calculate value / amount of non-moving items E

168 ability to notify finance dept of the value of non-moving items E

169 The system shall automatically generate an alert of expiry of non-

moving chemical items on a prior date as configured E

170 Ability to receive a test result (report on expiry details) from the

testing dept E

171 ability to generate a stock adjustment note based on items being

destroyed / disposed E

172 ability to generate material reject destroy note E

173 ability to initiate write off action and intimation to finance dept E

Management of Rejects

174

Ability to receive SRR (rejection report) from Quality dept ( SRR

shall be routed from the user depts. to quality dept for approval)

through workflow

E

175 Ability to notify purchase and Accounts depts. of the rejection report E

176 Ability to receive approval notification from purchase dept to return

the rejected material to the supplier E

177 Ability to generate/print gate pass based on notification from purchase

dept E

178 Ability to deduct material returned from current stock quantity E

179 Ability to generate MRP E

Finished Goods Management

180

Ability to receive and acknowledge stock transfer note(STN) from the

secondary parking dept (with details like - batch no, Quantity, date of

production, expiry date etc.,)

E

181 Ability to print STN E

182 Ability to prepare detail report on stock status of finished goods E

183 Ability to receive FGR / work order notification from the sales dept

for dispatch of finished goods E

184 Ability to receive gate pass notification (with details like - Box Sl no.,

vehicle no, LR no.) E

185 Ability to update finished goods stock information in the system E

186 Ability to receive notification on FG rejected information from sales

dept E

187 Ability to classify waste under various heads such as condom wastes,

Barrels, Carboys, Scrap from Engineering dept etc E

188

Ability to classify condom wastes under various heads such as

(condom waste viz. dry condom, wet condom, oil condom, foil waste

and latex waste)

E

189 Ability to receive disposal advice note from sales E

190 Ability to track all parameters related to wastes such as quantity of

waste, weight, type of waste/scrap, Value etc..) E

191 Ability to manage subcontracting / sub assembly / outsourced services

including tracking of component issue and reconciliation upon receipt E


Page 268 of 323


192 D:Material Arrival Note (MAN) E

193 D: Material Received Report (MRR) E

194 D: Material rejection Note E

195 D: Gate Pass document E

196 D: Material returned to Party (MRP) E

197 D: Material Rejection for Destroyal E

198 D: Stored Rejection Report (SRR) E

199 R: Stock available statement E

200 R: Stock rejection report E

201 R: Sales return on finished goods E

202 R: Transfer notes E

203 R: Scrap sales report E

204 R: List of Insurance spares E

205 R: Waste generated statement E

206 R: Trend Analysis report on expiry of chemicals, rejected material E

207 R: Non-moving Items report E

208 R: Aging analysis report E

209 R: Report of expiry of non-moving items E

210 Number of excess notes raised for a given price E

211 List of pending excess notes E

212 List of closed excess notes E

213 Total SRRs raised for a given period E

214 List of SRRs against which the material is returned back to the party E

215 List of pending SRRs E

216 List of total MRNs for a given period E

217 List of rejected material returned to the party E

218 List of rejected material lying with stores E



Page 269 of 323

FRS for IBU Processes

Sl.

No. Functional Requirement - IBU

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


Customer Master

1 <Same as captured in Sales>

Product Master for Exports

2 <Same item master as in materials management and sales

management with categorization of Export Products'


Prepare Intl. Business Plan

3 Ability to view the Annual marketing plan and the Annual business

plan of HLL E

4

Ability to capture essential elements of the IBU Annual Business

Plan's strategy and methodology from the hard-copy document

prepared (specific details should be enterable)

E

5

Ability to capture the objective portions of various inputs like:

Distributor Performance Review, Global Strategic Report on

Contraceptives, OEM supplies, Production Capacity, past trading

performances etc. for preparation of IBU Annual Business plan

E

Export Order

6 Ability of the PPC module to notify IBU on production shutdowns /

change in production plan, Significant Breakdown's etc. E

7 Ability to view the long term agreements and its entire contents

online E

Receipt of Export Order

8 Ability to apportion Annual Sales Targets to form Quarterly Sales

Targets E

9 Ability to allocate region-wise sales targets to individual territory

managers E

10 Ability to maintain business leads generated by the territory

managers and track status of relationships and interactions with them E

11 Ability to raise Sales Order / Order Note and forward the same online

to the respective factories for confirmation E

12 Ability of the concerned factory personnel to confirm and update the

expected dispatch date in the order E

13 Ability to capture all details of Enquiries sent by customers in hard

copy/ softcopy form (may not be sent online) E

14 Ability of HLL to respond to the enquiries and prepare proforma

invoice E

15

Ability to convert Proforma Invoice to actual Sales Order with the

same commercial terms and conditions after customer agrees on the

same and sends back confirmation

E

Manage Export Logistics

16 Ability to closely coordinate with PPC and send notifications online

to and fro as and when there are any deviations in the plan finalised E

17

Ability to send the check list to PPC and get back their input and

advise on the supply of the items as requested in checklist by a

customer

E


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18 Ability of PPC to share the packing list details with IBU E

19 Ability of the Commercial Team to prepare Invoice and Delivery

Challan E

20 Ability to configure the C&F agents and Shipping agents in the

system E

21 Ability to interface with the Commercial department and the accounts

department E

Finalize Prices for Export Products

22 Ability to treat all divisions / units as profit centers and perform basic

costing of products produced in the units E

23 Ability to establish transfer pricing for various products at various

stages of operation E

24 Ability to fix the selling price as this cumulative price of transfer

prices added to base price E

25 Ability to consider and compare Competitor's price to fix base price

obtained from agents in that region E

26 Ability to consider and compare HDI - Human Development Index to

fix base price E

27 Ability to consider and compare inputs from Distributors in the

region to fix base price E

Appointment of Distributors

28

Ability to capture all details of the Distributor Registration Form

which includes required fields for foreign distributors (Distributor

details, bank details, Indian referrals, projected sales figure)

E

29

Ability to provide inputs for preparation of the proposal to be

presented to the Distributor Appointment Committee from data

captured in the system

E

30 Ability to capture all details of the distributor agreement and generate

alerts or notify the renewal/expiry of agreements E

Manage Regulatory Affairs and Product Registration

31 Ability to capture product registration details (for products imported

to be marketed in India) E

32 Ability to capture details of Forms like Form 40, D1, D2 etc. E

33 Ability to generate print out of the Forms in prescribed formats D

34 Ability to store scanned copies of product registration certificates

obtained by DCGI D

35 Ability to capture details of application for import licenses and take

print out of the application E

36 Ability to generate Form 8, 9 and other documents required for

applying for import license E

37 Ability to generate documents required by RAPR for registering a

product in foreign countries E

38 Ability to interface with other departments like Production etc., to get

the required certifications as asked by the Government officials E

39

Ability of the system to raise alerts / notifications / generate a report

listing out all the registrations which are about to expire and need to

go for renewal process

E

Licenses Management

40 Ability to capture the details of the licenses required for the handling

and production of health devices. E

41 Ability to generate alerts or notify the renewal / expiry of licenses. E

42 Ability to archive the licenses as soft copies and make them available

as attachment. E


Page 271 of 323


43 R: Production capacity E

44 R: Detailing status of Orders, Shipments, Payments Outstanding E

45 R: Product Performance report E

46 R: Distributor Performance E

47 R: Sales report E

48 R: OEM supplies and long term agreements E

49 R: IBU Sales Report (Day-wise, Sector-wise) E

50 R: Sales Outstanding E

51 R: Segmental Analysis Report E

52 D: Criteria's for appointing Distributors E

53 D: Pricing policy E

54 D: MOU's E

55 D: Proforma Invoice E

56 D: Form 40 E

57 D: Form D1 E

58 D: Form D2 E

59 D: Form 8 E

60 D: Form 9 E



Page 272 of 323

FRS for Commercial Processes

Sl.

No. Functional Requirement - Commercial

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


C&F Agent Master

1 <Would use the same master as Vendors and should be able to

capture all details as specified in Vendor Master> E


Appointment of C&F Agents

2

Ability to specify the details of C&F agents in all orders (purchase

and sales) for imports and exports and establishing a payables

relationship with the company

E

3

Ability to capture details of how the C&F agents have arranged for

container / transport for cargo, customs clearance, payment of

statutory levies, arranging shipment, arranging documents for Bill of

Lading, Certificate of Origin, GSP Certificate

E

4

Ability to capture processes for appointment of C&F agents (this

could be part of the vendor registration process but with different

criteria and business rules)

E

5 Ability to store details of Bid evaluation for selection of C&F agents E

6 Ability to capture Work Order / Contract details with C&F agents

including the terms & conditions / trade agreements E

7 Ability to monitor the status of cargo against each C & F Agents E

8 Ability to monitor the outstanding against each C & F Agents E

Exports Documentation and Export Logistics

9

Ability to generate and take prints in appropriate formats of all

documents required pre-shipment and post-shipment by the

commercial department in the system

E

The following documents are expected from the system in printable

forms:

10

Invoices: should include but not be limited to invoice no., date,

buyer's ref. no., date, exporter address, consignee address, buyer

address, port of loading, final destination, terms of delivery and

payment, description of goods / items, quantity with UoM, rate, total

amount (figure and words), banker's details, declaration, I.E code no.

(if required)

E

11 Ability to reduce the lead time for invoice preparation in the system

(currently takes 3 hrs) E

12

Packing Lists: should include but not be limited to invoice no., date,

buyer's ref. no., date, exporter address, consignee address, buyer

address, port of loading, final destination, terms of delivery and

payment, description of goods / items, container no., kind of packing,

qty with UoM, remarks, gross wt., net wt., tare wt.

E

13

Ability to capture 'Packing and Weigh List' in the system which

should include but not be limited to serial no., batch no.,

manufacturing date, expiry date, quantity, no. of boxes, net wt., gross

wt., tare wt, box no.

E


Page 273 of 323

14

Delivery Challan: should include but not be limited to exporter

address, consignee address, product description, quantity with UoM,

rate per case, mode of dispatch

E

15 Office Note for LC: should include the essential fields for preparation

of LC E

Post-shipment documents and activities:

16

Tracking Sheet of Shipment: ability to capture expected and actual

date / time of vessel arrival at origin port, vessel departure at port,

vessel arrival at destination port

E

17

Other Documents: ability to record details of Certificate of Origin,

Certificate of Vessel, Clean Report Findings and other documents

arranged by C&F agents which need to be tracked by HLL

E

18

Insurance intimation: for CIF type shipments, intimating to finance

about insurance, for FOB directly to buyer, for LC to buyer's bank

and insurance company

E

19 Ability to process Bills submitted by C&F agents for C&F services

rendered E

20 Ability to define credit terms / credit policies for C&F agents in the

system E

21 Ability to generate the print outs from the system for the details of

packing entered by the Production. E

Manage Export Incentives / Benefits

22 Ability to capture ECGC (Export Credit Guarantee Corporation) risk

cover / credit limit approval in the system E

23 Ability to capture details of Form 144 which includes details of buyer

and its bank details E

24 Ability to track application fees to ECGC account, cheque no. E

25 Ability to track and update status of application after

acknowledgement is received from ECGC E

26 Ability to initiate transaction for payment of premium for insurance

cover E

27

Ability to view and maintain the following registers online which are

always updated automatically by transactions carried out by the

commercial department:

1) Details of Export Shipments

2) Premium Remittance Details

3) Credit limit approval file for each party

E

28

Ability to prepare Monthly Returns on Export performance to be sent

to external bodies like export promotion councils, ECGC and others

by email

E

29 Ability to prepare the Bank Realization Certificate (BRC) E

30 Ability to prepare a payment report list by finance for commercial

department to generate BRC E

31 Ability to file DEPB (Duty Entitlement Passbook Scheme) license

application E

32 Ability to track and monitor DEPB utilization E


33 R: Weekly Shipment Report (consolidated from Tracking Shipment

Document) E

34 R: Details of Export Shipments E

35 R: Premium Remittance Details E

36 R: Credit Limit Approval (party-wise) E

37 R: DEPB Utilization Report E


Page 274 of 323

38 D: Bill of Lading E

39 D: Work Order / Contract Summary E

40 D: Invoice E

41 D: Packing List E

42 D: Delivery Challan E

43 D: Office Note for LC E

44 D: Tracking Sheet for Shipments E

45 D: Form 144 E

46 D: BRC E



Page 275 of 323

FRS for Production Processes

Sl.

No. Functional Requirement - Production

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


1 Ability to maintain master for all production items with unique coding

and with details of bill of materials E

2

Ability to capture all the information related to various stages of

production which are currently maintained manually in log sheets and

registers

E

3 Ability to capture all production equipment and link to possible

production items E

4 Ability to capture all different processes with the various process

parameters. E

5

Ability to setup the necessary org structure for enabling production

planning and execution processes including plants, different

production shops / operations departments and sections like mixing,

different storage locations, control rooms and warehouses

E

6 Ability to generate alerts for production exceptions, intimation for

quality inspection and material shortages E

7 Ability to support work flow to process document flow / approvals E

8 Ability to record shutdown maintenance jobs and record satisfactory

completion including downtime E

9 Ability to record maintenance needs and also inform through

workflow maintenance requisitions to concerned sections E

10 Ability to capture details about production stoppages, abnormal

variances/occurrences machine wise and production shift wise E

11

Ability to capture manpower deployment against production schedules

and link/validate with attendance recording / productivity incentive

schemes

E

12 Ability to capture, track and archive production details lot wise/batch

wise against each production equipment E

13 Ability to capture handling loss at predefined stages of production for

accounting handling losses - machine wise, unit wise, day wise etc E

14 Ability to capture material requirement as per pre-defined business

rule and link with consumption/issue for material balancing E

15 Ability to capture test report details against respective production

lot/batch for tracking and control E

16 Ability to generate reports from the production details (log) captured

at transactional level E

17 Ability to edit production details / parameters captured with audit trail

enabled to track the changes made E


Bulk drug unit (BDU) Production

18 Ability of generate the transfer request / indent based on production

requirements by interfacing with production plan and BOM D

19 Ability of view material availability (stores / in pre-designated

production areas) and for enabling changes in planning E


Page 276 of 323

20 Ability to enable batch tracking / batch control for manufacturing of

products E

21 Ability of the production processes to follow the PPC annual / monthly

/ daily production plan and generate exceptions if any D

22

Ability to pick required materials from stores / sub-stores (e.g. mini

stores) for production and booking consumption accordingly against

the production order / indent

D

23

Ability to maintain status of material for production based on

inspection (QC) certifications - eg inspected and okayed, inspected

and rejected. Pending for inspection etc

D

24

Ability of the production module to be tightly linked with Quality so

that it is possible to carry out inspections at all intermediate processing

stages (should be configurable) and also the final product inspection

(including ext. inspection by CDRI)

D

25

Ability of the Quality module to provide a go / no-go decision based

on which the intermediate products would be further processed / not

processed

D

26



processed

D

Oral Contraceptive Pills (OCP) Production

27 Ability of generate the transfer request / indent based on production

requirements by interfacing with production plan and BOM E

28

Ability of the system to check the availability of the required quantity

of the required raw materials for production in the designated storage

area well before the lead time

E

29

Ability of the system to allow generation of a document (which is

currently called as Material Requirement Form) which requisitions

materials from stores which would be required for production

E

30

Ability to maintain status of material for production based on

inspection (QC) certifications - eg inspected and okayed, inspected

and rejected. Pending for inspection etc

E

31 Ability of the system to update physical stock and stock valuation

accordingly on issue of the materials for consumption in production E

32

Ability of the system to reconcile physical stock and stock valuation

accordingly periodical on reconciliation of the materials for

consumption in production.

E

33 Ability of the production supervisor to acknowledge the receipt of

materials received from stores for production D

34

In case quality inspection for the material lot received is not

completed, the production done using the materials is tracked as a

separate batch. The system should be able to provide such a feature of

batch tracking to distinguish.

E

35

Ability of the system to configure various processing stages of

production like: Granulation, Compression, Film Coating, Packing,

Inspection and Final Packing

E

36 Ability to capture each of the activities and predefined information /

data within each of the above mentioned processes E

37 Ability to capture yield % from different processes and update the

same regularly to capture wastage accurately E

38

Ability to integrate with weighing instruments so that 100% of

material receipts can be measured accurately and material accounting

is accurate

E


Page 277 of 323

39 Ability to manage rejection / wastes effectively and also account for

the same E

40



processed

E

Male Contraceptives Production

41 Ability to enable lot & batch tracking /lot & batch control for

manufacturing of products E

42

Ability to capture predefined production information about Primary

production processes include: compounding of raw latex, moulding,

vulcanizing / powder finishing

E

43

Ability to capture predefined production information about Secondary

production processes include: Electronic Testing Department, Packing

Section.

E

Compounding

44 Ability to maintain the compounding ratios and mixes required for

different categories of products E

45 Ability to track no. of batches of compounding prepared in each

production shift E

46 Ability to track quantity of compounding mix available for moulding

process with details of the concerned operator of the process E

47 Ability to track no. of solid chemicals dispersion prepared for

production E

48 Ability to track the quantity of the solid chemicals dispersion which is

available for production process E

49 Ability of the system to invoke in-process inspection / quality

management process E

50 Ability to track flyloss in the process for accurate material

reconciliation E

Moulding Process

51 Ability to link the HR database for leave / absence with production

scheduling E

52 Ability to capture alternate manpower planning needs like 'posting

against leave' register E

53 Ability to capture the details of the shift logbook which contains major

events of the shift and also communication for the next shift workers E

54 Ability to capture monthly plan and update of the same considering

actual production, WIP in every day morning planning meeting E

55 Ability to track shutdown / downtime of moulding machine E

56 Ability of the system to capture the rejection on a day to day basis. E

57 Ability to keep track of more than 1600 pairs of moulds using unique

nos. / identification as production resources / tools D

Dehydration Process

58 Ability to include dehydration as a process stage after moulding and

configure work centers for the same E

59 Ability of the system to update physical stock and stock valuation

accordingly on issue of the materials for consumption in production E

Vulcanization Process

60 Ability to include vulcanization as a process stage after dehydration

and configure work centers for the same E

61 Ability to include quenching as a process stage after vulcanization and

configure work centers for the same E


Page 278 of 323

62 Ability to have Lot No. tracking and control for produced condoms in

multiple production lines E

63 Ability to capture production details as well as rejection details at the

end of the process stage E

Clarification of Latex

64 Ability to schedule shutdown of the moulding machine for cleaning E

65 Ability to include this as part of preventive maintenance (clarification

of latex and printer cleaning) E

ETD Activities

66 Ability to configure Electronic Pinhole Testing machines as work

centers / production resources E

67 Ability to the Quality Management module to incorporate the ETD

functions E

Packaging

68 Ability to acknowledge the approved lots of finished products for

packaging through workflow E

69

Ability to maintain registers maintained like Lot Receipt Register,

Deferred Batch Register, Stripping Status Register, Batch Monitoring

Register to capture predefined information including archiving

capabilities

E

70 Ability to capture mode of pack: pouches, wallets, cartons and boxes E

71 Ability to capture the predefined QA parameters after the packaging

for pres dispatch inspection. E

72 Ability to raise indents for consumables required from stores for foil

printing E

73

Ability to back calculate the consumables requirement based on the

stock of condoms available after ETD with reference to predefined

BOM

E

74 Ability to synchronize the operations of primary and secondary

packaging to minimise WIP pile up E

Female Contraceptives / Test Kits Production

75 Ability to capture lot / batch details of components used against

respective production plan to enable tracking and control E

AFT

76

Ability to setup organization structure in production planning and

execution module for different production areas / layout for blood

bags, copper Ts, surgical sutures, shunts, tissue expanders, tubular

rings etc.

E

77 Ability to record / setup the installed production capacities for finite

capacity planning E

78 Ability to record details of certifications of these production facilities

like ISO 9001, 14001 etc. D

AFT Moulding

79

Ability to configure work centers and work center groups to reflect the

physical layout of moulding facility to produce copper T, blood bag,

shunts etc.

E

80 Ability to capture capacity given that the facility runs for 3 shifts in a

day E

81 Ability to capture the resources (human and non-human) who work in

the facility, their unit costs per unit of time worked, scheduling etc. E

82

Ability to derive the monthly production plan for moulding facility

which is in line with the overall production plan prepared for HLL

units

E


Page 279 of 323

83

Ability to request for materials (raw materials and consumables) from

stores via a Material Requisition Form / Material Issue Form in the

system

E

84

Ability to carry out a stock transfer from the stores to the moulding

area under production (so that stock lying at the shop floor can be

tracked)

E

85 Ability to define Bill of Material / Recipe for mix produced for

component production D

86 Ability to record output of the mix which should be batch no.

controlled E

87 Ability to track details against each batch no. the following details:

No. of components produced, rejected, purged waste etc. E

88 Ability to capture production details of each shift at the facility which

is currently written in log books E

89 Ability to invoke quality management processes like line inspection

and generation of line inspection slip D

90 Ability to track WIP quantity in a categorized manner D

AFT - Blood Bags

91 Ability to configure work centers and work center groups to reflect the

physical layout of facility to manufacture blood bags E


day E

93 Ability to configure storage area in the facility as a location and

facilitate material issue from stores and stock transfers to this location D

94 Ability to configure cleaning (USC process) as a operational step in

the routing used for blood bag mfg E

95

Ability to configure details of each operation like tube extrusion, tube

printing and all the other steps including the expected time of

operation, time for waiting, idle time given the production line

constraints, details of work centers required, resource

E

96 Ability to invoke quality management processes like visual inspection

and final inspection and generate necessary inspection reports E

97 Ability to include packaging operations after acceptance in the final

inspection stage E

98 At all stages the materials and the product produced is to be batch no.

controlled E

AFT - Copper T

99

Ability to configure capacity availability for this facility given that the

facility runs for 2 shifts in a day. However this should be scalable to 3

if required

E

100



system

E

101 Ability to receive materials from the molding facility E

102

Ability to configure operations steps like: re-winding and cleaning,

winding, collaring and others including the expected time of operation,

time for waiting, idle time given the production line constraints, details

of work centers required, resources re

E

103 Ability to invoke quality management processes after final product is

ready and available E

104 Ability to generate transfer note / stock transfer process for shifting the

final products to stores E


Page 280 of 323

105 Ability to maintain and capture details currently written in log books

on all production related activities E

AFT - surgical sutures

106 Ability to configure work centers and work center groups to reflect the

physical layout of facility to manufacture blood bags E


day D

108 Ability to configure storage area in the facility as a location and

facilitate material issue from stores and stock transfers to this location E

109 Ability to manage outsourced resources (human) in the facility for

production execution D

110

Ability to configure operations steps like: rack winding, cutting,

dipping etc. including the expected time of operation, time for waiting,

idle time given the production line constraints, details of work centers

required, resources required etc.

E

111 Ability to invoke quality management processes after final product is

ready and available E


final products to stores D



AFT – Shunts

114



system

E

115 Ability to receive materials from the molding facility E

116

Ability to configure different work centers where operations are

carried out like: flushing valves, catheters etc. including std. times and

utilization factors

E

117

Ability to configure different operational steps like: compounding,

compression molding, injection molding, cleaning drying etc.

including the expected time of operation, time for waiting, idle time

given the production line constraints, details of work

E


and final inspection and generate necessary inspection reports D

119 Ability to carry out packaging, sterilization operations post quality

checks E


final products to stores D



AFT - tissue expander

122



system

E

123 Ability to configure necessary work centers and work center groups

for the facility E

124

Ability to configure different operations steps like: mixing, moulding,

die formation, cleaning, ETO sterilization including the expected time

of operation, time for waiting, idle time given the production line

constraints, details of work centers require

E


and final inspection and generate necessary inspection reports E


Page 281 of 323

126 Ability to carry out packaging, sterilization operations post quality

checks E


final products to stores E


on all production related activities D

AFT - Tubular rings

129 <same as above>

130

Ability to configure different operations steps like: cutting, curing,

pouching, sealing, gamma sterilization etc. including the expected time

of operation, time for waiting, idle time given the production line

constraints, details of work centers require

E


131 R: Material Utilization Report with flexible periodicity E

132 R: Material Consumption Report with flexible periodicity E

133 R: Monthly Stock Reconciliation Report E

134 R: Daily and Monthly Material Balance Report (Fly Loss Report) E

135 D: Production Orders E

136 D: BOM E

137 D: Route Cards E

138 D: Lot Card E

139 R: Primary Production -Moulding Report E

140 R: Primary Production -Stripping Report E

141 R: Primary Production -Vulcanising Report E

142 R: Primary Production -Finishing Report E

143 R: Monthly Production Report (product-wise, plant-wise, machine-

wise) E

144 R: Monthly Rejection Report (product-wise, plant-wise, machine-

wise) E

145 R: Cure test status of compounded latex E

146 R: Material Availability Report (location-wise) E

147 R: Corrective action record - Moulding E

148 R: Corrective action based on ERM% E

149 R: Sectionwise ETD stock details & O/P details. E

150 R: Shiftwise Q/P Details E

151 R: Manpower Availability / Absentee Report (shift-wise, day-wise) E

152 R: Report of Peformance Deviation (employee-wise) E

153 R:M/c Utilisation E

154 R:M/c Maintenance History E

155 R: Repetition analysis report monthwise SB equivalence E

156 R: Daily production report E

157 R: Batch Record / Batch manufacturing Report E

158 R: Item-wise stock transfer for a particular period E

159 R: Itemwise, batchwise consumption, rejection, wastage E

160 R: Stagewise production reports for a given day/ for any given period,

FG Reports E

161 R: Analytical reports for PM/RM/FG E

162 R: Equipment/ Instrument Calibration reports E

163 D: Safety work permit. E

164 R: Machine breakdown details E

165 R: Monthly manpower & machine hour utilisation E

166 R: Group item MRF's provision for Pharma products E


Page 282 of 323

167 R: Batch wise material requirement / sufficiency report E

168 R: Section stock (chemicals report) E

169 R: RSD analysis report E



Page 283 of 323

FRS for PCD, GBDD & IDD Processes

Sl.

No. Functional Requirement - Other Divisions

Criticality

(E - essential

D - desirable)

Response

(SF/WA/CZ/TP)


PCD Item Master

1

Ability to maintain a separate master (not the HLL Item Master) to

capture physical attributes of medicines and medical equipments for

the clients of PCD

E

2 Ability to maintain detailed technical specifications of each item /

equipment E

3 Ability to modify technical specifications for each client / each

transaction to cutsomize the requirement for the client E

4 Ability to keep track / log of technical specifications maintained

earlier E

5

Ability to configure Bill of Materials (BOM) like structure separately

for PCD for complex medical equipments which may be procured

from different vendors

E


Procurement & Consultancy Division (PCD)

6

PCD handles procurement of medicines and medical equipments on

behalf of various Govt. Hospitals. These hospitals are clients of

PCD. Ability to capture these clients as customers in the system.

E

7 Ability to capture procurement service business rules as per the GFR

and CVC guidelines E

8

Ability to track tenders / carry out tendering process for bidding

against competitors like HSCC, NTPC etc. (may be required in

future)

D

9

Ability to maintain details of MoU between PCD and different

clients such as Scope of work for PCD, Service levels, Fees,

Penalties etc.

E

10

Ability to record in the system 3 kinds of Indents from clients: 1)

indents with tech. specs 2) indents with list of equipments only

without detailed specifications 3) Indents where PCD has to do

complete estimation

E

11 Ability to form project teams by looking up from the list of

employees and assigning specific roles to each team member E

12

Ability to prepare a procurement plan for the client in the system by

looking up required items from PCD Item Master and entering other

details

E

13 Ability to take print-out / attach the document soft-copy of the plan

and send it to client for approval E

14 Ability to record approval and comments / changes suggested by the

client E

15 Ability to store documents online (document management system) or

linked to some DMS system which indexes and tracks documents D

16 Ability to collect and account for money received from sales of

Tender documents through PCD on behalf of clients E


Page 284 of 323

17

Ability to prepare Bid Evaluation (technical and price) in the system

based on configurable set of parameters (qualification, technical

parameters and Cost)

E

18 Ability to generate Supply Order on the selected vendor. Document

should be printable E

19

Ability to record income in the form of 1) price of the tender

document which PCD sells on behalf of its client and 2) Fees for the

consultancy which is some % of the procurement engagement value.

(All other financial transactions impact the client's books of accounts

and do not need to be reflected in HLL's books of accounts)

E

20 Ability to create a master for the accounts (bank) of clients which

PCD monitors as trustee E

21 Ability to log in transactions for keeping track of the account

transactions on behalf of the client for elements like E

22 Ability to store details of inspections / quality checks done by PCD

engineers at suppliers' or clients' premises E

23 Ability to track engagement costs though expense databases and

timesheet databases E

24 Ability to open LCs / manage, monitor and close LCs on behalf of

clients esp. for procurement from foreign suppliers E

25 Facility to allow clients to nominate authorized signatories for

certifying supplier performance E

26 Facility for clients to enter working status of equipment periodically D

27

Facility to compute supplier performance against uptime

requirements and trigger compensation mechanisms in event of non-

compliance

D

28 Facility to generate utilization certificate directly from PCD book of

accounts for submission to clients E

29 Facility to define project plans with payment milestones for

individual projects E

30 Facility to trigger alerts in case payment milestones are missed E

31 Facility to register details of suppliers who download tender

documents for projects D

32 Facility to create and maintain commercial and technical documents

in electronic form D

Government Business Development Division (GBDD)

33 Ability to record assessment of indents from the State and Union

Territories and share details with Logistics and Production Planning E

34 Ability to track movement of goods from Factory to GMSD to

facilitate release orders from GoI E

35 Ability to collect and store consignee's information, packaging

materials requirements, E

36 Ability to monitor collection of Inspection Notes (CRC) from

various consignees E

37 Ability to check if consignees name on the Inspection Note matches

the name on the supply order E

38 Ability to create invoices for supply of goods, print invoices in GoI

format and submit with all relevant documents (checklist) E

39 Ability to monitor status of payment against different invoices E

40 Ability to keep track of To-Dos, Follow-On activities etc. with

appropriate alerts and notifications to concerned employees E

41 Ability to submit invoices for payment of advance E


Page 285 of 323

42 Ability to allocate, monitor and and manage settlement of advances

rolling advances (imprest money) E

43

Ability to generate Daily Report (on progress of each Supply Order)

and send it online thorough workflow / email to all Unit Chiefs, Unit

Sales Departments and to Sr Mgmt including GBDD

E

44 Ability to track actual dispatch date of consignments of all sales

orders vis-à-vis the expected dispatch date as committed to MoHFW E

45

Ability to note variances between expected dates and actual dispatch

dates (if any) and elicit reasons from the production / dispatch and

other concerned departments for timely coordination with MoHFW

for Amendments

E

46 Ability to analyze most common reasons for failure to deliver on-

time and suggest actions / improvements D

47 Ability to standardize all reports required by GBDD for comparison

across all the HLL units for order status and delivery status E

48

Ability of the nodal officer to track online the delivery of material to

consignee and expected date of delivery of I notes, based on the

above preliminary information provided by GBDD

E

49

Upon receipt of supply order from MoHRW through GBDD, a

structured monthly production schedule (weekly based) on the exact

projected production schedule with expected date of dispatch and

other details of I notes expected date of delivery to the Nodal office

E

Infrastructure Development Division (IDD)

(activities pertaining to project management are given under FRS for

Projects. Only the admn part is listed here)

50

Ability to support multiple projects at same time under different

Project orders with unique project coding for tracking / trail of each

activity specific to the project code

E

51 Ability to support workflow for all approvals E

52 Ability to raise indents and expenses against particular project E

53

Ability to capture details of various infrastructure development

projects which IDD takes up through the Ministry (could use project

management module features). Details include details of project,

effort estimate, staffing requirements, proposed consultancy fees and

other details

E

54 Ability to take necessary approvals online as per the DoP E

55 Ability to get online approval incase of quantity in excess of BOQ,

extra items and substituted items E

56 Ability to execute procurement operations also as IDD is also

procuring furniture and equipments E

57 Ability of IDD to requisition staff with desired qualifications and

skills to HR D

58 Ability to maintain and track the tender specs for IDD projects D

59 Ability to capture all details which are tracked by PMO offices setup

- project-wise E

60 Ability to maintain measurement books in the system for multiple

projects and multiple project stages within each project E

61 Ability to verify bills and certify bills based on measurement book

entries and multiple level approvals E

62 Ability to provide prints of register containing all transactions

project-wise / bill-wise E

63 Ability to notify finance on bill generation and passing E


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64 Ability to verify bill payment terms with terms and conditions setup

by IDD for the project E

65 Ability to generate computerized cheques from the system and

necessary approvals D

66 Ability to generate Monthly Utilization Report which should be sent

to clients by email E

67 Ability to raise invoice on the client after Monthly Utilization Report

verification by the client and approval / acknowledgement E

68 Ability to form team structure for IDD project teams within the

system and assign specific roles E

69

Ability to include parameters for risk assessment of projects taken up

by IDD including ranking of risks in terms of impact, criticality and

monitoring the risks on a continuous basis.

E

70 Ability to print the risk assessment for different projects and include

it on various MIS for the IDD sr. mgmt. E

71 Ability to provide project management tools for IDD projects in

terms of time, cost, resource, profitability manufacturing E

72 Ability to send soft copy (could be report) of Measurement Book by

email instantly from project offices. E

73 Ability to capture attendance details of employees in offsite E

74

Ability to interface / have a document management system to retain

and keep track of relevant design and approval documents, contracts,

drawings etc

E

75 Track project expenses at the lowest task level E

76 Ability to link with outstation / project sites for capture of data E

77

In case online linakge is not possible with project sites, ability to

upload / download to / from the system excel files containing all

pertinent data to be exchanged

E

Reporting / Document Ouputs / MIS Requirements

78 R: Item Technical Specs. E

79 R: Summary of MoU with different Clients of PCD / IDD D

80 R: Procurement Plan E

81 R: Daily Report - GBDD E

82 R: Bid Evaluation Report E

83 R: Reports on production / dispatch from different units which are

comparable E

84 R: Monthly Manpower Utilization (including overtime) Report -

IDD E

85 R: Project specific Cost overrun/ time over run report E

86 D: Indent (3 kinds) E

87 D: Money Receipt E

88 D: Cheque Printing D

89 D: Supply Order E

90 D: Inspection Results at External Premises E

91 D: Invoices E

92 D: Measurement Book Details E

93 D: Work Completion Certificate (at Site) E


94 Document management system - (proposed) E

95 Project Planning software (Primavera) E

96 Attendance recording E


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7.8Annexure # 8 Technical Requirement Specifications

TRS

Sl.

No. Technical Requirement

Criticality

(E - essential

D - desirable)

Response

(AV/PA/NA)

Reporting Capabilities

1 Ability to send the reports through fax or email D

2 Ability to have access to data and report based on user authorizations. E

3 Ability to create custom formulas for repeated use in reporting tool. D

4 Ability to provide standard report templates E

5 Ability to schedule reports to run at periodic intervals D

6 Ability to view reports through web E

7 Ability of reporting both at Unit level, Company level and Group level E

8 Ability to provide MIS dashboards for senior management E

9 Ability to archive reports and use in Document management E

10 Ability to create custom reports using wizard D

11 Ability to generate process reports like lead time between receipt of

sales order and payment from client etc. E

12 Ability to print reports of transactional nature such as vouchers (e.g.

invoice voucher, payment voucher, GRN etc) to facilitate transaction

processing

E

13 Ability to print reports directly through networked printer E

14 Ability to generate report output directly in excel / pdf / text/ XML or

such other file types D

15 Ability to create ad-hoc reports using filter options / customization

options E

16

Ability to allow users the following for creating their own views or

reports with ease:

- Select column

- Apply filters and sort orders

- Summation

- Drill down

- Averaging

E

17 Ability to use existing MS-Word/ Excel / PDF document for report

template directly E

18 Ability to export data from reports directly to MS Excel files for

further analysis / working E

19 Ability to customize reports over and above base reports available in

base product E

20 Ability to develop new reports as and when required and should be

performed by the client's technical team E

User friendliness

21 Ability to integrate with SMS server D

22

Ability to set up business rules like threshold limits (delivery

schedules, shipment dates, customer payment, Bank Guarantee expiry,

etc.) and notify exceptions/ alert/ reminders to users.

E

23 Ability to attach soft and scanned copies of documents to master and

transaction records D


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24 Ability to allow changes in User Interface as per the requirements E

25 Ability to run Batch Jobs for different processes at defined time

without human intervention E

26 Ability to have context sensitive help E

27 Ability to have User Guide & Standard Reference manual available E

28 Capability of easy installation and configuration E

29 Ability to have ease of navigation and personalization E

30 Ability to support accessibility features E

31

Ability to handle the following with ease:

● Printing

● Working with Lists

● Using Universal Worklist

● Working with Folders

● Collaboration with Other Users

E

Integration Capabilities

32 Ability to support integration with third party application such as BI,

Project Management systems like MS Projects / Primavera etc. E

33 All the modules should be integrated automatically. Changes in one

module having impact on other should be reflected appropriately E

34 Ability to support and integrate with 3rd party hosted Email server E

35 Ability to integrate with internal applications like attendance punching

system E

36 Ability of ERP have integration tools with third party EAI tools such

as TIBCO, Web Methods, IBM, BEA etc D

37 Ability to exchange data with Open standard XML based business

messaging protocol D

38 Ability to have role based portal access to the system D

39 Facilitate External Data Transfer to CO modules E

40 Ability to interface with 3rd party Rules Engine, BAM, BI tools E

41 Ability to support and integrate with Outlook and Lotus Email system D

Audit Trail Capabilities

42 Ability to have Audit Trail capabilities up to the level of time and

person E

43 Ability to provide complete trace / origin of each transaction to their

respective source documents E

Security and Back up Features

44 Ability to support role based access control E

45 Ability to provide multiple roles for one user E

46 Ability to configure the number of permissible log-in attempts E

47 Ability to provide access level security for Entry forms at Field level -

allow, Read only, Hide E

48 Ability to provide access level security for Entry forms at Transaction

level - allow/ deny E

49 Ability to provide access level security for reports at Transaction level

- allow/ deny E

50 Ability to provide authorization by transaction type e.g.

update/delete/insert/modify E

51 Ability to provide authorization by user id E

52 Ability to define automatic time out for a transaction if not completed

with in a time frame. E

53 Ability to define time restriction on transactions E

54 Ability to provide user login with date range restriction E


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55 Ability to support for approval and approval thresholds D

56 Ability to support joint approval (two or more members) D

57 The solution software shall not clash with any other software for

functioning e.g. Anti Virus, Firewall MS-Office E

58 The solution shall support DR with asynchronous replication of data D

59 The system should have on line back up facility should be possible

with all clients working E

60

The implementer should provide both on-line and offline data

backup and restoration capabilities, appropriate archival policy and

appropriate storage solution

D

61 The solution should have in built source / application code control

program D

62

Appropriate security architecture is to be recommended by

implementer considering authentication and authorization services,

appropriate connectivity e.g. VPN/Dialup/Internet, proxy/firewall

services, disaster recovery etc.

D

63 Ability providing access level security for Entry forms at Transaction

level - allow / deny E

64 Ability to provide authorization by transaction type E

65 Ability to encrypt password while data is passed on network E

66 Ability to provide terminal soft locking facility D

67 Ability to support 2 factor authentication for users connecting to ERP

from internet (if it is required) D

68 Centralized repository of all identification and access control data D

69 Single sign-on support E

70 Support access control to individual or groups of applications. E

71

Intrusion Detection and Prevention System (IDPS)should be used to

monitor any malicious traffic to and from internet, ERP center, WAN,

DMZ etc.

E

72 Any external connectivity to HLL network should be connected to

HLL through a firewall. D

73 Ability to provide multiple roles for one user E

74 Ability to enable Delegation of Power (DoP) as defined in the

organization E

75

Ability to delegate roles and permissions in case an employee is absent

and his work (approvals / rejections in a workflow environment) needs

to be carried out

E

76 Ability to revoke roles and permissions after the original employee

joins back who role was delegated to an alternate supervisor E

Maintenance

77 The backup solution shall support both on-line and off-line data

backup and restoration capabilities. E

78 Ability to provide regular system upgrade E

79 Ability to have disaster management in place. E

System Accessibility

80 Ability to access System through Application Client. E

81 Ability to access System through Web Browser (Without Installing

Client) in future (if required) E

82 Ability to support Interface with Mobile devices (palm-Top, Mobile

Phones, PDA) if required in future D

83 The solution shall have a minimum of 1 Mbps and 2 Mbps

connectivity from various units / offices E


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84 The solution should be able to work with Network Management

Systems E

Data Migration

85 The solution shall be able to import data from various formats (text,

excel, CSV, XML etc) E

86 The solution should be able to import data from various Databases E

87 The solution should be able to import data from email. D

88 The solution should be able to export data in various formats (text,

excel, CSV, XML etc.) E

89 The solution should be able to create PDF formatted reports directly

which can be sent as attachments on email D

90 The solution should be able migrate data from eIMIS and Logistics

information System. E

Architecture and other requirements

91

Ability to have future versions of the solution supporting the

functionalities provided in the earlier versions (including customized

functionalities)

E

92

Ability to scale up the system as per future requirements in terms of

functionality, no. of users, database size, more workflows, online

integration with other systems etc.

E

93 Ability to provide online product support E

94 Ability to provide flexibility of modular implementation E

95 Ability to be flexible for configuring individual functionality within

the module and ability to change in the future as per requirement E

96 The Solution architecture should support Open Industry standards and

Protocols E

97 The solution should support N-tier architecture E

98 The solution should have Production, Development, Quality

Assurance/ test, Demonstration/Training environments E

99 The solution should be Unicode compliant E

100 The solution should be supported on TCP / IP network E

101 The Solution should be extendible based on future requirements or

requirements not met by standard functionality E

102 The future versions of the solution should support functionalities

provided in the earlier versions E

103 Ability to connect ERP database through ODBC, OLEDB, JDBC and

through Native Drivers E

104 The solution should be natively built based on 64 bit operation system D

105 Ability to Manage Uniform Master data for all modules E

106 The solution shall provide tool to do load balancing analysis and

tuning D

107 Workflow should be an integral part of ERP software E

108 Ability to utilize workflow capabilities for routing, knowing status and

be able to view the document flow with duration at each level. D

109 Number of failures while running batch requests should not be more

than 2 per month, with 100% success rate for batch re-run after failure D

110 Ability to support remote operation of System administration D

111 Ability of the solution to provide XML based web-services which can

be used by other applications D

112 Ability to run Load and stress testing tools to be compatible with the

solution so that they can be used when needed D

113 The ERP system shall have context sensitive help capability at the

process level and Field level E


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114 The future versions of the solution shall support functionalities

provided in the earlier versions E

115

Ability to set up business rules like threshold limits (delivery

schedules, shipment dates, customer payment, Tender opening, BG

expiry, etc) and notify exceptions / alert / reminders to users.

E

116

The consolidated storage should meet all requirements of all solution

areas. The same storage area will be used by all servers in all

environment

D

117 The solution shall be support Solaris, Linux Operating System,

Windows 2003 server and Unix E

118 Ability to support Thin clients D

119

The initial configuration recommended should be optimally sized to

ensure the system, at full load, operates at maximum 60% of its

installed capacity.

E

120 The system should Support Current users, scalable up to 25% in the

next 3 years E

121

Ability to meet the following hardware required

Client hard disk space: Minimum 30 MB-250 MB, depending on client

option

Server hard disk space: Minimum 500 MB, depending on server

option

Memory: Minimum 1 GB

Windows Internet Explorer 6.0 and above / Mozilla Firefox 5.0 and

above

D

122

The Finance module being epicenter of all transaction in ERP should

facilitate the following technical features for flexibility:

- Flexible database structures with additional fields in the ledger of

accounting module

- Ledgers are to be updated by the data enter

- Various different charts of accounts (operating, group, and country-

specific charts of accounts).

- Validations and substitutions to validate and substitute data at the

time it is entered

D


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7.9 Annexure # 9 Tentative Schedule

Phase/Month M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20

Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul

Kick-off

Finalization project plan

Finalizing the Hardware/ network

requirements

Training for implementing team and

technical

Verification and finalization of Business

process

Master data creation

Setting up of computer center

Finalizing data migration requirements

Finalization of business blueprint

UT,SIT & UAT

Conference Room Pilot

Implementation at CHO, KFB,CMO


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User training at CHO,KFB,CMO

CHO,KFB,CMO Go-Live &

Stabilization support

Implementation at PFT,AFT,KFC,MFG

User training at PFT,AFT,KFC,MFG and all

other locations

PFT,AFT,KFC,MFG and all other locations

Go-Live & Stabilization support

Change management programs

Post Implementation support


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8

Forms


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8.1 Profile of Bidders

8.1.1 ERP Product Vendor Profile

A. Background Information

Name of the organization

Head Office Address

Contact Person

Net worth as at the end of the last three

Financial Years internationally for ERP

product business (Please attach certified

annual reports)

Annual revenue in the last three Financial

Years internationally from ERP product

business (Please

attach certified annual reports)

List of countries where offices located

List countries where ERP implemented

B. Indian Operations

Head of Indian Operations

Indian Head Office Address

Contact Person

Contact Number

Email id

Number of offices in India

Number of Development centres in India

Number of Support centres in India

Provide details of 24*7 helpdesk in India

Net worth as at the end of last three Financial

Years in India for ERP product business

(Please attach

certified annual reports)


Years in India from ERP product business

(Please attach


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certified annual reports)

Number of full time

employees

ERP Development

Related

Others

Alliances/ partners

C. Proposed ERP System

Name

Version, if any

Release, if any

Database

Front-end

Dependencies on hardware

Dependencies on other Software

Dependencies on other Tools

Provide details of the implementations of the

proposed ERP Product in India in Pharma/

Medical Devices manufacturing industry

D. Support and Upgrades

Describe support offered with respect to

upgrades, bug fixes, changes in statutes,

functional assistance, etc.

List support offices in India

Number of staff available in India for ERP

support

Briefly describe the profile of the ERP

support staff

8.1.2 ERP Implementation Partner

A. Background Information

Name

Head Office Address

Contact Person


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Countries with offices

B. Indian Operations

Head of Indian Operations

Indian Head Office Address

Contact Person

Contact Number

Email Id

Number of years in India

Number of offices

Number of

employees working

on

Implementation of

proposed ERP

Support of proposed

ERP

Others

Number of

consultants for

proposed ERP

Technical

Functional

Number of

employees

categorised as

Certified by proposed

ERP Product Vendor

(implementation as

well as support)

Certified by other

ERP Product Vendor

Others

Net worth as at the end of last three Financial

Years for the proposed ERP Implementation

business (Please attach certified annual

reports)


Years for the proposed ERP Implementation

business (Please attach certified annual

reports)

Alliances with ERP and other software

vendors

C. Others


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Provide details of the implementations of the

proposed ERP Product in Indian Pharma/

Medical Devices manufacturing industry

Provide details of largest implementation

internationally and in India of the ERP

product in terms of turnover of the company

where implemented

Provide details of largest implementation in

India of the ERP product in terms of number

of users.

Provide details of projects in progress

internationally and in India for the proposed

ERP product.

Indicate number of experienced consultants to

work on developing interfaces between

proposed ERP and applications on your rolls.

Indicate number of experienced consultants to

work on developing interfaces between

proposed ERP and other non-ERP

applications on your rolls.

Indicate number of experienced consultants

who have experience in implementing the

ERP with India localization features on your

rolls.

Please provide details of quality accreditation

such as CMMi

Provide details of partnership with the ERP

Product

Vendor


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8.1.3 Details of Projects Implemented

(Use separate sheets for each Project and attach certificate from the client)

1 Name of the Project

2 Name of the Client

3 Client Size (Approx. number of employees)

4 Client‟s address

5 Nature of works and special features of the project

6 ERP Product

7 List of modules and sub-modules Implemented

8 Role of the Firm (tick on appropriate)

Product Vendor

Implementation

Partner

9 Number of User licenses

10 Value of the Work Done (Rs in Crores)

11 Date of award

12 Date of completion

Authorised signature

Name and Designation of Signatory:

Name of Firm:

Address:


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8.1.4 Hardware Proposal

Proposed Infrastructure

Infrastructure Elements e.g. Hardware

(server, storage, SAN, backup), UPS,

Generator, Precision Air Conditioning

System, Access Control System, Fire

Detection and Suppression System, etc.

Configuration in brief

Other Details in brief

(Please give above information for each Infrastructure element)

Note: Where the information cannot be provided in the table format, please furnish the

information on a separate sheet. Please ensure proper reference between the table row and

the additional sheet used.


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8.2 Curriculum Vitae of Team Members

CV of Personnel

Name of the Personnel

Name of the Company

Date of Birth

Designation

Qualification

Number of years with current employer

Proposed Role in the Project

Language

Speak

Read

Write

Implementation experience (please give

number of projects managed/ implemented by

the member

involving proposed ERP product/modules

and duration of such experience)

Summary of Professional Experience (start with current and move backwards)

Date : From Date : To Company Describe Position, Project and

Relevant Experience

Authorised Signature

Name and designation of Signatory

Name of Firm

Address


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8.3 Strength of Resources

Sl

No. Name Role Qualification

Total

experience

ERP

Related

Experience

Proposed

Role and

Position

for

HLL

project

Task

Proposed

to be

assigned/

Module

1

2

3

4

….

Authorised Signature

Name and designation of Signatory

Name of Firm

Address


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8.4 Agreement

CONTRACT AGREEMENT

This Agreement is made at Thiruvananthapuram on the ___________ day of _____________

2009_______ Between HLL Lifecare Limited (formerly known as Hindustan Latex Limited),

HLL Bhavan, Poojappura P.O, Thiruvananthapuram, and Kerala, India hereinafter called

„HLL „of the one part and _________________ (Name of bidder) (Address of bidder)

__________________________________________________ hereinafter called „the bidder‟

of the other part

Whereas HLL is desirous that certain Works should be executed, viz Supply, Implementation

and Integration of an ERP based Integrated Information System in HLL (as described on these

bidding documents) hereinafter called „the Works‟ and has accepted a bid by the Bidder for

the execution and completion of such works (*** as well as guarantee of such works) and the

remedying of defects therein. NOW THIS AGREEMENT WITNESSETH as follows:

1. In this Agreement words and expression shall have the same meanings as are

respectively assigned to them in the Conditions of Contract hereinafter referred to

2. The following documents shall be deemed to form and be read / construed as part of

this Agreement, viz:

a. Letter of Acceptance

b. Notice inviting Bid

c. Conditions of Contract

d. Scope of the Work and Technical Requirements

e. Bid proposal (Technical & Financial)

f. Any other item as applicable

3. In consideration of the payments to be made by HLL to the Bidder as hereinafter

mentioned, the bidder hereby covenants with HLL to execute and complete the


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works by **________ and remedy any defects therein in conformity in all respects

with the provisions of the Contract..

4. HLL hereby covenants to pay the bidder in consideration of the execution and

completion of the works and the remedying of defects therein, the Contract Price

of**Rs__________ being the sum stated in the letter of acceptance subject to such

additions thereto or deductions there from as may be made under the provisions of

the Contract at the times and in the manner prescribed by the Contract.

5. Jurisdiction of Court: The Courts at Thiruvananthapuram shall have the exclusive

jurisdiction to try all disputes arising out this agreement between the parties.

IN WITNESS WHEREOF the parties hereto have caused their respective Common Seals

to be hereunto affixed / (or have hereunto set their respective hands and seals) the day and

year first above written.

For and on behalf of Bidder For and on behalf of HLL

Signature of the authorised official Signature of the authorised official

Name of the official Name of the official

Stamp/ Seal of the Bidder Stamp/ Seal of HLL

Signed Sealed and Delivered

By the Said By the Said

Name Name

On behalf of the bidder in the presence On behalf of the HLL in the presence of

Witness presence of Witness


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Name Name

Address Address

Note:

+ To be made out by HLL at the time of finalisation of the Form of Agreement.

** Blanks to be filled by HLL at the time of finalisation of the Form of Agreement.

*** To be deleted if not applicable


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8.5 Form for Deviations from the tender document

DEVIATIONS /EXCLUSIONS SCHEDULE

To

The DGM (IT) i/c

HLL Lifecare Limited

HLL Bhavan, Poojappura P.O

Thiruvananthapuram, Kerala - 695012

Ref: Bid document No Dated-------------------

Sub: Supply, Installation, implementation and Training of Equipment / Products and offered

Solution for effective and efficient implementation of an Enterprise Resource Planning (ERP)

based Business Solution at HLL Lifecare Limited (HLL)

Ref: Tender No. HLL/IT/ERP-1/2009 dated 10th

Sept 2009

Dear Sir,

We declare that the following are the only deviations and variations and

exceptions/exclusions to the services as outlined in your Bidding Documents. Except these

deviations, subject to the approval and acceptance by the HLL, the entire work shall be

performed as per your requirements.

Clause No. Statement of Deviations/Exclusions and Variations.

Signature _________________

Date: ________________ Name ____________________

Designation ________________

Place: _______________ Common Seal _______________


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8.6 Notice of Intent to Bid

Date:

To

-----------------------------

-----------------------------

------------------------------

Dear Sir,

Sub: Notice of Intent to Respond to Tender Document (Tender Document Number

…………; dated ………………..)

We are a Bidder/Consortium with the following members:

Company Name & Address



Having examined the bidding documents we, hereby confirm our intention to collectively

respond to the described Tender Document floated by your company as members of the

above Bidder/Consortium by submitting a consolidated Bid number ………….. Dated

……….. offering to supply, install, test, pre-commission, commission, demonstrate and

establish performance guarantee parameters of the solution in full conformity with the said

bidding documents .

<Company Name> will be the Lead Bidder of our Bidder/Consortium. They are authorized to

sign all contract documents, receive instructions and incur liabilities on behalf of the

Bidder/Consortium. A notarized copy of the duly executed Bidder/Consortium Agreement to

this effect is enclosed.

We hereby confirm that <Company Name>, the Lead Bidder, will responsible for execution


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of the contract in such a manner that the ERP Solution delivered meets the performance

requirements as described in the Tender.

We hereby confirm that information provided in this Bid is true and correct to the best of our

knowledge and belief and nothing has been concealed, misrepresented, manipulated or

exaggerated there from.

Details of primary and secondary contact persons for each Bidder/Consortium member are as

follows:

<Company Name & Address>

<Brief Description of Key Role on the Project>

Primary

Secondary

Name

Designation

Company name

Address

Phone

Fax

Email id

We undertake, if our bid is accepted, to commence execution of work of the Solution and to

achieve completion within the respective times stated in the bidding documents / quoted by us

in our bid.

We understand that you are not bound to accept the lowest or any bid you may receive and

in-turn we will not have any rights to raise any claim, whatsoever it may be, due to or arising

out of rejection of our bids.


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Thanking you,

Yours faithfully,

<Seal and Signature of Authorized Signatory>

<Name of Authorized Signatory>

<Title of Authorized Signatory>

Note: This form has to be signed by authorised signatories of all the members of the

Bidder/Consortium


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8.7 Form for Price Bid

Having examined the Tender Document Number …………….. dated ……………, the receipt

of which is hereby acknowledged, we, the undersigned, offer to supply, implement,

commission, integrate and put into operation the Solution under the above-named Tender in

full conformity with the Bidding Documents for the sum quoted in price schedule. The

following is the total bid price for the scope of work described in our response to your Tender

Document.

i) In figures __________________________________________

ii) In words __________________________________________

(Please quote the price in Indian Rupees only)

The breakup of the above lump sum price is given in the Price Schedule attached herewith

and is made part of this bid.

Thanking you,

Yours faithfully,

<Seal and Signature of Authorized Signatory>

<Name of Authorized Signatory>

<Title of Authorized Signatory>

Note: In case of bid by a Bidder/Consortium, this form has to be signed by authorised

signatories of all the members of the Bidder/Consortium.

Encl: Price Schedule - ____ pages


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Price Schedule Template

The Price bid should be enclosed in a separate sealed envelope

Item Quantity Price in INR

Part A: Pre-implementation Cost

1 Cost of ERP Package – No of

licenses = 200 nos. (Per user

package license x No of

licenses)

200

1.a Cost of Payroll licenses – No

of licenses = 2500 nos. (Per

user license x No of licenses)

2500

1.b Cost of ESS licenses – No of

licenses = 2000 nos. (Per user

license x No of licenses)

2000

1.c Cost of Portal user licenses –

No of licenses = 50 nos. (Per

user license x No of licenses)

50

1.d Cost of BI user licenses – No

of licenses = 50 nos. (Per user

license x No of licenses)

50

2 Cost of Implementation

(workflows/customization) for

proposed modules (Except

HR,ESS & Payroll) in detail

LS

3.a Cost of Implementation


HR

LS

3.b Cost of Implementation


Employee Self Services

LS

3.c Cost of Implementation


Payroll

LS

5 Cost of Proposed Database LS


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CPU based license

6 Data Collection (if required) Man days

7 Additional Tools Requirements

/Third party components/Plug-

ins/ Third party packages

LS

8 Training for 300 users LS

9 Design and Engineering and

commissioning Charges for

creating the Computer center

LS

10 Taxes

Total Part A

Part B: Post-Implementation Cost

Annual Maintenance Charges

for three year (including

upgrades)

LS for each year

Year 1 Year 2 Year 3

Onsite and online Technical

Support based on specified

SLAs

Project Manager

Systems Administrator

Systems Analyst

Database Administrator

Online Help Desk (ERP)

Onsite Help Desk (User

support, Local Data Back

up. First level H/W support

etc)

Data Collection person

Per man month per

shift

Year 1 Year 2 Year 3

Taxes

Total Part B cost (Year 1 +

Year 2 + Year 3)


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TOTAL Bid Cost (Part A +

Part B)

1 o The taxes quoted above should include VAT, Sales Tax, Service Tax etc.

duties and any other levy attracted to the item applicable as of the last date of

submission of the tender. No extra taxes & Duties will be paid apart from the

amount quoted. All new taxes levied after the tender submission date will be

reimbursed after necessary documentary evidence is submitted. Similarly, any

benefit due to reduction in the taxes will be passed on to HLL

o The Prices must include all incidental costs associated with the

provision of the service, such as travel, boarding/lodging, subsistence,

office support, communications, printing, taxes, levies, duties and fees

imposed on the Bidder of its employees in India..

2 For arriving at the total Bid Cost, the total cost of Part A will be added to the

cost Part B of post implementation support. The total cost of the part B will be

calculated by adding the cost of 3 years of product AMC, and 3 years cost of

Onsite and Online Technical Support

Actual extent of the post implementation of support will be decided after

discussion with the successful bidder as per requirements of the HLL.

Cost of any system software including its tool licenses, etc. if required, should

be included in the cost of application software. Bidders must provide the list of

the System software and tools that have been included in the cost of

application software.

3 Man month shall cover all days in a calendar month, excluding bank holidays, public

holidays and all Saturdays and Sundays

4 In case additional user licenses are required in the next 5 years, the Bidder shall

provide the same or a better level of discount on the existing price or the market price

prevailing at that time, which ever is lower

5 The Bidder must provide the Master file formats and item codification structure for all

the Modules as part of the proposal

6 This price will be inclusive of all ERP and third party bolt-on Software

license, and related costs, costs of database, integration tools, source code and


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other requisite software, tools etc.

This price will also include the cost of multiple ERP instances to be

maintained both during and after ERP implementation such as Development,

Test, Training, Production etc.

Please provide a copy of the proposed Licensing Policy

Please give price break up of all components of solution such as ERP, third

party, associated integration tools, database etc.


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8.8 Reference Customer Details

The reference customer details should be given in the following format. A separate copy of

the format given should be used for each reference

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Title

What is or was the contact‟s role on the

project?

State the duration of the Project

What types of network solutions are being

used?

State number of locations connected in the

WAN

Details of locations and type of connectivity

provided

State the maximum number of online users

in any branch where your network is installed

State, if any, interfaces to external systems

are implemented at this site


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8.9 Financial Bid Forwarding Letter

Ref:

Date:

To

DGM(IT)i/c




Dear Sir,

Sub: supply, installation, implementation and integration of ERP based integrated

information system in HLL.

Having examined the Bidding Documents, including Addenda Nos. [insert numbers],

the receipt of which is hereby acknowledged, we, the undersigned, : supply, install,

implement, integrate and put in to operation of the ERP based integrated information

system in HLL under the above-named Contract in full conformity with the Bidding

Documents for the total amount as indicated in the price Schedule.

We undertake that in case our bid is accepted, we shall:

1. Furnish the required advanced payment security and performance security in

the form, in the amounts and within the times specified in the bidding

documents.

2. Commence work on the ERP and shall make all endeavor to achieve Go-Live

operational Acceptance within the respective time schedule stated in the

Bidding Documents.

We hereby certify that the ERP software offered in this bid and to be supplied under

the contract is either (1) owned by us, or (2) covered by a valid license from the

owner of the software.

We agree to abide by this bid, which, in accordance with the clause …..(documents

comprising the bid) consists of this letter, the Price Schedule, the bid security, letter of

authorization, documents establishing conformity, list of deviations, CVs of the


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personnel to be deployed on this Contract and Attachments ….. through [specify: the

number of attachments] to this Bid Form, for a period of 180 days from the date fixed

for submission of bids as stipulated in the Bidding Documents, and it shall remain

binding upon us and may be accepted by you at any time before the expiration of that

period.

We declare that the above quoted lump sum price (and prices quoted for each

component, the break-up of which is given in the Price Schedule) are firm and shall

not be subject to any variation for the entire period of the assignment. We further

declare that the above quoted prices include all taxes as on the date of bid submission,

duties and levies payable by us under aforesaid assignment.

We declare that price/ rate offered is for the ERP/ Database/ development licenses and

other developments, implementation & integration, training and maintenance, along

with hand holding and all other related activities.

Services will be valid for any purchased and scope extension till the end of the

contract i.e(date on which the contract will expire).

Our maintenance charge for software (covering ERP, Database, and development

licenses) will be applicable on the “discounted price” for the coverage period as

defined in the contract.

We have given details of deviations and exclusions (clause wise) taken with reference

to bidding documents provisions, along with justification for the services not covered

in our offer. The costs of withdrawals of these deviations / exclusions are enclosed

with the Price Schedule.

Until the formal final Contract is prepared and executed between us, this bid, together

with your written acceptance of the bid and your notification of award, shall constitute

a binding contract between us. We understand that you are not bound to accept the

lowest or any bid you may receive.

Dated this [insert: number] day of [insert: month], [insert: year].


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Signature..............................................

Name.......................................

Designation and Common Seal......

In the capacity of [insert: title or position]

Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]

Signature:

Name:

Designation:

Common Seal:

Date:

Place:


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8.10 Undertaking on Compliance of Technical Specifications and

Tender Terms & Conditions

I/We hereby undertake that I/we have read, studied and understood the technical

specifications (scope of work and Annexure) and tender terms and conditions completely.

I/We hereby undertake that we shall comply with the technical specifications and tender terms

and conditions and there are no deviations of any manner in this regard from my/our side.

I/We hereby undertake to provide uninterrupted and timely support for the supplied

systems/sub-systems for a period of 3 years (excluding the warranty period of 1 year). After

the warranty maintenance of three years, if HLL decides to go in for in-house maintenance of

systems or through a third party, I/We shall supply the spares to HLL or a party designated by

them. In case of the item/spare part being not available due to any reason the I/we shall

provide an equivalent or upgraded latest item/compatible with the system and software in lieu

of the original item/spare part subject to the approval of the HLL. I/we also commit to

undertake to provide on-site comprehensive maintenance for a further period of 3 years at the

discretion of HLL. I/We hereby undertake to agree execute the purchase order with bill of

material as equal and/or super-set and/or sub-set of technically qualified accepted

equipments/products/systems and subsystems, items of their brands and models for the entire

range of equipments/products/systems covered by Annexure of the tender for the prices

specified in price schedule by me/us in Annexure. I/We hereby undertake that we shall

comply with the scope of work and requirements and there are no deviations of any manner

and/or sort and/or form in this regard from my/our side. I/We hereby undertake that my/our

offered bid is not based on any presumptions and/or assumptions and in the case of a failure

my/our bid should be summarily rejected.

I/We undertake to be the single point of contact for HLL and shall be solely responsible for

all warranties, upgrades, guarantees etc, offered by the OEM and/or partners including

consortium partners and system integration and facilities management and for the entire scope

of work as per the service levels defined in the tender document. I/We hereby undertake that

I/We shall provide the technical solution as proposed by me/us in the technical design detailed

by me/us in our technical bid. I/We undertake that my/our bid is valid for a period of 180 days

from the date of bid opening. I/We undertake that on completion of the validity period, unless

the I/We withdraw my/our bid in writing by giving a notice of seven working days, it will be

deemed to be valid until such time that I/we formally withdraw my/our bid.

Signature of Authorised Signatory


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Name of the Signatory

Company Name

Date

Place

Company Seal


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8.11 Bid Security Form (EMD)

To

The DGM (IT)i/c




Ref: Bid document No Dated-------------------

Sub: Supply, Configuration, Installation and Training of Equipment / Products and

offered Solution for effective and efficient implementation of an Enterprise Resource

Planning (ERP) based Business Solution at HLL Lifecare Limited (HLL)

Sir,

Having examined the bidding documents, we, the undersigned, offer to supply, install,

commission, train and maintain goods and provide services as per the schedule of

requirements of the tender and in conformity with the said bidding documents.

We hereby submit a bid security / earnest money deposit of Rs 15,00,000/- (Rupees Fifteen

Lac Only) as per the tender terms and conditions vide Demand Draft No. ____________

dated _______________ drawn on ___________________________ favouring

___________________________

Dated this day ________of _________2009 Signature of Bidder

Details of enclosures. Full Address:____________________

____________________

Telephone No.___________________

Telegraphic Address:______________

Fax No. ____________________

E-mail

COMPANY SEAL


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8.12 -Submission by Bidder/Consortium

To

DGM(IT)i/c,



Thiruvananthapuram- Kerala

Dear Sir,

We convey our thanks for inviting us to bid for the supply, installation, integration and

implementation of en ERP in HLL under the bid ref no………………………….

As permitted under clause – and – of the instruction to Bidders, we M/s ------ and M/s ------

would like to offer our bid as member of Bidder/Consortium, as ERP Principal and

Implementation Partner respectively. M/s ----- will be the lead member of the

Bidder/Consortium. They are authorized to sign all the contract documents, receive payments

and instructions and incur liabilities on behalf of the Bidder/Consortium. A copy of the duly

executed Bidder/Consortium agreement attested a notary public is enclosed for your kind

perusal.

Thanking you.

Yours faithfully

For & on behalf of ERP principal

Name :

Designation :

Common seal:

For & on behalf of Implementation Partner

Name :

Designation :

Common seal:


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