Request For Proposal (RFP) for “Supply, Installation ...api.ning.com/.../WBSETCLERPRFP.pdf · CMMi Capability Maturity Model integration ... RFP for Supply, Installation & Implementation

Request For Proposal (RFP)

for

“Supply, Installation & Implementation of and

Support for Enterprise Resource Planning (ERP) Solution in WBSETCL”

Tender No. CE(Procurement)/WBSETCL/ERP/2010-11/05

[International Competitive Bidding]

August 2010

West Bengal State Electricity Transmission Company Limited (WBSETCL)

Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India

Website: www.wbsetcl.in

West Bengal State Electricity Transmission Company Ltd.

RFP for Supply, Installation & Implementation of and Support for ERP Solution in WBSETCL Tender No. CE(Procurement)/WBSETCL/ERP/2010-11/05

West Bengal State Electricity Transmission Company Limited (WBSETCL) Page 2 of 312

Disclaimer

This Tender Document (also referred as “Request for Proposal” or “RFP”) is not an agreement

and is not an offer or invitation by WBSETCL to any Bidder other than the one that qualifies

based on evaluation of submitted bids. The purpose of this Tender Document is to provide

information to the potential Bidders to assist them in responding to this Tender Document.

Though this Tender Document is prepared with sufficient care to provide all required information

to the potential Bidders, they may need more information than what has been provided herein. In

such cases, the potential Bidder is solely responsible to seek the information required from

WBSETCL at its own cost. WBSETCL reserves the right to provide such additional information at

its sole discretion. In order to respond to the Tender Document, if required, and with the prior

permission of WBSETCL, the potential Bidder may conduct his own study and analysis as may

be necessary.

WBSETCL makes no representation or warranty and shall incur no liability under any law,

statute, rules or regulations on any claim the potential Bidder may make in case of failure to

understand the requirement and respond to the Tender Document. WBSETCL may, in its

absolute discretion, but without being under any obligation to do so, update, amend or

supplement the information in this Tender Document.



Abbreviations 24x7 Round the Clock (activity which continues for 24 hours a day & 7 days a week) ABT Availability Based Tariff AMS Annual Maintenance Support ATS Annual Technical Support B. Tech. Bachelor of Technology BC Banker’s Cheque BOM Bill of Materials (includes Bill of Quantities) BSDD Business Solution Design Document BSDS Business Solution Design Simulation CA Chartered Accountant CMD Chairman & Managing Director CMMi Capability Maturity Model integration CPG Contract Performance Guarantee Crore Ten Million OR 10,000,000 CST Central Sales Tax CTAD Centralized Transmission Asset Database CV Curriculum Vitae DD Demand Draft Deptt. Department DMS Document Management System DPL Durgapur Projects Limited DR Disaster Recovery ECC Excise Control Code EHV Extra High Voltage EMS Energy Management System ERP Enterprise Resource Planning ESS Employee Self Service EULA End User License Agreement F&A Finance & Accounts FM Financial Management FRS Functional Requirement Specifications FY Financial Year (from April to March) FZO Field Zonal Office GCC General Conditions of Contract GIS Geographic Information System GoWB Government of West Bengal GST Goods & Services Tax GUI Graphical User Interface HO Head Office HQ Head Quarter HR&A Human Resource & Administration HRM&GA Human Resource Management & General Administration ICT Information & Communication Technology IFRS International Financial Reporting Standards INR Indian Rupee [1 INR = 100 paise] IP Implementation Partner IPR Intellectual Property Rights



IT Information Technology ITIL IT Infrastructure Library kV Kilo Volts Lakh Hundred Thousand OR 100,000 LAN Local Area Network LoA Letter of Award LTC Leave Travel Concession MVA Mega Volt Ampere NIT Notice Inviting Tender NPV Net Present Value OEM Original Equipment Manufacturer ORAS Occurrence Reporting & Analysis System OS Operating System PAN Permanent Account Number PAT Profit After Tax PDA Personal Digital Assistant PF Provident Fund PIS Personnel Information System PLS-CADD Power Line Systems-Computer Aided Design and Drafting Software PMI Project Management Institute PMM Plant Maintenance Management PMU Project Management Unit PPM Project Planning & Management PRC&MM Procurement & Materials Management PSU Public Sector Undertaking PwC PricewaterhouseCoopers Private Limited RDBMS Relational Database Management System RFID Radio Frequency Identification RFP Request For Proposal SCADA Supervisory Control And Data Acquisition SCC Special Conditions of Contract SLA Service Level Agreement SLDC State Load Dispatch Centre SMS Short Messaging Service STAAD Structural Analysis And Design (Software) TAN Tax deduction & collection Account Number TCO Total Cost of Ownership TRS Technical Requirement Specifications UAT User Acceptance Test UPS Uninterrupted Power Supply VRS Voluntary Retirement Scheme WAN Wide Area Network WBERC West Bengal State Electricity Regulatory Commission WBPDCL West Bengal Power Development Corporation Limited WBSEDCL West Bengal State Electricity Distribution Company Limited WBSETCL West Bengal State Electricity Transmission Company Limited WMS Workflow Management System



Table of Contents

SECTION: 1 INTRODUCTION .................................................................................................. 8

1.1 About WBSETCL .................................................................................................. 8 1.2 Project Background .............................................................................................. 8 1.3 Objective of the RFP ............................................................................................. 8 1.4 Existing IT Applications ......................................................................................... 9

SECTION: 2 DEFINITIONS AND INTERPRETATIONS .......................................................... 11

2.1 Definitions ........................................................................................................... 11 2.2 Interpretations ..................................................................................................... 18

SECTION: 3 INSTRUCTIONS TO BIDDERS .......................................................................... 20

3.1 Cost of bidding .................................................................................................... 20 3.2 Purchasing Tender Document ............................................................................ 20 3.3 Eligible Bidders ................................................................................................... 20 3.4 Involvement of Sub-contractor(s) ........................................................................ 21 3.5 Contents of Tender Document ............................................................................ 21 3.6 Bidder to obtain his own information ................................................................... 21 3.7 Clarification on Tender Document ...................................................................... 22 3.8 Amendments to Tender Document ..................................................................... 23 3.9 General instructions for Bid preparation ............................................................. 23 3.10 Preparation of Bid ............................................................................................... 24 3.11 Arranging the Bid ................................................................................................ 26 3.12 Submission of Bid ............................................................................................... 29 3.13 Modification and Withdrawal of Bid ..................................................................... 29 3.14 Bid Opening ........................................................................................................ 30 3.15 Bid Evaluation ..................................................................................................... 30 3.16 Right of Purchaser to Accept or Reject Bids ....................................................... 34 3.17 Award of Contract ............................................................................................... 35 3.18 Corrupt or Fraudulent Practices .......................................................................... 37

SECTION: 4 GENERAL CONDITIONS OF CONTRACT ........................................................ 38

4.1 Definitions and Interpretations ............................................................................ 38 4.2 Contract Performance Guarantee ....................................................................... 38 4.3 Assigning work to Sub-contractor(s) ................................................................... 39 4.4 Conflict of Interest ............................................................................................... 40 4.5 Purchaser’s Responsibilities ............................................................................... 40 4.6 Project Inception and Time for Completion ......................................................... 41 4.7 Extension of Time for Completion of Contract .................................................... 41 4.8 Alterations / Variations in the Contract ................................................................ 42 4.9 Notices and Correspondences ........................................................................... 43 4.10 Designated Officer of the Purchaser ................................................................... 44 4.11 Designated Officer of the Contractor .................................................................. 44 4.12 Inspection ........................................................................................................... 45 4.13 Billing .................................................................................................................. 45 4.14 Payment ............................................................................................................. 45 4.15 Taxes, Duties & Levies ....................................................................................... 46 4.16 Liquidated Damages ........................................................................................... 46 4.17 Termination of Contract ...................................................................................... 48 4.18 Patent Rights and Royalties ............................................................................... 51



4.19 Intellectual Property Rights ................................................................................. 52 4.20 Confidential Information ...................................................................................... 52 4.21 Merger, acquisition or divestitures of the Contractor ........................................... 53 4.22 Contractor’s staff and their conduct .................................................................... 53 4.23 Non-solicitation of Staff ....................................................................................... 54 4.24 Contractor’s Responsibility with other Agencies ................................................. 54 4.25 Insurance ............................................................................................................ 55 4.26 Damage to Property or to any Person or any Third Party ................................... 55 4.27 Safety and Security Code ................................................................................... 56 4.28 Force Majeure .................................................................................................... 57 4.29 Limitation of Liability ........................................................................................... 59 4.30 Settlement of Disputes ........................................................................................ 59 4.31 Compliance with Laws and Regulations ............................................................. 61 4.32 Change in Laws and Regulations ....................................................................... 61 4.33 Advertising of the Project .................................................................................... 61

SECTION: 5 SPECIAL CONDITIONS OF CONTRACT .......................................................... 62

5.1 General ............................................................................................................... 62 5.2 Steering Committee and Project Management Unit .......................................... 62 5.3 Partial work order ............................................................................................... 62 5.4 Partial execution of Scope of Work .................................................................... 62 5.5 Penalty for mis-declaration / mis-representation ................................................ 62 5.6 Version of ERP Product ..................................................................................... 63 5.7 Supportability ...................................................................................................... 63 5.8 Schedule of Payments ........................................................................................ 63 5.9 Price of additional licenses ................................................................................ 63 5.10 Facilities to be provided by the Purchaser ......................................................... 63

SECTION: 6 SCOPE OF WORK ............................................................................................. 65

6.1 Introduction ......................................................................................................... 65 6.2 Site Visits ............................................................................................................ 65 6.3 Deliverables ........................................................................................................ 66 6.4 Time for Completion of Project ........................................................................... 66 6.5 Detailed Scope of Work ...................................................................................... 68

SECTION: 7 TECHNICAL REQUIREMENT SPECIFICATIONS (TRS) ................................... 89

SECTION: 8 FUNCTIONAL REQUIREMENT SPECIFICATIONS (FRS) ................................ 97

8.1 Plant Maintenance Management ........................................................................ 98 8.2 Project Planning & Management ...................................................................... 113 8.3 Procurement & Materials Management ............................................................ 124 8.4 Financial Management ..................................................................................... 155 8.5 Human Resource Management & General Administration ............................... 206 8.6 Document Management System & Workflow Management System ................. 257

SECTION: 9 ANNEXURE ...................................................................................................... 258

Annexure: 1 List of WBSETCL Business Locations (as on 31.07.2010) ............................... 259 Annexure: 2 Bid Datasheet ................................................................................................... 263 Annexure: 3 Pre-qualification Criteria for Bidders ................................................................. 264 Annexure: 4 Technical Qualification Criteria for Bidders ....................................................... 266 Annexure: 5 Standards of Performance ................................................................................ 273 Annexure: 6 List of Deliverables ........................................................................................... 274



SECTION: 10 FORMS ............................................................................................................. 276

Form: 1 Letter of Application .......................................................................................... 277 Form: 2 Particulars of ERP Product Vendor ................................................................... 279 Form: 3 Particulars of Implementation Partner ............................................................... 281 Form: 4 Intimation for Consortium Formation ................................................................. 283 Form: 5 Proforma for Consortium Agreement ................................................................ 284 Form: 6 Proforma for Bid Security .................................................................................. 288 Form: 7 Proforma for Power of Attorney ........................................................................ 289 Form: 8 Proforma for Declaration ................................................................................... 290 Form: 9 Key Resources proposed ................................................................................. 291 Form: 10 Project Plan & Resource Deployment Plan ...................................................... 294 Form: 11 Price Bid ........................................................................................................... 296 Form: 12 Schedule of Payments ...................................................................................... 302 Form: 13 Proforma for Contract Performance Guarantee ................................................ 303 Form: 14 Proforma for Contract Agreement ..................................................................... 305 Form: 15 Compliance with the Scope of Work ................................................................. 306



SECTION: 1 INTRODUCTION

1.1 About WBSETCL

1.1.1 Post Electricity Act 2003, the Government of West Bengal (GoWB) undertook power sector reforms to enhance the commercial efficiency and financial viability of the state owned electricity utilities. GoWB bifurcated the erstwhile West Bengal State Electricity Board (WBSEB) into two functionally independent state-owned companies viz. West Bengal State Electricity Transmission Company Limited (WBSETCL) and West Bengal State Electricity Distribution Company Limited (WBSEDCL), with effect from 01 April 2007. WBSETCL is currently playing three distinct functional roles envisaged under the Electricity Act 2003, viz. the State Transmission Utility (STU), a Transmission Licensee (TL) and the State Load Dispatch Centre (SLDC).

1.1.2 WBSETCL is responsible for transmitting electricity from generating sources to load centres through a transmission network operating at 400kV, 220kV, 132kV and 66kV spread across the state of West Bengal. As on 31.03.2010, WBSETCL owns and operates around 11,457 circuit kilometres of transmission lines and 17,160 MVA of transformation capacity installed across 100 nos. of EHV sub-stations. The energy handled by WBSETCL transmission system was 28,972 Million kWh in FY 2009-10. Out of 100 EHV sub-stations, 16 have already received ISO-9001 certification.

1.1.3 In FY 2009-10, WBSETCL has recorded revenue of INR 730 Crore and a PAT of INR 175 Crore. WBSETCL has secured “A” Credit Rating from two credit rating agencies. WBSETCL has also achieved “The Best Transmission System Availability Award” (Gold Shield) for the year 2007-08 from Union Ministry of Power (Government of India). A detail list of business locations of WBSETCL is appended as Annexure: 1. For more details, please visit www.wbsetcl.in.

1.2 Project Background

1.2.1 As a part of the ongoing institutional capacity building program undertaken by the GoWB, WBSETCL has decided to implement an ERP Solution for the entire organization covering various departments / functions across head quarter and field offices located in the state of West Bengal.

1.3 Objective of the RFP

1.3.1 The objective of this RFP is to select suitable ERP Product and Implementation Partner for implementation of the ERP Solution in the following functional areas of WBSETCL and for availing post implementation support services:

a) Plant Maintenance Management;

b) Project Planning & Management;

c) Procurement & Materials Management;

d) Financial Management (including asset management);



e) Human Resource Management & General Administration (including Payroll, Employee Services and Portal); and

f) Document Management System and Workflow Management System.

1.3.2 In addition to above, the Bidder would be responsible for:

a) Preparation of Bill of Materials and Request for Proposal (RFP) for supply, installation and implementation of ICT infrastructure and assistance to WBSETCL in entire process of ICT infrastructure procurement, installation and implementation;

b) Data collection, data preparation, data cleansing, data entry and data migration (including master & transaction data)

c) providing help desk support and technical support; and

d) providing training to functional users, technical users and end users of WBSETCL.

1.3.3 Detailed Scope of Work has been specified in SECTION: 6 of this Tender Document. WBSETCL desires to implement the ERP Solution in such a manner that it can provide 24x7 on-line access of ERP with centralised database to all authorised users for executing identified functional processes.

1.3.4 For smooth implementation of the Project, WBSETCL will constitute project organization structure consisting of Steering Committee, Project Management Unit, Project Manager [WBSETCL], Core Team and Technology Team. Further, WBSETCL has already appointed PricewaterhouseCoopers Private Limited (PwC) as the Consultants to assist WBSETCL in managing this Project.

1.4 Existing IT Applications

1.4.1 The table below lists down the existing/proposed IT applications being/likely to be used by WBSETCL. The Successful Bidder would be responsible for review of all such applications during business solution designing phase and suggest data exchange / data migration / phasing-out requirements for each of these applications. The Successful Bidder would also be responsible for designing and implementation of agreed approach for each of these applications as a part of implementation of overall ERP Solution. The Successful Bidder must ensure that all existing business functions remain undisturbed in the ERP environment.

Sl. No.

Application name / particulars

User Department

Key functionality

1. Power System Studies Software (“MiPower”, Modules: Load Flow, Short Circuit, Transient Stability, Voltage Stability, EMTP)

Planning Simulation

2. Load Forecasting Software* Planning Electricity demand forecasting 3. AutoCAD Engineering Engineering drawing 4. Y-Image* Engineering Image editing



Sl. No.

Application name / particulars

User Department

Key functionality

5. GIS Imagery Solution* Engineering Geographic mapping of assets / transmission line route through satellite images

6. ITower Engineering Tower designing 7. STAAD Engineering Structure designing 8. PLS-CADD* Engineering Transmission line profiling 9. Payroll System F&A Employee benefit disbursement 10. Cash & Treasury System F&A Financial Accounting 11. PIS HR&A Management of personnel details12. Inventory Database Procurement Materials and Inventory

management 13. CTAD O&M Technical and general

information of major fixed assets commissioned in EHV sub-stations

14. ORAS O&M Outage Management 15. MS Project Projects Project monitoring 16. SCADA / EMS System SLDC Real-time system operation 17. ABT-based Energy

Accounting Software SLDC Weekly and monthly energy

accounting 18. Open Access Accounting

Software SLDC Energy accounting of open

access customers 19. Power System Studies

Software* SLDC Simulation

20. Scheduling Software* SLDC Generation & Load scheduling 21. Numerical Relay Testing

Software IT, C & Testing

Specialized relay testing

22. SEM Testing Software IT, C & Testing

Specialized meter testing

* Proposed to be procured / implemented in near future



SECTION: 2 DEFINITIONS AND INTERPRETATIONS

2.1 Definitions

2.1.1 For the purpose of this Tender Document and subsequent activities pertaining to this Project, the following words and expressions shall have the meanings / interpretations hereby assigned to them except where the context otherwise requires. These shall be read in conjunction with the list of abbreviations provided in this Tender Document:

1. Alteration / Variation Order shall mean an order given in writing by the Project Manager of the Purchaser or any other person so designated by the Purchaser to effect addition to scope or deletion from scope of the Contract.

2. Appointing Authority for the purpose of adjudication shall be the Chairman & Managing Director of WBSETCL or any other person so designated by him.

3. Approved shall mean approved in writing including subsequent written confirmation of previous verbal approval and ‘Approval’ means approved in writing including as aforesaid.

4. Authorised Signatory shall mean the person authorised by the Bidder (in case of Consortium, it shall be the Lead Member) through issue of Power of Attorney for the purpose of this Project and who can sign the Bid and related documents / correspondences related to this Tender Document.

5. Bid / Bid Document / Proposal shall mean a formal offer submitted by the Bidder, in response to this Tender Document, to fulfil the specified requirements of the Purchaser at quoted price.

6. Bidder shall mean ERP Product Vendor or authorized ERP Implementation Partner or any Consortium who intends to submit and/or submits Bid in response to this Tender Document to execute this Project. For the purpose of clarification, the term “Bidder” shall include any company or organisation which has purchased this Tender Document and/or which has sought clarifications on Tender Document from the Purchaser in writing and/or who has attended pre-bid conference in respect of this Tender.

7. Chairman & Managing Director / CMD shall mean the Chairman & Managing Director of WBSETCL, or his successors in office as designated by the Purchaser.

8. Consortium Member shall mean any individual, company or organization which is part of the Consortium and signatory to the Consortium Agreement.

9. Consortium shall mean an association of two or more individuals, companies or organizations (or any combination of these entities) with the objective of participating in a common activity or pooling their resources for achieving a common goal (herein, this “Project”).

10. Contract Agreement / Contract shall mean the legally-binding formal agreement entered into between the Purchaser and the Contractor as per the format specified in this



Tender Document (and subsequent amendments thereof mutually agreed between Purchaser and Contractor) for execution of the defined Scope of Work on mutually agreed terms & conditions and which are in compliance with all the relevant provisions of Indian laws. This shall also include documents such as NIT, Instructions to Bidders, General Conditions of Contract, Special Conditions of Contract, Scope of Work and agreed variations (if any) and relevant Annexure and Forms.

11. Contract Period shall mean the time period during which the Contract Agreement governs the relations and obligations of the Purchaser and Contractor.

12. Contract Price shall mean the price or prices as specified in the Contract Agreement.

13. Contractor / Vendor shall mean the ERP Product Vendor or authorized ERP Implementation Partner or any Consortium (including their legal representatives, successors and permitted assignees) whose Bid has been accepted by the Purchaser and to whom the Contract has been awarded by the Purchaser to execute this Project.

14. Core Implementation shall mean designing, testing and implementation of all functionalities, across agreed business locations, as per the final Business Solution Design Document (BSDD) approved by the Purchaser.

15. Corporate Office shall mean the registered office of the Purchaser located at Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

16. Customer shall mean any company or organization which has procured ERP Solution from the Bidder.

17. Day shall mean a period of 24 consecutive hours from midnight to next midnight.

18. End User License Agreement (EULA) shall mean the agreement signed between the ERP Product Vendor and the Purchaser for the use of licenses supplied by the ERP Product Vendor.

19. ERP Product / Software shall mean integrated off-the-shelf ERP Product / Software which includes but is not limited to, micro-code embedded in hardware (i.e. “firmware”), operating systems, communication systems, network management systems, other associated systems and utility software.

20. ERP Product Vendor shall mean the Vendor responsible for development and upgradation of the ERP Product / Software and has control over the entire life cycle of such ERP Product / Software.

21. ERP Solution shall mean comprehensive ERP system comprising of ERP Product / Software package, other system & application software, bolt-on solutions, Third Party tools & applications, databases, clustering tools and any other tools, accessories and services required to make entire system operational for the fulfilment of the objective of this Tender Document / Contract.



22. Final Acceptance of ERP Solution shall mean the acceptance by the Purchaser of all components of the ERP Solution on successful completion of the Stabilization Period.

23. Financial Year shall mean a period of twelve (12) consecutive Months beginning April to next March as is customary in the Purchaser’s country.

24. Functional Consultant shall mean a person who understands and evaluates the functional (business) requirements for ERP Solution through discussions with the Purchaser's representatives and transforms the essence (logical and technical views) into an abstract and algorithmic business model.

25. Functional Lead shall mean a person who leads and manages team of Functional Consultants working for an ERP project.

26. Functional Requirements / Functional Requirement Specifications shall mean the functional requirements mentioned in the Scope of Work or elsewhere in the Tender Document.

27. Go-live / Commissioning shall mean the stage where ERP Solution is available to all the authorised users for executing live transactions to successfully carryout identified functions/processes.

28. Go-live Acceptance Tests shall mean the tests specified in this Tender Document to be carried out to ascertain whether the ERP Solution or a specified sub-system(s), is available for executing live transactions to attain the functional and performance requirements as specified in this Tender Document and Agreed Project Plan.

29. Implementation Partner shall mean the company responsible for preparation of complete Business Solution and implementation of the same to achieve the defined business objectives.

30. Installation shall mean the system or a sub-system(s) installed on the hardware and made available for testing / commissioning.

31. Intellectual Property Rights / IPR shall mean 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.

32. Lead Member shall mean the eligible member of a Consortium who has submitted a Bid on behalf of a Consortium. Only ERP Implementation Partner can become the Lead Member for this Project.



33. Letter of Award / LoA shall mean intimation through a letter to Bidder that his Bid has been accepted and successful in accordance with the provisions contained in the letter.

34. Materials shall mean all documentation in printed or printable form (including literature, leaflets, brochures and catalogues) and all instructional and informational aides in any form (including audio, video and text) and on any medium, provided to the Purchaser under the Contract.

35. Month shall mean the calendar month of the Gregorian calendar.

36. Net worth shall mean the net worth of the company and shall be calculated as Equity share capital plus Reserves less a) Revaluation Reserves, b) Intangible Assets, c) Miscellaneous expenditures to the extent not written-off, and d) Carry forward losses.

37. Notice in Writing / Written Notice shall mean a notice in written, typed or printed characters sent (unless delivered personally or otherwise proved to have been received) by registered post/speed post/e-mail to the last known private or business address or registered office of the addressee and shall be deemed to have been received in the ordinary course of post/electronic post it would have been delivered.

38. Offices shall mean Corporate Office, Regional Offices, Area Offices or any other Office.

39. Party / Parties shall mean either the Purchaser or the Contractor or both.

40. Primary Contractor shall mean the Implementation Partner in whose name the Purchase Order / Contract has been issued by the Customer and in case of Consortium, it shall be the Lead Member.

41. Project Charter shall mean the comprehensive inception report covering approach and roadmap for entire Project indicating, but not limited to, project objective, scope, team composition, phase/sub-phase wise activities along with start date & end date and resources assigned to each activity, key milestones and deliverables along with their dates, dependencies among activities (some of which may not be part of this Contract like IT Hardware & Network procurement), project processes and methodologies, project management & monitoring framework, stakeholders communication plan, risk assessment & mitigation plan etc. Project Charter shall be developed by the Contractor and approved by the Purchaser based on the requirements of the Contract Agreement and the Development & Implementation Plan included in the Contractor’s Bid. The Project Charter may be changed / modified during the course of the Project; however “Agreed Project Charter” shall mean the agreed latest version of the Project Charter which will be referred for the purpose of execution and monitoring of this Project. Should the Project Charter conflict with the Contract in any way, the relevant provisions of the Contract, including any amendments, shall prevail.

42. Project Manager [IP] shall mean the person nominated by the Implementation Partner from time to time and shall include those who have been expressly authorized approved by the Purchaser to act for and on his behalf for all functions pertaining to operation of this Contract. All functions pertaining to this Contract means all acts necessary for



execution of the Contract coordinating between the different agencies and final closing of the Contract. Project Manager [IP] shall lead and manage a team of Functional and other Leads, Consultants, Professionals and Experts for successful design, implementation and operationalising of ERP Solution in a company.

43. Project Manager [WBSETCL] shall mean the person nominated by the Purchaser from time to time and shall include those who have been expressly authorized by the Purchaser to act for and on his behalf for all functions pertaining to operation of this Contract. All functions pertaining to this Contract means all acts necessary for execution of the Contract coordinating between the different agencies and final closing of the Contract.

44. Project Plan shall mean the document to be developed by the Contractor and approved by the Purchaser based on the requirements of the Contract Agreement and the Development & Implementation Plan included in the Contractor’s Bid. The Project Plan may be changed / modified during the course of the Project; however “Agreed Project Plan” shall mean the agreed latest version of the Project Plan which will be referred for the purpose of execution and monitoring of this Project. Should the Project Plan conflict with the Contract in any way, the relevant provisions of the Contract, including any amendments, shall prevail.

45. Project shall mean the supply, installation & implementation of and support for ERP Solution in WBSETCL envisaged by the Purchaser under this Tender Document, unless otherwise specified.

46. Proposed Product shall mean the Product (including ERP Product) proposed to be used by the Bidder in response to this Tender Document.

47. Purchaser shall mean West Bengal State Electricity Transmission Company Limited (WBSETCL) or any of its successor entities or any of its subsidiaries.

48. Request for Proposal / RFP shall mean the written solicitation that conveys to the Bidder, requirements for products/services that the Purchaser intends to buy and/or implement and/or avail. Such written solicitation is the collection of documents, and subsequent amend thereof (if any), issued by the Purchaser to instruct and inform Bidders of the processes for bidding, selection of the successful Bid, Contracting as well as the Contractual conditions governing the relationship between the Purchaser and the Contractor.

49. Scheduled Bank shall mean those banks in India which have been included in the Second Schedule of Reserve Bank of India (RBI) Act, 1934. RBI in turn includes only those banks in this schedule which satisfy the criteria laid down vide section 42 (6) (a) of the Act.

50. Scope of Work shall mean the goods and services to be provided by the Bidder as specified under this Tender Document.



51. Services shall mean all technical, logistics, management and any other Services to be provided by the Contractor under the Contract to supply/develop, install, implement, customize, integrate, and make operational the proposed ERP Solution. Such Services shall include, but are not restricted to, process/system study, design, development, installation, testing, commissioning, go-live, stabilization, training programs, change management workshops and post implementation handholding and maintenance support.

52. Single Applicant Bidder shall mean ERP Product Vendor who controls the software development lifecycle of the proposed ERP Product and also undertakes implementation of the proposed ERP Product and provides Post Implementation Maintenance Support.

53. Site / Unit / Location / Business Location shall mean the offices and field sites wherever business activities are conducted by the Purchaser.

54. Stabilization Acceptance shall mean the acceptance by the Purchaser that the ERP Solution (or any sub-system(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 Tender Document and Agreed Project Plan.

55. Stabilization Acceptance Test shall mean the tests specified in the Scope of Work, Technical Requirement Specifications and Agreed Project Plan to be carried out to ascertain whether the ERP Solution, or a specified sub-system(s), is able to attain the functional and performance requirements in production/ live environment as specified in the Scope of Work and Agreed Project Plan.

56. Stabilization Period shall mean successful running of the full ERP Solution across all business locations for at least three consecutive calendar months from the last Go-live date. During Stabilization Period, the Contractor will be fully responsible to satisfactorily rectify any defect with respect to the System (or the relevant sub-system(s)) at no additional cost within reasonable duration agreed with the Purchaser.

57. Sub-contractor shall mean any person or firm or company (other than the Contractor) to whom any part of the Scope of Work has been entrusted by the Primary Contractor, with the approval/written consent of the Purchaser or his representative and the legal representatives, successors and permitted assignee of such person, firm or company.

58. Sub-system shall mean any application component, bolt-on applications, developed applications or module of the ERP proposed to meet the Technical and Functional Requirements that may be supplied, installed, tested and commissioned individually before commissioning of the entire ERP Solution.

59. Successful Bidder shall mean the Bidder whose Bid has secured the highest Final Score as per the bid evaluation methodology defined in this Tender Document. The Bidders other than the Successful Bidder will be categories as “unsuccessful Bidders”.



60. System Integrator shall mean a person or company that specializes in bringing together component sub-systems and ensuring that those sub-systems function together and hence provides an integrated Solution for fulfilling the specified objective.

61. Technical Requirements / Technical Requirement Specifications shall mean the technical requirements mentioned in the Scope of Work or elsewhere in the Tender Document.

62. Tender / Tender Document shall have the same meaning as that of “Request for Proposal”.

63. Third Party shall mean any person, firm, company, organisation or Consortium other than the Purchaser and Bidder (including ERP Product Vendor).

64. Time for Completion shall mean the total time allowed to complete the ERP implementation starting from the date of signing of Contract Agreement up to the date of Final Acceptance of ERP Solution.

65. Upgrade Projects shall mean any project where (i) the scope is implementation of functional, technical or version upgrade or enhancement of the product; or (ii) any previous version of the proposed ERP Product has already been implemented; or (iii) not followed the industry standard ERP implementation life cycle; or (iv) not a greenfield implementation; or (v) higher version of same ERP Product is applied through upgrade activities to the existing ERP Product version.

66. User Acceptance shall mean the acceptance by the Purchaser that the ERP Solution (or any sub-system(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 Tender Document and Agreed Project Plan.

67. User Acceptance Tests shall mean the tests specified in the Technical Requirements and Agreed Project Plan to be carried out to ascertain whether the ERP Solution or a specified sub-system(s), is able to attain the functional and performance requirements (relating to commissioning) as specified in the Tender Document and Agreed Project Plan.

68. Value of Contract shall mean the sum accepted or the sum calculated in accordance with the prices accepted in Bid and/or the Contract rates as payable to the Contractor for the purposes of the Contract.

69. Week shall mean seven (7) consecutive calendar days, beginning the day of the week as is customary in the Purchaser’s country.

70. Working Day shall mean any day which is not declared to be holiday or rest day by the Purchaser.

71. Year shall mean a period of twelve (12) consecutive Months.



2.2 Interpretations

2.2.1 For the purpose of this Tender Document and subsequent activities pertaining to this Project, the following aspects shall have the meanings / interpretations hereby assigned to them except where the context otherwise requires:

1. 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 hereto.

2. Consortium: If the Contractor is a Consortium of two or more Members, all such Members shall be jointly and severally bound to the Purchaser for the fulfilment of the provisions of the Contract and shall designate one of such Members to act as a Lead Member with authority to bind the Consortium. The composition or the constitution of the Consortium shall not be altered without the prior consent of the Purchaser. The status of the Consortium will be determined on the basis of the nationality of the Lead Member i.e. if the Lead Member is an Indian firm, the Consortium shall be treated as an Indian Bidder and if the Lead Member is a Foreign firm, the Consortium shall be treated as Foreign Bidder.

3. Country of Origin: The place where the goods, materials, equipment, software and other supplies for the ERP Solution are mined, grown, designed, developed, produced or manufactured, and from which the services are provided.

4. Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and Contractor with respect to the subject matter of Contract and supersedes all communications, negotiations and agreements (whether written or oral) of Parties with respect thereto made prior to the date of Contract.

5. Gender: Wherever applicable, “He” shall include “He/She” and “Him” shall include “Him/Her”.

6. Headings: The headings and marginal notes (if any) in the General Conditions of Contract are included for ease of reference, and shall neither constitute a part of the Contract nor affect its interpretation.

7. Inco terms: Unless inconsistent with any provision of the Contract, the meaning of any trade term and the rights and obligations of Parties there under shall be as prescribed by ‘Incoterms-2000’, Inco terms means International Rules for Interpreting Trade Terms published by the International Chamber of Commerce (latest edition), 38 Cours Albert 1er, 75008 Paris, France.

8. Independent Contractor: The Contractor shall be an Independent Contractor performing the Contract. The Contract does not create any agency, partnership, joint venture or other joint relationship between the Parties hereto. Subject to the provisions of the Contract, the Contractor shall be solely responsible for the manner in which the Contract is performed. All employees, representatives or Sub-contractors engaged by the Contractor in connection with the performance of the Contract shall be under the complete control of the Contractor and shall not be deemed to be employees of the



Purchaser, 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 the Purchaser.

9. Language: Unless the Contractor is a national of the Purchaser’s country and the Purchaser and the Contractor agree to use the local language, all documents related to this Project, all correspondence and communications to be given, and all other documentation to be prepared and supplied under the Contract shall be written in English, and the Contract shall be construed and interpreted in accordance with that language.

10. Non-Waiver: Subject to conditions mentioned in the paragraph below, no relaxation, forbearance, delay or indulgence by either Party in enforcing any of the terms & conditions of the Contract or the granting of time by either Party to the other shall prejudice, affect or restrict the rights of that Party under the Contract, nor shall any waiver by either Party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract. Any waiver of a Party’s rights, powers or remedies under the Contract must be in writing, must be dated and signed by an authorized representative of the Party granting such waiver, and must specify the right and the extent to which it is being waived.

11. Persons: Words imparting persons or Parties shall include firm, company, organisation or Consortium and government entities.

12. Purchaser’s country: This shall mean India.

13. 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.

14. Singular and Plural: The singular shall include the plural and the plural shall include the singular, except where the context otherwise requires.



SECTION: 3 INSTRUCTIONS TO BIDDERS

3.1 Cost of bidding

3.1.1 The Bidder shall bear all costs associated with the preparation and submission of the Bid and any subsequent events/activities related to this Tender. The Purchaser will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

3.2 Purchasing Tender Document

3.2.1 The Bidder can collect the Tender Document from the Purchaser’s Corporate Office in Kolkata (refer Annexure: 2) by paying the stipulated cost of the Tender Document or the Bidder can download the Tender Document from the Purchaser’s website (www.wbsetcl.in) and submit the cost of the Tender Document along with the Bid.

3.2.2 Cost of this Tender Document is INR 5,000 (Indian Rupee Five thousand only), which is to be paid in the form of crossed Bank Demand Draft / Pay Order drawn in favour of “West Bengal State Electricity Transmission Company Limited” payable at Kolkata on any Scheduled Bank.

3.3 Eligible Bidders

3.3.1 This bidding process is open to:

a) The ERP Product Vendors who will also implement the proposed ERP Solution; OR

b) The Implementation Partners duly authorized by ERP Product Vendor to implement the proposed ERP Solution; OR

c) Any Consortium where Lead Member is duly authorized by ERP Product Vendor to implement the proposed ERP Solution

3.3.2 Organisations blacklisted by WBSETCL, WBSEDCL, WBPDCL, DPL and any other wholly owned subsidiaries of these organisations are not eligible to participate in this bid.

3.3.3 One Bidder can submit only one Bid in response to this Tender Document. No Bidder, either individually or in Consortium, is allowed to submit two or more Bids with different ERP Products.

3.3.4 Any and all Bidders will be considered eligible for this Project on meeting the pre-qualification criteria as defined in Annexure: 3. If the ERP Product Vendor who will also implement the proposed ERP Solution as Implementation Partner, it should meet all the pre-qualification qualification criteria of ERP Product and ERP Product Vendor as well as Implementation Partner as mentioned in Annexure: 3.

3.3.5 In case of Consortium, the Lead Member of Consortium for this Tender shall comply with the following requirements:



a) The Bid shall include a Authorization Form from the ERP Product Vendor, authorizing the Lead Member to offer and quote for ERP Product licenses, ensure supply of licenses as per agreed schedule, permissions to use ERP Product and provide audit and quality control services on their behalf, apart from the implementation and post implementation related services;

b) The Lead Member shall meet all the pre-qualification criteria; and

c) All billing, payment, other commercial transactions and correspondences shall be done between the Purchaser and the Lead Member only.

Note: Since PricewaterhouseCoopers Private Limited (PwC) have been selected as the Program Management Consultants to assist the Purchaser for this Project, the following are expressly barred from bidding for this ERP Implementation Project either individually or as a member of any Consortium: (i) Any business unit of PwC even if not involved in current engagement; (ii) Any subsidiary or affiliate of PwC; (iii) Any member firm of PricewaterhouseCoopers International Limited.

3.4 Involvement of Sub-contractor(s)

3.4.1 Where the Bidder expects to sub-contract a part of the specified Scope of Work, the same must be clearly stated in the Bid, describing the work to be sub-contracted, the reasons for sub-contracting and the details of the Sub-contractor, including previous work done by the Sub-contractor in similar area. If the Bidder had not envisaged involvement of any Sub-contractor while bidding, but desires to do so during project execution, the Bidder must first get this approved by the Purchaser in writing, giving necessary details.

3.5 Contents of Tender Document

3.5.1 The product and services required, bidding procedures, contract terms, Technical Requirements and Functional Requirements are prescribed in the Tender Document. Bidders are expected to examine all instructions, terms & conditions, specifications, annexure, forms and other information in the Tender Document. All the requisite information to be furnished is covered in clause 3.11. Failure to furnish any or all information as required or submit a Bid not substantially responsive to the Tender Document in every respect will be at the Bidder’s risk and may result in rejection of the Bid.

3.6 Bidder to obtain his own information

3.6.1 The Bidder shall for all purposes deemed to have independently obtained all necessary information for the purpose of preparing his Bid. The correctness of the details given in the Tender Document is for guideline information only, to help the Bidder prepare his Bid. The Bidder shall be deemed to have visited the Site and familiarised themselves thoroughly with the Site conditions before submitting the Bid. The cost of visiting the Sites shall be borne by the Bidder. Non-familiarity with the Site conditions will not be considered a reason either for extra claims or for not providing services in strict conformity with scope and special conditions of the contract.



3.6.2 The Bidder shall be deemed to have examined the Tender Document and to have obtained his own information in all matters whatsoever that might influence carrying out the proposal 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 from executing the Project 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 the work involved in the Project.

3.6.3 The Bidder shall be deemed to have visited the Sites, offices and surrounding areas, to have satisfied himself 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 executing the Project 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 statutory taxes, duties, levies, customs and other charges.

3.6.4 Any neglect or failure on part of the Bidder in obtaining necessary and reliable information or issues or any other matters affecting the Contract shall not relieve him from any risks or liabilities or the entire responsibility for executing the Contract at the scheduled rates and time in strict accordance with the Contract Agreement.

3.6.5 Any change in Site conditions or technological requirement shall be binding on the Bidder and no extra claim on this account shall be entertained.

3.6.6 The verbal agreement or inference from conversation with any employee of the Purchaser before, during or after the execution of the Contract Agreement shall not in any way affect or modify the terms and obligations herein contained.

3.7 Clarification on Tender Document

3.7.1 Bidders requiring any clarification on the Tender Document may notify the Purchaser (at its postal/e-mail address given in Annexure: 2) in writing not later than five (5) calendar days before the date of pre-bid conference. Similarly if a Bidder feels that any important provision in the documents is unacceptable, such an issue should be raised at this stage. The Purchaser will respond during pre-bid conference (date, time and venue will be as mentioned in Annexure: 2) to any request for clarification or modification of the Tender Document. Authorized Representative of the Bidders will be allowed to attend the pre-bid conference. Personal queries from individuals shall not be entertained. Non-attendance at the pre-bid conference will not be a cause for disqualification of a Bidder.

3.7.2 If deemed fit, written copies of the Purchaser’s response (including explanation of queries without identifying its source) will be sent after pre-bid conference to all the Bidders in the form of addendum/corrigendum and the same will also be posted on the Purchaser’s website.

3.7.3 Except for responses to request for any clarifications on the Bid, the Bidder shall not contact the Purchaser by any means for any matter related to this Bid from the time of



submission of the Bid until the Contract is awarded to and accepted by the Successful Bidder.

3.8 Amendments to Tender Document

3.8.1 At any time but not later than ten (10) calendar days prior to the last date of Bid submission, Purchaser may modify the Tender Document by issue of an addendum/corrigendum.

3.8.2 In addition, Purchaser may issue addendum/corrigendum to the Tender Document to make/reflect amendment(s) in terms & condition or Scope of Work specified in this Tender Document.

3.8.3 Any such addendum/corrigendum will be sent in writing by fax or courier to all the Bidders and will be binding upon them. No separate communication in this regard shall be made with any Bidder. The Bidders shall promptly acknowledge the receipt thereof in writing by fax or courier to the Purchaser. The Purchaser will bear no responsibility or liability arising out of non-receipt of the same in time or otherwise by the Bidder. Such addendum/corrigendum will also be made available at the Purchaser’s website (www.wbsetcl.in). It will be the responsibility of the Bidder to regularly visit the website to keep themselves updated on such changes.

3.8.4 No clarification obtained through verbal communication by the Bidders from any officer, agent or employee of the Purchaser or any staff of the Program Management Consultant will be deemed as addendum/corrigendum to the Tender document.

3.8.5 In order to provide Bidders reasonable time to take the addendum/corrigendum into account in preparing their bids, the Purchaser may, at its own discretion, extend the last date of Bid submission. In such an event, Bidders shall not be entitled to any compensation, in any form whatsoever.

3.9 General instructions for Bid preparation

3.9.1 The original and all copies of the Bid shall be typed or written in indelible ink. In the event of any discrepancy between original and copy, the original shall govern.

3.9.2 Any interlineations, erasures or overwriting shall only be valid if they are signed by the Authorized Signatory of the Bidder with date.

3.9.3 The Bidders are advised to submit their Bids complete in all respect. The Bidder shall submit a comprehensive list of attached forms/declarations/certificates etc. in response to Tender Document.

3.9.4 The Bidders are advised to fill in the Annexure and Forms, in respect of each and every item by strictly following the instructions, footnotes etc., to facilitate the Purchaser in speedy evaluation of Bids. Failure to do so may prevent the Bid from being considered by the Purchaser.



3.9.5 Vague and ambiguous replies and replies such as “Refer covering letter, conditions of Bid etc.” shall be avoided. Such replies shall be deemed to be incomplete and may prevent the Bid from being considered by the Purchaser.

3.9.6 The Bidders in their own interest are advised to be very careful while writing quantity and rates in Price Bid. The quantity and rates should be written very neatly, preferably may be typed and there should be no overwriting or corrections. In case there are some corrections or overwriting, the same should be signed by the Authorised Signatory. The quoted prices shall be inclusive of statutory taxes, duties and other levies.

3.9.7 The Scope of Work specified in this Tender Document shall be executed strictly in accordance with the conditions specified in the General Conditions of Contract and other conditions specified in various sections of this Tender Document. If any of the aforesaid condition is not clear to a Bidder, clarification may be sought from the Purchaser as per the provisions of clause 3.7.

3.9.8 The Bidders must accept all the conditions specified in the Tender Document to facilitate early finalization of Bids. Separate set of commercial conditions (such as Bidder’s standard printed conditions) enclosed with the offer and any reference thereto may prevent the Bid from being considered by the Purchaser.

3.10 Preparation of Bid

3.10.1 Language of Bid

3.10.1.1 The Bid prepared by the Bidder and all correspondence and documents related to the Bid between the Bidder and the Purchaser shall be written in only English language, provided that any printed literature furnished by the Bidder may be written in another language, as long as such literature is accompanied by a translation of its pertinent passages in English language, in which case, for purposes of interpretation of the Bid, the translation in English shall govern.

3.10.2 Bid Currency

3.10.2.1 All figures mentioned under the Price Bid should be in Indian Rupee (INR) only. Price Bid in any currency other than INR will be treated as non-responsive and hence will be rejected.

3.10.3 Bid Prices

3.10.3.1 Unless otherwise specified in the Scope of Work, Bidders shall quote for the entire Services on a Single Responsibility / Turnkey basis such that the total Bid price covers all the obligations of the Bidder mentioned in or to be reasonably inferred from the Tender Document in respect of providing the product / services. This includes all requirements under the Bidders responsibilities for successful completion of the ERP Implementation Project as per Scope of Work and, where so required by the Tender Document, the acquisition of all permits, approvals and licenses, etc.; and such other items and services as may be specified in the Tender Document, all in accordance with



the requirements of the General Conditions of Contract and Special Conditions of Contract.

3.10.3.2 Bidders are required to quote the price for the technical, commercial and contractual obligations outlined in the Tender Document.

3.10.3.3 Bidders shall give a break-up of the prices in the manner and detail as asked for in the Price Bid given in Form: 11 failing which the Purchaser shall reserve the right to assume/extrapolate the prices for the item/services for which the price has not been quoted and the same will be binding on the Bidders. Responsibility for including all applicable taxes, duties and levies in the Bid lie with the Bidder and the Purchaser shall not be responsible for any error/omission on the part of the Bidder.

3.10.3.4 The taxes, duties and levies shall be indicated by the Bidder in the Price Bid given in Form: 11 and shall be quoted as the rates in force as on seven (7) calendar days prior to the last date of Bid submission as mentioned in Annexure: 2.

3.10.3.5 The prices/rates quoted by the Bidder shall remain firm (fixed) during the entire Contract Period and shall not be subject to any escalation/variation on any account, unless otherwise explicitly provided. A Bid submitted with an adjustable/variable price quotation will be treated as non-responsive and hence will be rejected.

3.10.4 Bid Security

3.10.4.1 The Bidder shall furnish, as part of its Bid, a Bid Security of INR 45,00,000 (Indian Rupee Forty Five Lakhs only). The Bid Security shall, at the Bidder’s option, be either a crossed bank Demand Draft (DD) / Pay Order (PO) / Banker’s Cheque (BC) of any Scheduled Bank drawn in favour of West Bengal State Electricity Transmission Company Limited payable at Kolkata OR by Bank Guarantee as per the Purchaser’s format given in Form: 6. No Bidder is exempted from furnishing Bid Security as mentioned above. The Bid Security of a Consortium must be in the name of Lead Member. In case the Bid Security is in form of Bank Guarantee, the issuing bank should be advised to send a direct confirmation of issue of irrevocable Bank Guarantee to the Purchaser.

3.10.4.2 Bid Security shall remain valid for a period of two hundred and forty (240) calendar days from the next day of the last date of Bid submission as mentioned in Annexure: 2 and with a claim period of another ninety (90) calendar days. No interest shall be paid by the Purchaser on the Bid Security deposited by the Bidder.

3.10.4.3 Bid received unaccompanied by Bid Security will be treated as non-responsive and hence rejected. Such Bid will be returned unopened to the Bidder.

3.10.4.4 After selection of Successful Bidder, the Bid Security of unsuccessful Bidders shall be refunded to respective Bidders. The Bid Security of Successful Bidder shall be refunded after submission of Performance Bank Guarantee and signing of Contract Agreement.



3.10.5 Bid Validity

3.10.5.1 Bids submitted by Bidders shall remain valid for acceptance for one hundred and eighty (180) calendar days from the next day of the last date of Bid submission as mentioned in Annexure: 2. A Bid valid for a shorter period may be rejected by the Purchaser as being non-responsive.

3.10.5.2 In exceptional circumstances, the Purchaser may solicit the Bidders’ consent to an extension of the Bid validity period. The request and responses thereto shall be made in writing. If a Bidder accepts to prolong the period of validity, the Bid Security shall also be suitably extended. A Bidder may refuse such request which will not lead to forfeiting its Bid Security. A Bidder granting the request will neither be required nor permitted to modify its Bid.

3.10.6 Bid Signing

3.10.6.1 The Bidder shall furnish the Power of Attorney in the name of Authorised Signatory in the format given as Form: 7. All pages of the Bid and its copies, except for un-amended printed literature, should be duly stamped and signed at the lower right hand corner by an Authorised Signatory of the Bidder as an acceptance of all the terms & conditions specified in this Tender.

3.10.6.2 The Bid shall contain the name and place of business of person or persons making the Bid and shall be signed by the Bidder with his usual signature. Partnership firms shall furnish the full names of partners in the Bid. It should be signed in the partnership’s name by all the partners or by duly authorized representative followed by the name and designation of the person signing. Tender by a corporation/company shall be signed by an Authorized Signatory.

3.10.6.3 Witness and sureties shall be persons of status and property. Their name, occupation and address shall be stated below their signature.

3.11 Arranging the Bid

3.11.1 Four-envelope Bid procedure shall be adopted for preparation, submission and evaluation of the Bid. The Bidder shall accordingly prepare and submit the Bid in four (4) separate sealed envelopes (non-transparent) containing the following documents along with a checklist in the same sequence/order as mentioned below:

3.11.1.1 Envelope-I: This envelope shall be sealed and superscribed as “Envelope-l: Money Receipt / Cost of Tender Document and Bid Security”. This envelope shall contain

the following:

a) Copy of money receipt as proof of purchase of Tender Document OR Cost of Tender Document equal to INR 5,000 (Indian Rupee Five thousand only) in form of crossed Bank Demand Draft / Pay Order drawn in favour of “West Bengal State Electricity Transmission Company Limited” payable at Kolkata on any Scheduled Bank (in case the Tender Document is downloaded from the website of WBSETCL); and



b) Bid Security in accordance to clause 3.10.4.

3.11.1.2 Envelope-II: This envelope shall be sealed and superscribed as “Envelope-lI: Pre-qualification Bid”. This envelope shall contain three sealed inner envelopes,

superscribed as “Original (Envelope-II)” (containing original documents as mentioned

below, in hard copies and in a CD-ROM), “First Copy (Envelope-II)” (containing

duplicate copies of documents as mentioned below, in hard copies and in a CD-ROM)

and “Second Copy (Envelope-II)” (containing duplicate copies of documents as

mentioned below, in hard copies and in a CD-ROM). If any discrepancy noticed

between the hard copy and soft copy, the hard copy will prevail. Pre-qualification Bid

shall include, but not limited to, the following:

a) Letter of Application (refer Form: 1);

b) Particulars of ERP Product Vendor (refer Form: 2);

c) Particulars of Implementation Partner (refer Form: 3);

d) Authorization Form from the ERP Product Vendor, authorizing the Bidder to offer and quote for ERP Product licenses for this Project, permissions to use ERP Product and provide audit and quality control services on their behalf, apart from the implementation and post implementation related services (ERP Product Vendor can follow its own format);

e) Consortium Form duly signed by all the Consortium Members (refer Form: 4), if applicable;

f) Consortium Agreement duly signed by all the Consortium Members (refer Form: 5), if applicable;

g) Power of Attorney for the Authorised Signatory with a copy of the Board resolution (refer Form: 7);

h) Declaration by the Bidder regarding Conflict of Interest (refer Form: 8); and

i) Responses to pre-qualification criteria listed at Annexure: 3 including all supporting documents to substantiate compliance with pre-qualification criteria.

3.11.1.3 Envelope-III: This envelope shall be sealed and superscribed as “Envelope-lII: Techno-commercial Bid”. This envelope shall contain three sealed inner envelopes,

superscribed as “Original (Envelope-III)” (containing original documents as mentioned

below, in hard copies and in a CD-ROM), “First Copy (Envelope-III)” (containing

duplicate copies of documents as mentioned below, in hard copies and in a CD-ROM)

and “Second Copy (Envelope-III)” (containing duplicate copies of documents as

mentioned below, in hard copies and in a CD-ROM). If any discrepancy noticed



between the hard copy and soft copy, the hard copy will prevail. Techno-commercial

Bid shall include, but not limited to, the following:

a) Full Tender Document duly signed by Authorized Signatory on each and every page. It shall be expressly agreed therein that the Bidder has read and understood the entire Tender Document and shall comply with the same without any deviations;

b) Declaration by the Bidder that he has full property rights or requisite rights to use all the tools & software they will be using to develop and implement this project;

c) Responses to Technical Qualification Criteria listed at Annexure: 4 including all supporting documents (Note: Any certificate or customer testimonial attached with the Bid for substantiating any credential should be for the proposed ERP Solution only, unless otherwise specified explicitly);

d) Project Organization Structure;

e) Detailed description of the proposed functional solution with technical and security architecture;

f) Proposed ERP Product literature / leaflets / brochures / catalogues, functions / modules proposed and support methodology;

g) Third Party software(s) proposed along with license requirement, software company details, integration with proposed ERP Product, support methodology etc.;

h) A tentative list of ICT infrastructure (IT hardware and networking equipment) requirement with broad specifications and estimated quantities (This list shall contain requirements of Disaster Recovery Site as well);

i) Documents to be submitted as stipulated under SECTION: 5 (Special Conditions of Contract); and

j) Duly signed and stamped copy of un-priced (blank) Price Bid (refer Form: 11), Schedule of Payments (refer Form: 12), Contract Performance Guarantee (refer Form: 13), filled-up sheets on Compliance with the Scope of Work (refer Form: 15).

Important Note: Sealed Envelope-III shall not contain any price information.

3.11.1.4 Envelope-IV: This envelope shall be sealed and superscribed as “Envelope-VI: Price Bid” and shall contain the Price Bid strictly in conformity with the format given in Form: 11. The Price Bid must be submitted in hard copy and in a CD-ROM containing unprotected MS Excel sheets. If any discrepancy noticed between the hard copy and soft copy, the hard copy will prevail. The Price Bid format should be read in conjunction with all the other sections of the Tender Document. The Bidder shall be deemed to have studied the Scope of Work and to have acquainted of the conditions prevailing at Sites and other offices where the Contract is to be executed.



3.11.1.5 Outer Envelope: The sealed Envelope-I, sealed Envelope-II (containing three sealed inner envelopes), Envelope-III (containing three sealed inner envelopes) and sealed Envelope-IV shall together constitute the complete Bid and shall be enclosed in outer envelope and sealed.

3.11.1.6 All four envelopes, inner envelopes and outer envelope as specified above shall be clearly marked with “Tender No. CE(Procurement)/WBSETCL/ERP/2010-11/05: Supply, Installation & Implementation of and Support for ERP Solution in WBSETCL” and “DO NOT OPEN BEFORE <DATE OF BID OPENING>, EXCEPT IN PRESENCE OF THE TENDER COMMITTEE”.

3.11.1.7 All four envelopes, inner envelopes and outer envelope shall also bear the postal address of the Purchaser given in the Bid Datasheet (refer Annexure: 2).

3.11.1.8 All four envelopes (excluding inner envelopes and outer envelope) shall indicate the name, address and contact details of the Bidder so that the Bid can be returned unopened in case it is declared “Late”.

3.11.1.9 If all the envelopes are not sealed and marked as specified above, the Purchaser will assume no responsibility for the Bid’s misplacement or premature opening. If the outer envelope discloses the Bidder’s identity, the Purchaser will not guarantee the anonymity of the Bid submission, but this disclosure will not constitute grounds for Bid rejection.

3.12 Submission of Bid

3.12.1 Deadline for submission of Bid

3.12.1.1 Bids must be received by the Purchaser at the postal address as stated in the Bid Datasheet (refer Annexure: 2) not later than the last date and time as stated in the Bid Datasheet (refer Annexure: 2). In the event of the specified date for Bid submission being declared a holiday for the Purchaser, the Bids will be received up to the specified time on next working day.

3.12.1.2 The Purchaser may, at its discretion, extend this deadline for Bid submission by amending the Tender Document in accordance with clause 3.8 in which case all rights and obligations of Purchaser and Bidders will thereafter be subject to the deadline as extended.

3.12.2 Late Bid

3.12.2.1 Any Bid received by the Purchaser after the last date and time of Bid submission prescribed by the Purchaser (either original date stated in the Bid Datasheet or subsequent amendment thereof) will be rejected and returned unopened to the Bidder.

3.13 Modification and Withdrawal of Bid

3.13.1 Withdrawal or modification of Bid will not be allowed after last date and time of Bid submission as stated in the Bid Datasheet (refer Annexure: 2). Withdrawal of Bid after last date and time of Bid submission will lead to forfeiture of Bid Security.



3.13.2 Withdrawal or modification of Bid will be allowed till last date and time of Bid submission with the consent of the Purchaser in writing. Any withdrawal or modification of Bid without the consent of the Purchaser in writing will lead to forfeiture of Bid Security.

3.14 Bid Opening

3.14.1 No Bid will be rejected at Bid opening except for late bids, which will be returned unopened to the Bidder, pursuant to clause 3.12.2. Following procedure will be adopted for opening of bids:

a) Stage-I: Within one (1) hour of the Bid submission closing time, the Purchaser’s Tender Committee shall open Envelope-I and Envelope-II of all the received bids in the presence of Authorised Representatives of the Bidders.

b) Stage-II: Purchaser’s Tender Committee will open Envelope-III only for those Bidders who have submitted Money Receipt / Cost of Tender Document and Bid Security in the manner as prescribed in this Tender Document as well as meet all the pre-qualification criteria through Stage-I evaluation.

3.14.2 Stage-III: Purchaser’s Tender Committee will open Envelope-IV of only those Bidders whose Techno-commercial Bid is acceptable to the Purchaser through Stage-II evaluation. The date, time and place for opening of Envelope-IV will be communicated to the qualified Bidders. Only Authorized Representatives of qualified Bidders will be allowed to attend the opening of Envelope-IV. Envelope-III and Envelope-IV will be returned unopened to the respective Bidders whose Pre-qualification bids are not considered or acceptable to the Purchaser through Stage-I evaluation. Further, Envelope-IV will be returned unopened to the respective Bidders whose Techno-commercial bids are not considered or acceptable to the Purchaser through Stage-II evaluation. The decision of the Purchaser shall be final and binding in this regard.

3.15 Bid Evaluation

3.15.1 Preliminary Examination of Bids

3.15.1.1 The Purchaser will examine the Bids to determine whether they are complete, whether any computational errors have been made, whether required securities have been furnished, whether power of attorney of signatory of the Bid has been submitted, whether the documents have been properly signed and whether the Bids are generally in order and conform to all the terms, conditions and specifications of the Tender Document without any deviations.

3.15.1.2 Prior to the detailed evaluation, the Purchaser will determine whether each Bid is of acceptable quality, is generally complete and is substantially responsive to the Tender Document. For purposes of this determination, a substantially responsive Bid is one that conforms to all the terms, conditions and specifications of the Tender Document without any deviations, objections, conditionality or reservations. A deviation, objection, conditionality or reservation is one (i) that affects in any substantial way the scope, quality or performance of the Contract; (ii) that limits in any substantial way, inconsistent with the Tender Document, the Purchaser’s rights or the Successful Bidder’s obligations



under the Contract; or (iii) whose rectification would unfairly affect the competitive position of other Bidders who are presenting substantially responsive bids.

3.15.1.3 A Techno-commercial Bid may not be considered for evaluation in any of the following cases:

a) The Bid mentioning deviations from the Scope of Work and terms & conditions; or

b) The Bid was submitted in the formats other than that mentioned in clause 3.11; or

c) The Bid does not provide or elaborate the information requested; or

d) The offered goods / services are conditional; or

e) The Scope of Work of this Tender Document is not met or met partially; or

f) The Bid included any information related to price.

3.15.1.4 Arithmetical errors in the Price Bid will be rectified on the following basis:

a) If there is a discrepancy between the product of unit price and quantity and the total price, the product of unit price and quantity will prevail and the total price will be corrected. If there is discrepancy between summation of subtotals and total price, the summation of subtotal price shall prevail, and the total price shall be corrected. If there is a discrepancy between words and figure, the amount in words will prevail. In case unit price or quantity or both are not filled in against any item, it will be treated as zero and will be assumed that the Bidder has absorbed the cost elsewhere in the Price Bid. If Bidder does not accept the correction of errors, its Bid will be rejected and the Bid Security will be forfeited.

b) Based on the above methodology, the Purchaser will correct the Price Bid (refer Form: 11) of respective Bidder(s) wherever needed and this final Price Bid (in the same format as given in Form: 11) will be used for the purposes of Bid evaluation. However, for the purpose of award, the price corrected by the Purchaser or the price originally quoted by the Bidder whichever is lower will be taken as Contract Price.

3.15.2 Clarification of Bids

3.15.2.1 During Bid evaluation, the Purchaser may, at its discretion, ask the Bidder for a clarification of its Bid. The request for clarification and the response shall be in writing, and no change in the price or substance of the Bid shall be sought, offered or permitted except to confirm the correction of arithmetical errors discovered by the Purchaser in the evaluation of the Bids, in accordance with clause 3.15.1.

3.15.3 Bid Evaluation

3.15.3.1 The Purchaser reserves the right to verify the credentials (including documents, declarations, self-certifications) provided by the Bidders by its own means and methods. In case Purchaser receives feedback contrary to the responses of the Bidder or is not



satisfied with compatibility of the experience with the required standards/expectations, Purchaser reserves the right to form its own opinion and even reject the bids.

3.15.3.2 The evaluation of received Bids shall be done in three stages:

a) Stage-I: Pre-qualification of the Bidders

i. Pre-qualification criteria are mandatory requirements to be met by the Bidder. The pre-qualification evaluation for ERP Product and ERP Product Vendor will be done on the basis of information asked in Annexure: 3 and Form: 2. The pre-qualification evaluation for Implementation Partner will be done on the basis of information asked in Annexure: 3 and Form: 3. In case the Bidder is an ERP Product Vendor as well as Implementation Partner (Single Applicant Bidder), then Bidder needs to meet all the criteria as mentioned above.

ii. The Bidders will have to provide supporting document(s) sought for each of the criterion including, but not limited to, copies of customer order / purchase order, project completion certificate from customer (indicating name of the customer, duration of ERP implementation lifecycle, functions / modules implemented, number of transactional and other users etc.), client testimonials, details of ERP-legacy system integration solutions, India specific features (localization), documents containing details of ERP Product like date of first release, detail of version taken out, time taken to bring out the patches incorporating the Government Policy and Regulatory changes, details of 24x7 customer support, product catalogues / brochures etc.

b) Stage-II: Techno-commercial Evaluation of the Bidders

i. Only those Bidders who qualify the Stage-I evaluation shall be considered for Stage-II evaluation.

ii. Techno-commercial Bid of the Bidder shall be opened and evaluated for acceptability of techno-functional requirements and techno-commercial suitability. In case of no response by the Bidder to any of the requirements with regard to the contents of the Techno-commercial Bid, he shall not be assigned any marks for the same.

iii. The Techno-commercial evaluation of the Bidder (covering ERP Product Vendor and Implementation Partner) will be primarily done on the basis of information asked in Annexure: 4.

iv. The marks will be given against each of the criterion as per the methodology specified in Annexure: 4. The minimum technical score for qualifying this stage will be 60 marks (out of a maximum of 100 marks) including mandatory 15 marks to be scored under Part-A (refer Note-3 of Annexure: 4) for the



proposed resources (CVs). Price Bids will not be opened for those Bidders who scored less than this minimum technical score.

c) Stage-III: Financial (Price Bid) Evaluation of the Bidders

i. Only those Bidders who qualify the Stage-II evaluation shall be considered for Stage-III evaluation. Price Bids will be opened for those Bidders only who cleared Stage-II evaluation.

ii. Total Cost of Ownership (TCO) will be calculated based on response provided in Price Bid (refer Form: 11). Price Bid evaluation will be done on total prices all inclusive of taxes, duties and levies. The TCO of the Bidder will be calculated on the basis of following formula:

TCO of the Bidder = (Total Price of Group-A) + (Total Price of Group-B) + NPV of (Year-1 ATS Price, Year-2 ATS Price, Year-3 ATS Price, Year-4 ATS Price, Year-5 ATS Price) + NPV of (Year-1 AMS Price, Year-2 AMS Price, Year-3 AMS Price, Year-4 AMS Price, Year-5 AMS Price)

For the purpose of above computation, price mentioned under column ‘h’ of respective tables given in Form: 11 shall be taken.

For the purpose of computing NPV (Net Present Value), annual discount rate will be taken as 9.35%. NPV will be calculated as on the date of Bid opening.

iii. The Bid having the Lowest TCO shall be termed as the Lowest Evaluated Bid and will be awarded hundred (100) marks. Financial score of all the other Bidders will be calculated on the basis of the following formula:

Financial Score of the Bidder = TCO of Lowest Bidder x 100 / TCO of the Bidder

iv. Final Score of the each Bidder will be determined based on the following formula:

Final Score = 0.5 x Technical Score + 0.5 x Financial Score

[Note: Maximum possible Technical Score / Financial Score / Final

Score can be 100. Final Score will be rounded-off to nearest two

decimals. For example, 85.326 will be rounded-off to 85.33; 78.584

will be rounded-off to 78.58; 72.665 will be rounded-off to 72.67]

v. The Bidder whose Bid has secured the highest Final Score as per above computation will be considered and declared as Successful Bidder.



vi. The Contract shall be awarded to the Bidder with highest Final Score as computed as per clause 3.15.3 above. In case of a tie between two Bids, the Bid with higher Technical Score shall be considered for negotiation and award of the Contract.

Note: Total estimated time to complete activities under Stage-I, II and III is forty-five (45) calendar days.

3.15.4 Confidentiality

3.15.4.1 After the opening of bids, information relating to the examination, clarification, evaluation and comparison of bids, and recommendations concerning the award of Contract shall not be disclosed to Bidders or other persons not officially concerned with such process.

3.15.4.2 Any effort by a Bidder to influence the Purchaser or others connected in the process of examination, clarification, evaluation and comparison of bids, and in decisions concerning the award of Contract, may result in the rejection of his Bid.

3.15.4.3 No Bidder shall contact the Purchaser on any matter relating to its Bid, from the time of the opening of bids to the time the Contract is awarded. Any effort of the Bidder to influence the Purchaser in its decision in respect of Bid evaluation, Bid comparison or award of the Contract shall result in the rejection of the Bid and forfeiture of the Bid security. During the Bid preparation process, Bidders will focus their inquiries and communications, if any, to only the authorized Nodal Officer of the Purchaser as given in Annexure: 2.

3.16 Right of Purchaser to Accept or Reject Bids

3.16.1 The Purchaser reserves the right to accept or reject any Bid, and to annul the bidding process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Purchaser’s action.

3.16.2 The right to accept the Bids in response to this Tender Document will rest with the Purchaser. The Purchaser further does not bind himself to accept the Bid with highest Final Score and reserves the authority to reject any or all the Bids received without assigning any reason whatsoever.

3.16.3 The Purchaser reserves to himself the right to accept Bids in respect of all items, any one item or part of an item, and the acceptance thereof shall be deemed as sufficient notice of the exercise of such right. The Bid shall thereafter be for the quantity so accepted which will form the Contract.

3.16.4 Bid in which any of the particulars and prescribed information is missing or incomplete in any respect and/or prescribed conditions are not fulfilled are liable to be rejected. The decision of the Purchaser in respect of the above shall be final and binding on the Bidder.



3.16.5 Canvassing in connection with Bid is strictly prohibited. The submitted Bid of the Bidder who resorts to canvassing is liable to be rejected. Bid containing uncalled remarks or any additional conditions are liable to be rejected.

3.16.6 The Bid submitted may be rejected in the following, but not limited to, circumstances:

a) Any Bid received by the Purchaser after last date and time of Bid submission as stated in the Bid Datasheet (refer Annexure: 2); or

b) Any Bid submitted by fax or e-mail; or

c) Any Bid not accompanied with proof of purchase of Tender Document or Cost of Tender Document (in form of DD/PO) or prescribed Bid Security (including submission of insufficient Bid Security or Bid Security in a form other than prescribed) or power of attorney in the name of Authorised Signatory in the format given as Form: 7; or

d) Any Bid mentioning deviations from the Scope of Work and terms & conditions as mentioned in this Tender Document; or

e) Any Bid which does not have necessary information strictly in a prescribed formats (Forms or Annexure provided in the Tender Document); or

f) Any Bid quoting prices for any or all the items in the format not strictly as per Form: 11 (merging of prices of various items into one is not permitted); or

g) Any Bid quoting prices in the currency other than Indian Rupee; or

h) Any Bid not accompanied by proper authorization from ERP Product Vendor allowing Implementation Partner to quote in response to this Tender Document; or

i) Any Bid containing credentials which were found to be misleading/false based on verification by the Purchaser; or

j) Any Bidder who does not accept the correction of arithmetical errors (according to methodology as prescribed in this Tender Document) in its Price Bid; or

k) Any Bidder who conceals any material information or makes a wrong statement or misrepresents facts or makes a misleading statement in the bid, in any manner whatsoever, in order to create circumstances for the acceptance of the bid; or

l) Any Bidder who found to have indulged in any corrupt or fraudulent practice or in any practice, which is not in conformity with the highest ethical standards.

3.16.7 Apart from above, the Purchaser reserves the right to reject any or all Bids without citing any reason if deemed in the best interest of the Purchaser to do so.

3.17 Award of Contract

3.17.1 Notification of Award



3.17.1.1 Prior to the expiration of the period of Bid validity, the Purchaser will notify the Successful Bidder in writing through issue of LoA by registered letter or by fax, to be confirmed in writing by registered letter, that its Bid has been accepted. The notification of LoA will constitute the part of the Contract.

3.17.1.2 The Successful Bidder shall furnish acceptance of LoA in writing within seven (7) calendar days of issue of LoA by the Purchaser.

3.17.1.3 Upon the Successful Bidder’s furnishing of the Contract Performance Guarantee pursuant to clause 4.2, the Purchaser will promptly return / discharge the Bid Security to each unsuccessful Bidder, pursuant to provisions under clause 3.17.4.

3.17.2 Signing the Contract Agreement

3.17.2.1 The Purchaser will send the Successful Bidder three (3) copies of Contract Agreement in the Proforma given at Form: 14 (on judicial stamp paper of appropriate value) as per the applicable laws of India incorporating all agreements between the Parties duly signed by the authorised signatory of the Purchaser along with the LoA. Subject to the order of precedence set forth in the Contract Agreement, all documents forming the Contract Agreement (and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.

3.17.2.2 Within seven (7) calendar days from the date of acceptance of LoA, the Purchaser and the Successful Bidder shall sign the Contract Agreement in triplicate. The Purchaser shall retain two (2) copies and the Contractor shall retain one (1) copy of the same.

3.17.2.3 If the Successful Bidder fails to sign the Contract Agreement within the specified time limit, his Bid Security will be forfeited and the Purchaser will have right to cancel the LoA and negotiate with the Bidder having second highest Final Score for placing the fresh LoA or invite fresh Bids.

3.17.3 Contract Performance Guarantee

3.17.3.1 Within thirty (30) calendar days of issue of LoA by the Purchaser, the Successful Bidder shall furnish the Contract Performance Guarantee (CPG) for an amount equivalent to ten percent (10%) of the Contract Price (as referred in Form: 11) in the format provided in Form: 13 or in any other form acceptable to the Purchaser.

3.17.3.2 If the Successful Bidder fails to furnish the Contract Performance Guarantee within the specified time limit, his Bid Security will be forfeited and the Purchaser will have right to cancel the LoA and negotiate with the Bidder having second highest Final Score for placing the fresh LoA.

3.17.4 Returning of Bid Security

3.17.4.1 The Bid Security of all the Bidders, except the Successful Bidder, shall be returned to them by the Purchaser, after acceptance of LoA by the Successful Bidder. The Purchaser shall return the Bid Security of the unsuccessful Bidders within fifteen (15) calendar days of the acceptance of CPG of the Successful Bidder by the Purchaser.



3.17.4.2 The Bid Security of the Successful Bidder will be returned after the Bidder has signed the Contract Agreement pursuant to clause 3.17.2 (Signing the Contract Agreement) and has furnished the required Contract Performance Guarantee pursuant to clause 3.17.3 (Contract Performance Guarantee).

3.17.5 Failure to abide by the Contract

3.17.5.1 The Bidder is expected to strictly adhere to the terms specified in this Tender Document as well as the Contract. Any violation of any of the terms could lead to immediate termination of the Contract at the risk and cost of such Bidder without prejudice to the rights of the Purchaser with such penalties/liquidated damages as specified in the Tender Document and the Contract.

3.18 Corrupt or Fraudulent Practices

3.18.1 The Purchaser expects every Bidder to observe the highest standards of ethics and integrity. 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. To ensure uniformity in understanding of what is meant by corrupt and fraudulent practices, the same is defined below:

a) The term “corrupt practice” will include promising, offering, giving, receiving, or soliciting of any thing of value to anyone who is in a position to influence the bidding process or the Project execution process.

b) The term “fraudulent practice” means an intentional misrepresentation of facts or suppression of relevant fact with the objective of influencing the bidding process or the Project execution process.

The above will include formation of cartels or collusive practices designed to establish Bid prices at artificial, non-competitive levels to deprive the Purchaser of benefits of competition.

3.18.2 A Bid may be rejected by the Purchaser if it is determined at any stage that the respective Bidder has engaged in corrupt or fraudulent practices in competing for the Contract.

3.18.3 The Purchaser may declare a Bidder ineligible, either indefinitely or for a stated period of time, if it at any time determines that the Bidder has engaged in corrupt or fraudulent practices in competing for, or in executing, a Contract.

3.18.4 Furthermore, Bidders shall be aware of the provision stated in clause 4.17 of the General Conditions of Contract.



SECTION: 4 GENERAL CONDITIONS OF CONTRACT

4.1 Definitions and Interpretations

4.1.1 All definitions and interpretations shall be made and understood as per the provisions of clause 2.1 and clause 0 of this Tender Document.

4.2 Contract Performance Guarantee

4.2.1 Upon issue of LoA by the Purchaser, the Successful Bidder is required to furnish the Contract Performance Guarantee in accordance with the clause 3.17.3. In case the CPG is in form of Bank Guarantee, the issuing bank should be advised to send a direct confirmation of issue of irrevocable Bank Guarantee to the Purchaser.

4.2.2 The proceeds of the Contract Performance Guarantee shall be payable to the Purchaser as compensation for any loss resulting from the Contractor’s failure to successfully complete its work/obligation under the Contract.

4.2.3 The Contractor shall cause the validity period of the Contract Performance Guarantee to be extended for such period(s) as the Contract performance may be extended pursuant to clause covered in this document. As and when an amendment is issued to the order, the Contractor shall within fifteen (15) calendar days of the receipt of such an amendment furnish to the Purchaser an amendment to the CPG rendering the same valid for the order as amended. The CPG and/or any amendment there to, shall be executed in accordance with Indian laws in which the same is executed by the Party competent to do so. On satisfactory performance and completion of the order in all respect, the CPG will be returned to the Contractor.

4.2.4 If Contractor (including his Sub-contractors) or their employees damage, break, deface the property belonging to the Purchaser or others during the execution of the Contract, the same shall be made good by the Contractor at his own expense and in default thereof; the Project Manager [WBSETCL] may cause the same to be made good by other agencies and recover expenses from the Contractor (for which the certificate of the Project Manager [WBSETCL] shall be final).

4.2.5 All compensation or other sums of money payable by the Contractor to the Purchaser or recoveries to be made under terms of this Contract may be deducted from or paid by the sale of a sufficient part of his CPG or from any sums which may be due or may become due to the Contractor by the Purchaser on any account whatsoever. In the event of his CPG amount being reduced by reasons of any such deduction or sale, the Contractor shall within ten (10) calendar days thereafter make good in cash, bank drafts, any sum or sums which may have fallen short of CPG amount or any part thereof. No interest shall be payable by the Purchaser for the CPG amount deposited as security.

4.2.6 The CPG is liable to be invoked on demand of the Purchaser, for any breach under the Contract irrespective of any dispute or difference between the Purchaser and the Contractor, pending before any court, tribunal or any other authority. The decision of encashment by the Purchaser shall be final and binding on the Contractor.



4.2.7 The CPG shall be valid until the Contractor has successfully completed the Project in accordance with the Contract Agreement. The CPG shall be returned to the Contractor within ninety (90) calendar days after receipt of application for release of CPG along with the project completion certification issued by the Purchaser. No claim shall be made against the CPG after issue of the project completion certification.

4.3 Assigning work to Sub-contractor(s)

4.3.1 If the Contractor had not envisaged involvement of any Sub-contractor while bidding, but desires to do so during project execution, the Contractor must first get this approved by the Purchaser in writing, giving necessary details. The Contractor shall not, without the prior written consent of the Purchaser, assign to any Sub-contractor(s) the Contract or any part thereof, or any right, benefit, obligation, or interest therein or there under, except that the Contractor shall be entitled to assign either absolutely or by way of charge any amount due and payable to it or that may become due and payable to it under the Contract.

4.3.2 The Contractor shall ensure that the Sub-contractor appointed has sufficient capacity to undertake the execution of the tasks they will perform under this Contract. The Purchaser will have an absolute right to accept or reject any Sub-contractor without assigning any reason to the Sub-contractor or the Contractor. Where the Contractor is permitted or denied the engagement of a Sub-contractor(s) by the Purchaser, the Contractor will continue to be responsible for the deliverables within the timelines agreed under the Contract. Failure to appoint / engage a Sub-contractor for whatever reason will not be allowed as a reason for making alterations to the Project Plan and / or the deliverables schedule.

4.3.3 The Purchaser will have no obligation whatsoever to the Sub-contractor and appointment of Sub-contractor will not grant any right to the Sub-contractor over the Purchaser. The Purchaser will continue to communicate with the Contractor with respect to the work to be done by the Sub-contractor. The Contractor will continue to be fully responsible for the work done by the Sub-contractor.

4.3.4 The Contractor indemnifies and shall keep indemnified Purchaser against any losses, damages, claims or such other implications arising from or out of the acts and omissions of such Sub-contractor. The Contractor shall be responsible for making all payments to the Sub-contractor as may be necessary, in respect of any services performed or task executed, and the Purchaser shall not be responsible for any part or full payment which is to due to such Sub-contractor. The Purchaser reserves the right to hold Contractor liable for any act/omission of any Sub-contractor.

4.3.5 All rights of use of any process, product, service or facility developed or any other task performed by the Sub-contractor for the Contractor, under this contract would lie exclusively with the Purchaser in perpetuity free from all liens, encumbrances and other Third Party rights and the Contractor shall, wherever required, take all steps that may be necessary to ensure the transfer of such ownership in favour of the Purchaser.



4.3.6 Where the Purchaser deems necessary, it shall have the right to require replacement of any Sub-contractor with another Sub-contractor and the Contractor shall in such case terminate forthwith all agreements/contracts other arrangements with such Sub-contractor and find suitable replacement for such Sub-contractor to the satisfaction of the Purchaser at no additional charge. Failure to terminate all agreements/contracts with such sub-contractors, shall amount to a breach of the terms hereof.

4.3.7 The Contractor shall be responsible for ensuring that the Sub-contractor shall comply with all relevant and applicable provisions of the Contract. Any default on the part of the Sub-contractor to comply with the terms and conditions of the Contract wherever applicable, shall amount to breach on the part of the Contractor, and the Purchaser in addition to all other rights, will have the right to claim damages and recover from the Contractor all losses / or other damages that may have resulted from such default.

4.4 Conflict of Interest

4.4.1 Neither the selected Contractor nor any of the Contractor’s personnel shall engage in any personal, business or professional activity which conflicts or could conflict with any of their obligations in relation to this Project. A declaration must be provided to this effect as per the format attached as Form: 8.

4.4.2 The Contractor selected for this Project or any of its associates will not be allowed to take part in any subsequent tender for procurement of any goods or services (except ERP Product Licenses & related software and support related services) related to this Project.

4.5 Purchaser’s Responsibilities

4.5.1 The Purchaser shall ensure the accuracy of all information and/or data to be supplied by the Purchaser as described in this Tender Document, except when otherwise expressly stated in the Contract.

4.5.2 For the successful implementation of the Project, Purchaser shall provide feedback on all key deliverables and documents within fifteen (15) calendar days as and when requested by the Contractor.

4.5.3 The Purchaser shall acquire and pay for all permits, approvals and/or licenses from all local, state or national government authorities or public service undertakings in the country where the Site is located, which such authorities or undertakings require the Purchaser to obtain them in the Purchaser’s name, are necessary for the execution of the Contract (they include those required for the performance by both the Contractor and the Purchaser of their respective obligations under the Contract), including those specified in the Contract Agreement.

4.5.4 If requested by the Contractor, the Purchaser shall use its best endeavours to assist the Contractor in obtaining in a timely and expeditious manner all permits, approvals and/or licenses necessary for the execution of the Contract from all local, state or national government authorities or public service undertakings that such authorities or undertakings require the Contractor or Sub-contractors or the personnel of the Contractor or Sub-contractors, as the case may be, to obtain.



4.5.5 All costs and expenses involved in the performance of the obligations under clause 4.5 shall be the responsibility of the Purchaser, save those to be incurred by the Contractor.

4.5.6 No Director or official or employee of the Purchaser shall in any way be personally bound or liable for the acts or obligations of the Purchaser 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.

4.6 Project Inception and Time for Completion

4.6.1 The Successful Bidder shall mobilise adequate resources for inception of the Project within fifteen (15) calendar days of issue of LoA by the Purchaser, irrespective of whether Contract Agreement has been signed or not. Request for revision of timeline after Bids are opened will not be considered.

4.6.2 If the Successful Bidder fails to start the Project within the time period mentioned in clause 4.6.1, his Bid Security will be forfeited and the Purchaser will have right to cancel the LoA and negotiate with the Bidder having second highest Final Score for placing the fresh LoA or invite fresh Bids.

4.6.3 The Time for Completion of ERP implementation shall be as per clause 6.4 under the Scope of Work.

4.7 Extension of Time for Completion of Contract

4.7.1 If at any time during performance of the Contract, the Contractor or its Sub-contractors should encounter conditions impeding timely delivery of the services, the Contractor shall promptly notify the Purchaser in writing of the delay, it’s likely duration, and its cause. As soon as practicable after receipt of the Contractor’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Contractor’s time for performance of the Contract, in which case the extension shall be ratified by the Purchaser and the Contractor by amendment of the Contract.

4.7.2 Except in case of Force Majeure, as provided under clause 4.28, a delay by the Contractor in the performance of its delivery and completion obligations shall render the Contractor liable to the imposition of liquidated damages pursuant to clause 4.16, unless an extension of time is granted and agreed upon.

4.7.3 Causes for Extension of Time for Completion

4.7.3.1 The Contractor may submit application for an extension of the time for completion if he is or will be delayed in completing the Scope of Work by any of the following causes:

a) Additional work ordered in writing;

b) Suspension of work ordered in writing by the Purchaser for no fault on the part of the Contractor;

c) The delay in completion of Scope of Work caused for no fault on the part of the Contractor due to orders/instructions issued by the Purchaser; or



d) Force Majeure as per clause 4.28.

4.7.3.2 The Contractor shall give notice to the Purchaser of his intention to make a claim for an extension of time within fifteen (15) calendar days of the occurrence of any of the above cause(s). The notice shall be followed as soon as possible by the claim with full supporting details.

4.7.3.3 The Contractor shall demonstrate to the Purchaser’s satisfaction that it has used its best endeavour to avoid or overcome such causes for delay and the Parties will mutually agree upon remedies to mitigate or overcome causes for such delays.

4.7.3.4 Notwithstanding the clause above, the Contractor shall not be entitled to an extension of time for completion, unless the Contractor, at the time of such circumstances arises, has immediately notified the Purchaser in writing that it may claim such extension as caused by circumstances pursuant to above and upon request of the Purchaser, the Contractor shall substantiate that the delay is due the circumstances referred to by the Contractor. The Purchaser on receipt of such notice / appeal may agree to extend the Contract delivery date / completion period as may be reasonable and mutually agreed but without prejudice to other terms & conditions of the Contract. However, there would not be any revision in the Contract Price due to delay for reasons attributable to conditions mentioned above.

4.8 Alterations / Variations in the Contract

4.8.1 The Purchaser may by Variation Order to the Contractor at any time before the Project is taken over, instruct the Contractor to alter, amend, omit, add to or otherwise vary any part of the Scope of Work. The Contractor shall not vary or alter any of the Scope of Work, except in accordance with a Variation Order from the Purchaser. The Contractor may, however, at any time propose variations to the Scope of Work to the Purchaser.

4.8.2 Prior to any Variation Order under clause 4.8.1, the Purchaser shall notify the Contractor of the nature and form of such variation. As soon as possible after having received such notice, the Contractor shall submit to the Purchaser:

a) A description of works, if any, to be performed, its anticipated quantity, the proposed rate in case of a new item and total adjustment to the Contract Price. In case of items for which the rates are available in the Contract the extra quantities shall be executed by the Contractor at the same rates up to the variation limit of ten percent (10%) or as provided in the Contract;

b) The Contractor’s proposals for any necessary modifications to the work plan or to any of the Contractor’s obligations under the Contract; and

c) The Contractor’s proposals for adjustment to the Contract Price.

4.8.3 Following the receipt of the Contractor’s submission, the Purchaser shall, after due consultation with the Contractor, decide as soon as possible whether or not the variation shall be carried out.



4.8.4 If the Purchaser decides that the variation shall be carried out, he shall issue a Variation Order clearly identified as such in accordance with the Contractor's submission or as modified by agreement. If the Purchaser and the Contractor are unable to agree to the adjustment of the Contract Price, then the provisions of clause 4.8.5 shall apply.

4.8.5 If the Contractor and the Purchaser are unable to agree on the adjustment of the Contract Price, the adjustment shall be determined in accordance with the rates specified in the Price Bid, wherever applicable. If the rates contained in the Price Bid are not directly applicable to the specific work in question, suitable rates shall be established by the Purchaser reflecting the level of pricing in the Price Bid.

4.8.6 On receipt of a Variation Order, the Contractor shall forthwith proceed to carry out the variation and be bound to these conditions in doing so as if such variation was stated in the Contract. The Project shall not be delayed pending the granting of an extension of the Time for Completion or an adjustment to the Contract Price under clause 4.8.5.

4.8.7 In any case where the Contractor is instructed to proceed with a variation prior to the determination of the adjustment to the Contract Price, keeping in mind that the adjustment of Contract Price due to this variation shall be guided by clause 4.8.5, the Contractor shall keep the necessary records of the cost of undertaking the variation and of time expended thereon. Such records shall be open to inspection / verification by the Purchaser at all reasonable times.

4.8.8 The Purchaser, during execution of the Contract, reserves the right to increase or decrease the quantity of goods and services for the items included in the Contract with variation of the total Contract Price but without any change in unit price or other terms and conditions. The quantity of the individual items of goods and services may however vary up to any extent within the overall ceiling limit of the Contract Price.

4.9 Notices and Correspondences

4.9.1 Unless otherwise stated in the Contract, all notices to be given under the Contract shall be in writing, and shall be sent by personal delivery, airmail/speed post, courier, telegraph, fax or Electronic Data Interchange (EDI) to the address of the Purchaser or the Contractor, as the case may be, with the following provisions:

a) Any notice sent by telegraph, fax or EDI shall be confirmed within two (2) calendar days after dispatch except as otherwise specified in the Contract.

b) Any notice sent by airmail/speed post or courier shall be deemed (in the absence of evidence of earlier receipt) to have been delivered within three (3) calendar days after dispatch except as otherwise specified in the Contract. In proving the fact of dispatch, it shall be sufficient to show that the envelope containing such notice was properly addressed, stamped and conveyed to the postal authorities or courier service for transmission by airmail/speed post or courier.

c) Any notice delivered personally or sent by telegraph, fax or EDI shall be deemed to have been delivered on date of its dispatch.



d) Either Party may change its postal, fax or EDI address or addressee for receipt of such notices by giving ten (10) calendar days’ notice to the other Party in writing.

4.9.2 Notices shall be deemed to include any approvals, consents, instructions, orders, documents and certificates to be given under the Contract.

4.10 Designated Officer of the Purchaser

4.10.1 The Purchaser shall appoint an experienced senior executive designated as the Project Manager [WBSETCL] who shall carry out the functions and obligations of the Purchaser under the Contract.

4.10.2 The Purchaser may from time to time appoint some other person as the Project Manager [WBSETCL] in place of the person previously so appointed, and shall give a notice of the name of such other person to the Contractor without delay. The Purchaser shall take reasonable care to see that no such appointment is made at such a time or in such a manner as to impede the progress of Project. The Project Manager [WBSETCL] shall represent and act for the Purchaser at all times during the currency of the Contract.

4.10.3 Any decision, instruction or approval given by the Project Manager [WBSETCL] to the Contractor shall have the same effect as though it had been given by the Purchaser.

4.10.4 All notices, instructions, orders, certificates, approvals and all other communications under the Contract shall be given by the Project Manager [WBSETCL], except as herein otherwise provided. All notices, instructions, information and other communications given by the Contractor to the Purchaser under the Contract shall be given to the Project Manager [WBSETCL], except as herein otherwise provided.

4.11 Designated Officer of the Contractor

4.11.1 Within fifteen (15) calendar days of the signing of the contract, the Contractor shall appoint the Project Manager [IP] as named in the Bid. The Project Manager [IP] shall represent and act for the Contractor at all times during the currency of the Contract and shall give to the Project Manager [WBSETCL] all the Contractor’s notices, instructions, information and all other communications under the Contract.

4.11.2 Any instruction or notice which the Purchaser gives to the Project Manager [IP] shall be deemed to have been given to the Contractor.

4.11.3 The Contractor shall not revoke the appointment of the Project Manager [IP] without the Purchaser’s prior written consent, which shall not be unreasonably withheld. If the Purchaser consents thereto, the Contractor shall appoint some other person as the Project Manager [IP], pursuant to the procedure set out in clause 4.11.1.

4.11.4 The Project Manager [IP] may, subject to the approval of the Purchaser (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 Project Manager [IP], 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 thereof has been delivered to the Purchaser and the Project Manager [WBSETCL]. Any act or exercise by any person of powers, functions and authorities so delegated to him or her in accordance with this clause shall be deemed to be an act or exercise by the Project Manager [IP].

4.12 Inspection

4.12.1 Unless otherwise specified, inspection of all goods and services will be carried out at the Purchaser’s premises by the Contractor and the Purchaser. The Contractor will then submit inspection reports to the Purchaser. The Purchaser’s decision regarding acceptance or rejection of goods shall be final.

4.12.2 The Purchaser may reject any goods or services or any part thereof that fail to pass any test and/or inspection or do not conform to the specifications. The Contractor shall either rectify or replace such rejected goods / services or parts thereof or make alterations necessary to meet the specifications at no cost to the Purchaser, and shall repeat the test and/or inspection, at no cost to the Purchaser, upon giving a notice.

4.13 Billing

4.13.1 The Contractor shall submit the bill in approved proforma (one original and three copies) in accordance with the Contract Agreement and agreed billing schedule to the Project Manager [WBSETCL] enclosing necessary supporting documents within sixty (60) calendar days of having achieved the designated milestone activities as per the schedule specified in Form: 12 (which will form part of the Contract Agreement).

4.13.2 All the bills submitted by the Contractor must be in Indian Rupee only. The figure with two decimals shall be rounded-off to the nearest Rupee (i.e. less than 50 paise shall be omitted and 50 paise or more shall be reckoned as one Rupee) while calculating the amount to be billed.

4.14 Payment

4.14.1 The price to be paid by the Purchaser to the Contractor for execution of the Contract and performance of all the obligations undertaken by the Contractor under the Contract Agreement shall be as per the rates and/or charges finalised and communicated and accepted in the Contract Agreement. The rate so ascertained shall (exception only as and to the extent expressly provided herein) constitute the sole and inclusive remuneration of the Contractor under the Contract and no further payment whatsoever shall become due or payable to the Contractor under the Contract.

4.14.2 The Project Manager [WBSETCL] shall verify the bill and supporting documents after receipt of bill from the Contractor. The Purchaser shall release the payment after deducting applicable taxes, penalties/liquidated damages and other recoverable within forty-five (45) calendar days from the date of receipt of the bill (complete in all respect) by the Purchaser. All the payments made by the Purchaser will be in Indian Rupee only. No payment made by the Purchaser herein shall be deemed to constitute acceptance by the Purchaser of the goods or services or any part(s) thereof.



4.14.3 If any excess payment has been made by the Purchaser due to difference in quoted price in proposal and Contractor’s invoice, the Purchaser may without prejudice to its rights recover such amounts by other means after notifying the Contractor or deduct such excess payment from any payment subsequently falling due to the Contractor.

4.14.4 At its own discretion, the Purchaser shall make payments either through crossed bank cheque or electronic bank transfer.

4.14.5 Wherever applicable, tax deduction certificates shall be issued at the end of the month against deduction of statutory taxes.

4.15 Taxes, Duties & Levies

4.15.1 Except as otherwise specifically provided in the Contract, the Contractor shall bear and pay all taxes, duties and levies assessed on the Contractor, its Sub-contractors or their employees by all municipal, state or national government authorities in connection with the Project. The prices quoted by the Contractor shall be inclusive of all taxes, duties and levies. The taxes, duties and levies (including abatement / taxable composition, if any) as applicable will be paid to the Contractor against documentary evidence.

4.15.2 During Contract Period, if any rates of taxes/duties/levies are increased or decreased, a new tax/duty/levy is introduced, an existing tax/duty/levy is abolished, or any change in interpretation or application of any tax/duty/levy occurs in the course of the performance of Contract, which was or will be assessed on the Contractor in connection with performance of the Contract, an equitable adjustment of the Contract Price shall be made to fully take into account any such change by addition to the Contract Price or deduction there from, as the case may be.

4.15.3 The Contractor shall be solely responsible for the taxes that may be levied on the Contractor's persons or on earnings of any of his employees and shall hold the Purchaser indemnified and harmless against any claims that may be made against the Purchaser. The Purchaser does not take any responsibility whatsoever regarding taxes under Indian Income Tax Act, for the Contractor or his personnel. If it is obligatory under the provisions under the Indian Income Tax Act, deduction of Income Tax at source shall be made by the Purchaser.

4.16 Liquidated Damages

4.16.1 The Contractor should bear in mind that time is the essence of the Contract. If the Contractor fails to complete the Scope of Work of the Project or any part thereof within the Time for Completion as per clause 4.6 or any extension thereof as per clause 4.7, the Purchaser shall recover from the Contractor as Liquidated Damage (LD) for such default and not as a penalty without prejudice to the Purchaser’s other remedies under the Contract. For imposition of LD, the loss / damages suffered by the Purchaser due to delays by the Contractor are the basic criteria.

4.16.2 In order to keep the Contract alive, provisional time extension will be granted to the Contractor so that delayed services can be accepted by the Purchaser. A written communication in this regard shall be issued by the Project Manager [WBSETCL] to the



Contractor. Such provisional time extension will be without prejudice to all the obligations of the Contractor under the Contract and further without prejudice to the Purchaser’s right to levy LD and other rights under the Contract.

4.16.3 The recovery towards compensation should take place when loss / damage have actually taken place on account of delay caused by the Contractor. Even if there is a delay in execution of the Contract and reasons for delay are attributable to the Contractor but the Purchaser has not suffered any loss specifically due to delay in performance of the Contract, no sum as LD is recoverable from the Contractor. However, in such cases, a nominal LD as described in clause 4.16.7.1 will be recovered.

4.16.4 Delay in performance of the Contract may be attributed to one or more of the following, viz. Purchaser, Contractor and Force Majeure conditions as per clause 4.28.

4.16.5 The decision on LD will be taken considering detailed analysis indicating reasons & period of delay on each account. Based on the analysis, the period of delay due to Force Majeure as per clause 4.28 and for reasons attributable to the Purchaser will be identified to find out the net delay, which is attributable to the Contractor. The approach to work out the net delay attributable to the Contractor is described below:

a) Total delay that has occurred in a Contract = A

b) Cumulative period of delay on account of Force Majeure = B

c) Cumulative period of delay on account of the Purchaser = C

d) Concurrent cumulative period in b) & c) = X

e) Cumulative period of delay on account of Force Majeure and the Purchaser = B+C-X

f) Net period of delay attributable to the Contractor, Z = A-(B+C-X)

While calculating the period of delay, all delays, which are not found to be directly contributing in extension of completion period, will be ignored.

4.16.6 In case the period Z, arrived at as per clause 4.16.5, is not positive, the time extension, till the actual completion of the Project, shall be allowed without any LD. In case the period Z, arrived at is positive, action will be taken as described hereunder.

4.16.7 The Purchaser will examine the loss suffered on account of the delay Z.

4.16.7.1 If no loss has occurred, the time extension, till the actual completion of the Project shall be allowed but with a token LD to cover incidental expenses that the Purchaser may have incurred because of the delay but are not exactly quantifiable. To arrive at the amount of token LD, the ratio Z/T (herein after referred to as L), where T is the contractual completion period, shall be the basis:

a) If L ≥ 1, the amount of token LD shall be ten percent (10%) of the amount of LD as worked out for a period of delay Z, as per clause 4.16.8; or



b) If L < 1, the amount of token LD shall be Lx10% of the amount of LD as worked out for a period of delay Z, as per clause 4.16.8.

4.16.7.2 In case, the Purchaser has suffered loss, the time extension, till the actual completion of the Project shall be allowed with imposition of LD as described below:

a) If the amount of loss / damages suffered by the Purchaser is more than the full LD as applicable for a delay of period Z, as per clause 4.16.8, the latter shall be the amount of LD to be levied; or

b) If the amount of loss / damage suffered by the Purchaser is less than the LD as applicable for a delay of period Z, as per clause 4.16.8, the sum of the amount of loss / damages and token LD, worked out in the manner explained above, shall be levied. However, the total amount arrived at in this manner shall not exceed the full LD amount applicable as per clause 4.16.8.

4.16.8 Calculation of Liquidated Damages: A sum equivalent to half percent (0.5%) of the total price for Licenses and Implementation Services (i.e. Total Price of Group-A plus Total Price of Group-B as referred in Form: 11) for each week of delay or part thereof which will elapse between the schedule time for completion and actual time for completion of the Project. The total recovery against liquidated damage, however, shall not exceed ten percent (10%) of the total price for Licenses and Implementation Services (i.e. Total Price of Group-A plus Total Price of Group-B as referred in Form: 11). If the amount of LD exceeds this limit, the Purchaser reserves right to terminate the Contract.

4.16.9 The Purchaser may, without prejudice to any other method of recovery, deduct the amount of such damages from any money due or to become due to the Contractor. The payment deduction of such damages does not relieve the Contractor from his obligation to complete the Project or from any of his other obligations and liabilities under the Contract.

4.16.10 The Project will be deemed to have been completed only when all component parts / all items of Scope of Work are also delivered / completed. If certain components / items of Project are not delivered in time, the same will be considered as delayed until such time due missing / incomplete parts / items of Project are delivered/ completed.

4.17 Termination of Contract

4.17.1 The Purchaser, without prejudice to any other rights or remedies for breach of Contract it may possess under the Contract, give a notice in writing to the Contractor in the following circumstances stating the nature of the default and requiring the Contractor to remedy the same. If the Contractor fails to remedy or to take steps to remedy the same within fifteen (15) calendar days of its receipt of such notice, then the Purchaser may terminate the Contract forthwith by giving a written notice of ninety (90) calendar days to the Contractor.

a) if the Contractor fails to commence the Project in the manner described in the Contract Agreement; or



b) if the Contractor fails to carry on the work in conformity with the Contract Agreement; or

c) if the Contractor fails to carry on the work to the satisfaction of the Project Manager [WBSETCL];

d) if the Contractor has abandoned or repudiated the Contract; or

e) if the Contractor becomes bankrupt or insolvent, has a receiving order issued against it, compounds with its creditors, or, if the Contractor is a corporation, a resolution is passed or order is made for its winding up (whether compulsory or voluntary not being merely a voluntary liquidation for the purpose of amalgamation or reconstruction), a receiver is appointed over any part of its undertaking or assets, or if the Contractor takes or suffers any other analogous action in consequence of debt; or

f) if the Contractor assigns or transfers the Contract or any right or interest therein in violation of the provision of Contract Agreement; or

g) if the Contractor, in the judgment of the Purchaser, has engaged in corrupt or fraudulent practices in competing for or in executing the Contract including, but not limited to, wilful misrepresentation of facts concerning ownership of Intellectual Property Rights in, or proper authorization and/or licenses from the Purchaser to offer, the hardware, software, or materials provided under this Contract; or

h) if the Contractor submits a false statement(s) which has a material effect on the rights, obligations or interests of the Purchaser; or

i) if the Contractor accepts any trade commission, discounts or similar payments from any Third Party in discharging their duties and obligations under this Contract; or

j) if the Contractor refuses or is unable to provide sufficient goods, materials or services to execute and complete the ERP Solution in the manner specified in the Agreed Project Plan at rates of progress that give reasonable assurance to the Purchaser that the Contractor can meet User Acceptance of the ERP Solution by the time for achieving User Acceptance as extended; or

k) if the amount of LD exceeds the limit specified in clause 4.16.8.

4.17.2 Upon receipt of the notice of termination, the Contractor 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 the Purchaser 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 Contractor shall:

a) deliver to the Purchaser the parts of the executed work up to the date of termination;



b) to the extent legally possible, assign to the Purchaser all right, title, and benefit of the Contractor to the ERP Solution, or sub-system(s), as at the date of termination, and, as may be required by the Purchaser;

c) deliver to the Purchaser all non-proprietary drawings, specifications, and other documents prepared by the Contractor as of the date of termination in connection with the ERP Solution;

d) to the extent legally possible, assign to the Purchaser all right, title and benefit of the Contractor to the ERP Solution or sub-system(s) as at the date of termination,

4.17.3 The Purchaser may enter upon the Site, expel the Contractor, and complete the ERP Solution itself or by employing any Third Party. Upon completion of the ERP Solution or at such earlier date as the Purchaser thinks appropriate, the Purchaser shall give notice to the Contractor that such Contractor’s equipment will be returned to the Contractor at or near the Site and shall return such Contractor’s equipment to the Contractor in accordance with such notice. The Contractor shall thereafter without delay and at its cost remove or arrange removal of the Contractor’s equipment from the Site.

4.17.4 Subject to the provisions of the Contract Agreement, the Contractor 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 protecting the ERP Solution and in leaving the Site in a clean and safe condition. Any sums due to the Purchaser from the Contractor accruing prior to the date of termination shall be deducted from the amount to be paid to the Contractor under this Contract.

4.17.5 If the Purchaser completes the ERP Solution, the cost of completing the ERP Solution by the Purchaser shall be determined. If the sum that the Contractor is entitled to be paid, plus the reasonable costs incurred by the Purchaser in completing the ERP Solution exceeds the Contract Price, the Contractor shall be liable to pay for such excess amount. If such excess amount is greater than the sums due to the Contractor, the Contractor shall pay the balance amount to the Purchaser, and if such excess amount is less than the sums due to the Contractor, the Purchaser shall pay the balance amount to the Contractor. The Purchaser and the Contractor shall agree, in writing, on the computation described above and the manner in which any sums shall be paid. The Purchaser shall pay to the Contractor the Contract Price, properly attributable to the parts of the ERP Solution executed by the Contractor as of the date of termination.

4.17.6 The Contractor shall be liable to the Purchaser for any losses, excess costs for such/similar services, provided that the Contractor should continue the performance of the Contract to the extent not terminated under the provisions of this clause. If in the opinion of the Purchaser, the Contractor shall not be able to cure the fault even after notice, such notice shall not be necessary and the Purchaser may terminate the Contract at the risk and cost of the Contractor.

4.17.7 Consequence of termination



4.17.7.1 Upon termination of the Contract, the Contractor shall prepare and present a detailed exit plan within five (5) calendar days of termination notice receipt to the Project Manager [WBSETCL]. The Project Manager [WBSETCL] along with designated team will review the exit plan. If approved, Contractor shall start working on the same immediately. If the plan is rejected, the Contractor shall prepare alternate plan within two (2) calendar days. If the second plan is also rejected, Project Manager [WBSETCL] (or the authorized person) will provide a plan for Contractor and it should be adhered by in totality. The Exit Plan should cover at least the following:

a) Execute all documents that may be necessary to effectively transfer the ownership and title, including Product warranties (if applicable);

b) Handover all developed codes, related documentation and other configurable items, (if any) in his possession;

c) Handover the list of all IT assets, passwords at all locations to the Purchaser.

4.17.7.2 The Contractor and Project Manager [WBSETCL] (or the authorized person) will sign a completion certificate at the end of successful completion (all points tracked to closure) of the exit plan.

4.18 Patent Rights and Royalties

4.18.1 The Contractor shall indemnify the Purchaser against all claims of infringement of any patent, registered design, copyright, trade mark or trade name or other intellectual property right in connections with execution of the Contract.

4.18.2 Royalties and fees for patents covering materials, articles, apparatus, devices, equipment or processes used in the Project shall be deemed to have been included in the value of Contract. The Contractor shall satisfy all demands that may be made at any time for such Royalties or fees and he alone shall be liable for any damages or claims for patent infringements and shall keep the Purchaser indemnified in that regard. The Contractor shall, at his own cost and expense, defend all suits or proceedings that may be instituted for alleged infringement of any patents involved in the Project, and in case of an award of damages, the Contractor shall pay for such award.

4.18.3 In the event of any suit and other proceedings instituted against the Purchaser, the same shall be defended at the cost and expenses of the Contractor who shall also satisfy/comply any decree, order or award made against the Purchaser. But it shall be understood that no such machine, materials, facilities or things has been used by the Purchaser for any purpose or any manner other than that for which they have been furnished and installed by the Contractor and specified under these specifications, final payment to the Contractor by the Purchaser will not be made while any such suit or claim remains unsettled.

4.18.4 In the event of any apparatus or equipment, or any part thereof furnished by the Contractor is in such suit or proceedings held to constitute infringement, and its use is enjoined, the Contractor shall, at his option, and at his own expense, either procure for the Purchaser, the right to continue the use of said apparatus, equipment or part thereof,



replace it with non-infringing apparatus or equipment or modify it, so it becomes non-infringing apparatus or remove the equipment and refund the purchase price plus transportation and installation cost thereof.

4.18.5 The Contractor shall indemnify and keep indemnified the Purchaser, his successors or assignees for and against any and all claims, suits, damages, losses, actions, demands, costs, charges, royalties and expenses arising from or for infringement, real or claimed of patents, copy rights or other protected rights, if any, designs, device, machine, diagrams, drawings, or in respect of the goods and materials supplied by the Contractor or any of the processes followed by the Contractor are found to have infringed any such rights.

4.18.6 In the event of any claim being made or action being brought against the Purchaser in respect of any of the matters referred to above, the Contractor shall promptly be notified and he shall, at his own expenses, conduct all negotiations for the settlement of the same and any litigation that may arise there from.

4.19 Intellectual Property Rights

4.19.1 The copyright in all drawings, documents and other goods and materials containing data and information furnished to the Purchaser by the Contractor herein shall remain vested in the Contractor or, if they are furnished to the Purchaser directly or through the Contractor by any Third Party, including Contractors of materials, the copyright in such materials shall remain vested in such Third Party.

4.19.2 The Purchaser shall, however, be free to reproduce all drawings, documents, and other material furnished to the Purchaser for the purpose of the Contract including, if required, for operation and maintenance of ERP Solution.

4.19.3 Further, the copyright of all reports and customised portion of software shall lie with the Purchaser. The developed code of software shall be handed over to the Purchaser upon successful Go-live. Any use of the same by the Contractor shall only be allowed after written permission from the Purchaser.

4.20 Confidential Information

4.20.1 The Purchaser and the Contractor shall keep confidential and shall not, without the written consent of the other Party hereto, divulge to any Third Party any documents, data or other information furnished directly or indirectly by the other Party hereto in connection with the Contract, whether such information has been furnished prior to, during or following termination of the Contract. Notwithstanding the above, the Contractor may furnish to its Sub-contractor(s) such documents, data and other information it receives from the Purchaser to the extent required for the Sub-contractor(s) to perform its work under the Contract, in which event the Contractor shall obtain from such Sub-contractor(s) an undertaking of confidentiality similar to that imposed on the Contractor under this clause.

4.20.2 The Purchaser shall not use such documents, data and other information received from the Contractor for any purpose other than the operation and maintenance of the ERP Solution. Similarly, the Contractor shall not use such documents, data and other



information received from the Purchaser for any purpose other than the design, installation and implementation of ERP Solution or such other work and services as are required for the performance of the Contract.

4.20.3 The obligation of a Party under clauses defined above, however, shall not apply to that information which:

a) now or hereafter enters the public domain through no fault of that Party; or

b) can be proven to have been possessed by that Party at the time of disclosure and which was not previously obtained, directly or indirectly, from the other Party hereto; or

c) otherwise lawfully becomes available to that Party from a Third Party that has no obligation of confidentiality.

4.20.4 The above provisions shall not in any way modify any undertaking of confidentiality given by either of the Parties hereto prior to the date of the Contract in respect of the ERP Solution or any part thereof.

4.20.5 The provisions of this clause shall survive termination, for whatever reason, of the Contract.

4.21 Merger, acquisition or divestitures of the Contractor

4.21.1 In case of merger, acquisition or divestiture of the Contractor, the acquiring company shall be bound by the terms & conditions of this Contract for a period of at least five (5) years from the date of completion of the Project, at no additional cost to the Purchaser. Additionally, the acquiring company shall continue to provide Annual Technical Support, Annual Maintenance Support and other related services during the time period as mentioned in the Contract.

4.21.2 When the Contractor is a partnership firm, the prior approval in writing from the Purchaser shall be obtained before any changes are made in the constitution of the firm. Such approval as aforesaid shall likewise be obtained before such Contractor enters into any agreement with other Parties, where under the reconstituted firm would have the right to carry out the Project hereby undertaken by the Contractor. In either case, if prior approval is not obtained, the Agreement shall be deemed to have been allotted in contravention of this Contract and the action and consequence shall ensure as provided.

4.22 Contractor’s staff and their conduct

4.22.1 The Contractor on award of Project shall deploy qualified professionals as designated in the Scope of Work / Contract Agreement for executing this Project. At any time in the opinion of the Project Manager [WBSETCL], any additional, qualified, experienced professionals is considered necessary; they shall be deployed by the Contractor without any additional charge. The Contractor shall ensure competent and efficient supervision of the services to the satisfaction of the Project Manager [WBSETCL].



4.22.2 If any of the Contractor’s employees, in the opinion of the Project Manager [WBSETCL], found to 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 [WBSETCL], undesirable for administrative or any other reasons, for such person(s) to be employed for providing designated services, then at the directions of the Project Manager [WBSETCL], the Contractor shall at once remove such person(s) from this Project without written permission of the Project Manager [WBSETCL]. Vacancy so created shall be immediately filled at the expense of the Contractor by a qualified and competent substitute. Should the Contractor be requested to repatriate any person or removed from this Contract, he shall do so and shall bear all costs in connection therewith.

4.22.3 The Contractor shall be solely responsible for the proper behaviour of his employees and staff employed by him/deputed by him to provide consultancy services. The Contractor shall exercise proper degree of control over them and in particular without prejudice to the said generality the Contractor 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 neighbourhood. In the event of such trespassing, the Contractor shall be responsible for all consequent claims or actions for damages or injury or any other grounds whatsoever. The decision of the Project Manager [WBSETCL] upon any matter arising under this clause shall be final.

4.22.4 If and required by the Purchaser, all Contractor’s personnel entering upon the Purchaser’s premises shall be properly identified by badges of a type acceptable to the Purchaser which must be worn at all times on the Purchaser’s premises.

4.22.5 It is made clear that no relationship of Purchaser and employee is created between the Purchaser and the Contractor’s resident engineers, employees and no claim for employment of any such personnel shall be tenable or entertained.

4.23 Non-solicitation of Staff

4.23.1 For the purpose of this Contract, both parties to this Contract agree, not to solicit either directly or indirectly with a view to provide or offer employment to, offer to contract with or entice a staff member of the other Party to leave without the consent of the other during the term of this Contract Agreement and for an additional period of one hundred and eighty (180) calendar days after termination.

4.24 Contractor’s Responsibility with other Agencies

4.24.1 Without repugnance to any other condition, it shall be the responsibility of the Contractor providing services to submit to and take written approval from Project Manager [WBSETCL] for any other service(s) required. The Project Manager [WBSETCL], before communicating his approval to any such scheme, with any required modifications shall get the final agreements of all such agencies, which shall be binding. No claim shall be entertained on account of above.



4.24.2 The Contractor shall conform in all respect with the provisions of any statutory regulations, laws, bylaws, rules or ordinances of any local or duly constituted authorities or public bodies which may be applicable from time to time to execute the Contract. The Contractor shall keep the Purchaser indemnified against all penalties/liquidated damages and liabilities of every kind, arising out of non-adherence to such statutory regulations, laws, bylaws, rules or ordinances etc.

4.24.3 The Contractor shall have to execute the Contract in such place and condition where other agencies will be engaged for other works or similar works. No claim shall be entertained due to services/works being executed by the Contractor in the above circumstances.

4.25 Insurance

4.25.1 The Contractor shall at his own expense carry and maintain insurance with reputed insurance companies as per the applicable law of India to the satisfaction of the Purchaser. Insurance shall be provided for all the Contractor’s employees engaged in the performance of this Contract.

4.25.2 The Contractor shall also carry and maintain any and all other insurance which may be required under any law or regulation from time to time. He shall also carry and maintain any other insurance, which may be required by the Purchaser.

4.25.3 The Purchaser shall not be liable, in any respect, for any damages or compensation payable under law in respect or in consequence of any accident or injury to any employee or other person deployed by the Contractor or any Sub-contractor(s) for this Project except an accident or injury resulting from any act or default of the Purchaser or his agents. The Contractor shall indemnify and keep indemnified the Purchaser against all such damages and compensation (save and except as aforesaid) and against all claims, demands, proceeding, costs, charges and expenses, whatsoever in respect or in relation thereto.

4.25.4 The Contractor shall comply with all relevant and applicable statutory provisions in respect of the employees engaged by him at his cost and above stipulations are only indicative and not exhaustive.

4.26 Damage to Property or to any Person or any Third Party

4.26.1 Contractor’s Price Bid shall deem to include taking into account that he has to work in operating plant and shall take sufficient care in moving the goods and resources from one place to another so that they do not cause any damage to any person or to the property of the Purchaser or to a Third Party including overhead and underground cables and pipelines. In the event of such damages including eventual interruption of services in any plant or establishment as estimated by the Purchaser or ascertained or by the Third Party shall be borne by the Contractor.

4.26.2 Contractor shall also be responsible for making good to the satisfaction of the Purchaser any loss or damage to all structures and properties belonging to the Purchaser or being executed or procured or being procured by the Purchaser or by other agency within the



premises of all the Sites of the Purchaser, if such loss or damages is due to fault and or negligence or wilful acts or omission of the Contractors, his employees, agents, representatives or Sub-contractor(s).

4.26.3 The Contractor shall indemnify and keep the Purchaser harmless of all claims and damages to property other than Purchaser’s property arising under or by reason of this Contract if such claims result from the fault and/or negligence or wilful acts or omission of the Contractor, Sub-contractor(s), agents or representatives.

4.27 Safety and Security Code

4.27.1 General

4.27.1.1 Contractor shall adhere to safe working practice and guard against hazardous and unsafe working conditions and shall comply with Purchaser’s safety rule as set forth herein. Prior to start of the Project, Contractor will be furnished copies of Purchaser’s Safety Code for information and guidance, if it has been prepared.

4.27.2 Safety Regulations

4.27.2.1 In respect of all employees, directly or indirectly employed in the Project for the performance of Contract Agreements, the Contractor shall at his own expense arrange for all the safety provisions as defined in regulations, rules, acts or orders applicable in India / West Bengal. The Contractor shall observe and abide by all fire and safety regulations of the Purchaser. Before starting the Project, Contractor shall consult Purchaser’s Safety Engineer or Project Manager [WBSETCL] and must make good to the satisfaction of the Purchaser any loss or damage due to fire to any portion of the work done under this Contact or to any of the Purchaser’s existing property.

4.27.2.2 First Aid Facilities: Contractor shall maintain first aid facilities for his employees and those of his Sub-contractor(s).

4.27.2.3 Prohibition on smoking: Smoking within all office and work premises is strictly prohibited. Violators of the “No smoking” rules as applicable in India shall be discharged immediately.

4.27.3 General Safety

4.27.3.1 All necessary personal safety equipment as considered adequate by the Project Manager [WBSETCL] should be kept available for the use of the persons employed at the Site and maintained in condition suitable for immediate use, and the Contractor should take adequate steps to ensure proper use of equipment by persons as relevant for the Project at Site/office.

4.27.3.2 When the work is done near any place where there is a risk of drowning, all necessary safety equipments shall be provided and kept ready for use and all necessary steps taken for prompt rescue of any person in danger and adequate provision should be made for prompt first aid treatment of all injuries likely to be sustained during the course of work.



4.27.3.3 These safety provisions should be brought to the notice of all concerned by displaying on a notice board at a prominent place at the Sites. The person responsible for compliance of the safety code shall be named therein by the Contractor.

4.27.3.4 To ensure effective enforce of the rules and regulations relating to safety precautions, the arrangements made by the Contractor shall be open to inspection by the Project Manager [WBSETCL] or Safety Engineer or any other person nominated by the Purchaser.

4.27.3.5 Notwithstanding the above clauses, there is nothing in these to exempt the Contractor from the operations of any other acts or rules in force in India. The works throughout, including any temporary works, shall be carried out in such a manner as not to interfere in any way whatsoever with the traffic on any roads or footpaths at the Site or in vicinity thereto or any existing works whether the property of the Purchaser or of a Third Party.

4.27.4 Fire Safety

4.27.4.1 The Contractor will have to use Fire Extinguishers at Sites as recommended by the Project Manager [WBSETCL]. They will have to ensure all precautionary measures and exercise utmost care in handling the inflammable material and electronic equipments etc. as advised by the Project Manager [WBSETCL]. Temporary combustible structures will not be built near or around the Site.

4.27.5 Security Code

4.27.5.1 Access to the Data Centre Sites and Purchaser’s locations shall be strictly restricted. No access to any person except the essential personnel belonging to the Contractor who are genuinely required for execution of the Project or for carrying out management/maintenance who have been explicitly authorized by the Purchaser shall be allowed entry to the Data Centre Sites and some Purchaser’s locations. Even if allowed, access shall be restricted to the pertaining equipment of the Purchaser only. The Contractor shall maintain a log of all activities carried out by each of its personnel.

4.27.5.2 The Contractor and its personnel or any other person visiting the Purchaser’s premises and offices shall comply with all safety and security procedures in force from time to time. All people visiting any Purchaser’s premises shall be liable to security check including, but not limited to, frisking by security staff at the gate. Any person shall not carry any goods or materials to Purchaser’s premise as not permitted by such security requirements.

4.27.5.3 The Contractor and its personnel or any other person visiting the Purchaser’s premises and offices shall comply with all confidentially requirements about Purchasers business and its activities and shall also provide in written a confidentiality undertaking in prescribed format required by the Purchaser.

4.28 Force Majeure

4.28.1 Force Majeure means any event or circumstance or combination of events and circumstances including those stated below that wholly or partly prevents or unavoidably



delays the Purchaser or the Contractor in the performance of their obligation under this Contract, but only if and to the extent that such events or circumstances are not within the reasonable control, directly or indirectly, of the affected Party and could not have been avoided if the affected Party had taken reasonable care or complied with prudent utility practices.

a) act of God, including, but not limited to lightning, drought, fire and explosion (to the extent originating from a source external to the Site), earthquake, volcanic eruption, landslide, flood, cyclone, typhoon, tornado, war embargo, or exceptionally adverse weather conditions which are in excess of the statistical measures for the last hundred (100) years, or

b) any act of war (whether declared or undeclared), invasion, armed conflict or act of foreign enemy, blockade, embargo; or

c) any event or circumstance of a nature analogous to any of the above.

4.28.2 Delay or non-performance by either Party hereto caused by the occurrence of any event of Force Majeure shall not

a) constitute a default or breach of the Contract; or

b) give rise to any claim for damages or additional cost or expense occasioned thereby.

if and to the extent that such delay or non-performance is caused by the occurrence of an event of Force Majeure.

4.28.3 The Contractor or Purchaser shall not be liable for delay in performing his obligations resulting from any Force Majeure cause as referred above.

4.28.4 If either Party is prevented, hindered or delayed from or in performing any of its obligations under the Contract by an event of Force Majeure, then it shall notify the other in writing of the occurrence of such event and the circumstances thereof within fifteen (15) calendar days after the occurrence of such event.

4.28.5 The Party who has given such notice shall be excused from the performance or punctual performance of its obligations under the Contract for so long as the relevant event of Force Majeure continues and to the extent that such Party’s performance is prevented, hindered or delayed. The Time for Completion shall be extended in accordance with clause 4.7.

4.28.6 The Party or Parties affected by the event of Force Majeure shall use reasonable efforts to mitigate the effect thereof upon its or their performance of the Contract and to fulfil its or their obligations under the Contract, but without prejudice to either Party’s right to proceed as per the provisions under clause 4.28.7.

4.28.7 If the performance of the Contract is substantially prevented, hindered or delayed on account of one or more events of Force Majeure during the currency of the Contract, the



Parties will attempt to develop a mutually satisfactory solution, failing which the dispute shall be resolved in accordance with clause 4.30.

4.29 Limitation of Liability

4.29.1 Except in cases of gross negligence or wilful misconduct:

a) neither Party shall be liable to the other Party for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Contractor to pay liquidated damages to the Purchaser; and

b) the aggregate liability of the Contractor to the Purchaser, whether under the Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract Price. Provided that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to any obligation of the Contractor to indemnify the Purchaser with respect to patent infringement.

4.30 Settlement of Disputes

4.30.1 Mutual consultation

4.30.1.1 If any dispute or difference of any kind whatsoever shall arise between the Purchaser and the Contractor in connection with or arising out of the Contract including without prejudice to the generality of the foregoing, any question regarding its existence, validity or termination, or the execution of the Project - whether during the progress of the Project or after their completion and whether before or after the termination, abandonment or breach of the Contract - the parties shall seek to resolve any such dispute or difference by mutual consultation. In the first instance, the reference of any such dispute / difference shall be made to the Project Manager [WBSETCL]. If the parties fail to resolve such a dispute or difference by mutual consultation, then the dispute shall be referred in writing by either Party to the Adjudicator, with a copy to the other Party.

4.30.2 Adjudication

4.30.2.1 The Adjudicator shall give its decision in writing to both parties within thirty (30) calendar days of a dispute being referred to it. If the Adjudicator has done so, and no notice of intention to commence arbitration has been given by either the Purchaser or the Contractor within sixty (60) calendar days of such reference, the decision shall become final and binding upon the Purchaser and the Contractor. Any decision that has become final and binding shall be implemented by the parties forthwith.

4.30.2.2 Should the Adjudicator resign or die, or should the Purchaser and the Contractor agree that the Adjudicator is not fulfilling its functions in accordance with the provisions of the Contract; another Adjudicator shall be jointly appointed by the Purchaser and the Contractor as Adjudicator under the Contract. Failing agreement between the two within thirty (30) calendar days, the Adjudicator shall be appointed under the Contract on the request of either Party by the Appointing Authority. The Adjudicator shall be paid fee



plus reasonable expenditures incurred in the execution of his duties as Adjudicator under the Contract. These costs shall be divided equally between the Purchaser and the Contractor.

4.30.3 Arbitration

4.30.3.1 If either the Purchaser or the Contractor is dissatisfied with the Adjudicator’s decision, or if the Adjudicator fails to give a decision within thirty (30) calendar days of a dispute being referred to it, then either the Purchaser or the Contractor may, within sixty (60) calendar days of such reference, give notice to the other Party, with a copy for information to the Adjudicator, of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given.

4.30.3.2 Any dispute, in respect of which a notice of intention to commence arbitration has been given, in accordance with clause 4.30.3.1, shall be finally settled by arbitration. Arbitration may be commenced prior to or after completion of the Project.

4.30.3.3 Any dispute submitted by a Party to arbitration shall be heard by an arbitration panel composed of three (3) arbitrators, in accordance with the provisions set forth below.

4.30.3.4 The Purchaser and the Contractor shall each appoint one arbitrator, and these two (2) arbitrators shall jointly appoint a third arbitrator, who shall chair the arbitration panel. If the two arbitrators do not succeed in appointing a third arbitrator within thirty (30) calendar days after the latter of the two (2) arbitrators has been appointed, the third arbitrator shall, at the request of either Party or the arbitrators, be appointed by the Appointing Authority for arbitrator.

4.30.3.5 If one Party fails to appoint its arbitrator within fifty (50) calendar days after the other Party has named its arbitrator, the Party which has named an arbitrator may request the Appointing Authority to appoint the second arbitrator.

4.30.3.6 If, for any reason, an arbitrator is unable to perform its function, the mandate of the Arbitrator shall terminate in accordance with the provisions of applicable laws as mentioned in clause 4.31 and a substitute shall be appointed in the same manner as the original arbitrator.

4.30.3.7 Arbitration proceedings shall be conducted as per the provisions of the Arbitration and Reconciliation Act, 1996 in the courts in Kolkata in the English language only.

4.30.3.8 The decision of a majority of the arbitrators (or of the third arbitrator chairing the arbitration panel, if there is no such majority) shall be final and binding and shall be enforceable in any court of competent jurisdiction as decree of the court. The parties thereby waive any objections to or claims of immunity from such enforcement.

4.30.3.9 The arbitrator(s) shall give reasoned award.

4.30.4 Notwithstanding any disputes with reference to the Contract pending for adjudication or arbitration, the Contractor shall continue to perform his obligations in connection with the



Project in accordance with the Purchaser’s decision or instruction, and Purchaser shall also continue to perform his obligations under the Contract including payment of any monies due to the Contractor.

4.31 Compliance with Laws and Regulations

4.31.1 The laws and regulations which are to apply to the Contractor and under which the Contract is to be constructed shall be Indian Laws and Regulations.

4.31.2 The Contractor shall, in all matters arising in the performance of the Contract, comply with in all respects, give all notices and pay all fees required by the provisions of any national or state statute, ordinance or other law or any regulation or bye-law of any duly constituted authority.

4.31.3 The Contractor shall adhere to the statutory provisions under Payment of Minimum Wages Act, Contract Labour (Regulation & Abolition) Act, Employee’s Provident Fund & Miscellaneous Provisions Act, Workmen’s Compensation Act, Right to Information Act, and other relevant Statutes. Non-compliance of the statutory provisions i.e. Contract Labour engaged in the job may attract penal action against Contractor from the Law Enforcing Authorities. All liabilities arising out of the non-compliance of the Law of the Land will have to be borne by the Contractor and the Purchaser will not be responsible in any manner whatsoever for the same.

4.31.4 The Contract shall in all respect be construed and interpreted in accordance with the Laws in force in India, including any such Laws passed or made or coming into force during the period of the Contract.

4.32 Change in Laws and Regulations

4.32.1 Unless otherwise specified in the Contract if, after the date thirty (30) calendar days prior to the date of Bid submission, any law, bylaws, regulation, ordinance or order having the force of law is enacted, promulgated, abrogated or changed in India (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Project Plan and/or the Contract Price, then such Project Plan and/or Contract Price shall be correspondingly increased or decreased, to the extent that the Contractor has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the price adjustment provisions where applicable, in accordance with provisions of this Tender Document.

4.33 Advertising of the Project

4.33.1 Any advertising stating the subject of this Contract by the Contractor in India or in other foreign countries shall be subject to approval of the Purchaser prior to the publication. Publication of approved articles, photographs and other similar materials shall carry acknowledgment to the Purchaser.



SECTION: 5 SPECIAL CONDITIONS OF CONTRACT

5.1 General

5.1.1 The Special Conditions of Contract should be read in conjunction with Instruction to Bidders, General Conditions of Contract, Scope of Work and other sections of this Tender Document. The Special Conditions of Contract mentioned in this section or anywhere else in the Tender Document shall prevail over the General Conditions of Contract in case there is conflict between the two.

5.2 Steering Committee and Project Management Unit

5.2.1 A Steering Committee (SC) will be formed by the Purchaser comprising CMD / Directors of the Purchaser and any other person(s)/agency(ies) as proposed by The Purchaser’s management. This SC will periodically review the progress of the project and guide the PMU.

5.2.2 A Project Management Unit (PMU) will be formed by the Purchaser comprising senior officers of the Purchaser, consultants from PwC and any other person(s)/agency(ies) as proposed by The Purchaser’s management. This PMU will co-ordinate with the Contractor and any other stakeholders deemed necessary during project implementation.

5.3 Partial work order

5.3.1 The Purchaser, at its own discretion, may award the whole job (entire Scope of Work) or part of it as found suitable. The Purchaser may also award whole or part of any line item of the Price Bid as per the quoted rate. All line items mentioned in the Price Bid will be considered as separate parts for this purpose. For the Scope of Work related to Annual Technical Support (ATS) for ERP Product and Annual Maintenance Support (AMS) for ERP Solution, each year will be a treated as separate part. The Contractor has to execute the whole or part of the Project at the rate quoted for the awarded Scope of Work through a Contract Agreement.

5.3.2 For such kind of partial order, the payment amount will computed on pro-rata basis and in line with the payment terms as mentioned in this Tender Document. Decision of the Purchaser will be final in this regard.

5.4 Partial execution of Scope of Work

5.4.1 If any activity / item mentioned in the Price Bid is not being completed / supplied by the Contractor or is dropped by the Purchaser from the original Scope of Work subsequent to award of Contract, the cost of that activity/item will be deducted from the group total and the payment will be adjusted and made accordingly.

5.5 Penalty for mis-declaration / mis-representation

5.5.1 The Purchaser may impose a penalty on the Contractor for mis-declaration / mis-representation of facts and figures if detected at any point in time during bidding process or during currency of the Contract. The Purchaser shall recover from the



Contractor, a sum equivalent to ten percent (10%) of the total price for Licenses and Implementation Services (i.e. Total Price of Group-A plus Total Price of Group-B as referred Form: 11) for each of such cases.

5.6 Version of ERP Product

5.6.1 At any point of time before the end of Business Solution Design Simulation (BSDS) if ERP Product Vendor introduces technological advance (including new version) for ERP Product originally proposed in the Bid, the Contractor shall be obligated to supply, configure and implement the latest version of the available sub-system(s) having equal or better performance or functionality at the same or lesser unit price as compared to that contained in this Bid.

5.7 Supportability

5.7.1 The ERP Product Vendor must assure ability to support its ERP Product for a period up to five (5) calendar years from the date of Final Acceptance of ERP Solution. A certificate from ERP Product Vendor in this regard shall be enclosed along with the Bid.

5.8 Schedule of Payments

5.8.1 The Purchaser shall pay to the Contractor in the manner as set forth in Form: 12.

5.9 Price of additional licenses

5.9.1 The unit price of different type of license as quoted in the Price Bid (refer Form: 11) should remain firm and valid for a period up to five (5) calendar years from the date of Final Acceptance of ERP Solution if the Purchaser desire to procure any type of licenses (including Transactional licenses, Payroll licenses, Employee Service licenses) in addition to number of licenses mentioned in Form: 11.

5.10 Facilities to be provided by the Purchaser

5.10.1 For the execution of this Contract, the Purchaser shall provide air-conditioned office space with adequate furniture & fixtures for accommodating twenty (20) Consultants of the Contractor in their office in Kolkata. Providing office space is for the smooth execution of Contract and non-provision of such space or delay in provision of such space does not bind the Purchaser and make the Purchaser liable to the Contractor in any manner except as specifically provided in the Contract Agreement. Delay in providing such space shall not be cited as reason for delay in Project completion.

5.10.2 The Purchaser can provide telephone connections and broadband internet connections on chargeable basis (i.e. bills to be paid in full by the Contractor).

5.10.3 Upon request in advance, The Purchaser may provide accommodation facility at remote Sites on chargeable basis subject to availability.

5.10.4 Any other office infrastructure & facilities (including LAN, printer, photocopier, fax machine, scanner, computers, servers, networking devices, laptops, peripherals, stationary, consumables, etc.) and logistic support (including local conveyance,



secretarial assistance, administrative support etc.) required by the Contractor to successfully execute this Contract shall be arranged by the Contractor itself at its own cost.



SECTION: 6 SCOPE OF WORK

6.1 Introduction

6.1.1 The Purchaser intends to implement the ERP Solution (also referred as “the Solution” or “the system”) within the timelines indicated in this Tender Document. The Purchaser expects the Contractor to adhere to the approach described in this Tender Document with possible improvements thereto. ERP will be implemented centrally at the Purchaser’s data centre located in Kolkata. The Purchaser has multiple business locations across the state of West Bengal and users at these business locations will be using the ERP through LAN/WAN, therefore the proposed ERP application must be web-enabled.

6.1.2 The overall Scope of Work primarily consists of following activities:

a) Supply of ERP Product licenses and licenses for ERP related software (other than ERP Product), database, clustering tools, integration tools, other tools or any other software to make the ERP Solutions work as per the requirements of the Purchaser;

b) Preparation of Bill of Materials and Request for Proposal (RFP) for supply, installation and implementation of ICT infrastructure and assistance to the Purchaser in entire process of ICT infrastructure procurement, installation and implementation;

c) Data collection, data preparation, data cleansing, data entry and data migration (including master & transaction data);

d) Implementation of ERP Solution including business process analysis, conceptualization, design, development, configuration, customization, testing, audit and quality control services by ERP Product vendor, designing and conducting training programs and change management workshops;

e) Project management; and

f) Handholding and maintenance support for the entire ERP Solution for next five (5) calendar years.

6.1.3 Please refer to clause 6.5 for detailed Scope of Work.

6.2 Site Visits

6.2.1 To support its nature of business, Purchaser is geographically scattered and organized at various levels with specific span of control exercised at each level. It is currently organized into Head Quarter (covering Corporate Office at Vidyut Bhavan, another office at Abhikshan Bhavan and SLDC), area offices, project offices and construction sites, central store and sub-stations.

6.2.2 All the major activities right from planning to monitoring related to various functions such as, business planning, system planning, engineering, procurement and contracts, quality assurance and inspection, projects, system operation, network operations & maintenance, finance & accounts, human resources management and administration are



performed at Head Quarter. CMD, Directors and all the functional heads are located at Head Quarter.

6.2.3 The Contractor needs to conduct visits to business locations during various stages of implementation of ERP Solution like initial assessment, process study, training, change management, data migration/entry etc. Also the Contractor has to conduct Site visits for ‘As-Is’ assessment of ICT infrastructure available with the Purchaser for developing RFP for procurement of ICT infrastructure for ERP Project. The Contractor shall include Site visit details in the Project Plan.

6.3 Deliverables

6.3.1 The Contractor should refer Annexure: 6 for the list of deliverables as part of the ERP implementation. The annexure gives a set of high-level activities and corresponding deliverables expected, which Purchaser envisions to be required as part of this Project. The Contractor should use this list only as guideline in terms of expected deliverables. The Contractor is required to furnish detailed information regarding each deliverables of every step of activities proposed during and after implementation of the Project by appropriately updating Annexure: 6. The Contractor should submit at least three (3) hard copies (in form of neatly bound book) and three (3) soft copies (in form of CD-ROM) of all the released versions of each and every deliverable agreed between the Contractor and the Purchaser.

6.3.2 The Scope of Work and its sharing among the Consortium Members has to be clearly defined and submitted by the Lead Member, duly signed and accepted by the Consortium Members. However the Project Charter and Project Plan have to be jointly delivered by Consortium Members.

6.4 Time for Completion of Project

6.4.1 The Contractor needs to arrive at the optimal core implementation and roll-out strategy after understanding the activities to be carried out at different business locations of the Purchaser. The implementation of this Project is proposed to be in to two phases:

a) Phase 1: Core Implementation; and

b) Phase 2: Roll-out.

6.4.2 Core Implementation (Phase 1) at specified locations should be successfully completed within twelve (12) calendar months from the date of signing of Contract Agreement and Phase 2 Roll-out across all other locations should be completed within six (6) calendar months after successful implementation (Go-live) at all Phase 1 locations. After successful completion of Phase 2 Roll-out, Stabilization Period of three (3) calendar months will be allowed to complete the Stabilization Test(s) and the process of Final Acceptance of the ERP Solution.

6.4.3 During Phase 2 Roll-out, the total number of locations (other than those covered in Phase 1) will be appropriately divided into five (5) clusters for the purpose of rolling out the implementation (including training and change management) and claiming payment



after successfully completing roll-out across all locations in each cluster. Details of clusters will be communicated to the Successful Bidder.

6.4.4 The list of locations (as of date) is given in the table below. Changes in this table are possible before/during the implementation and the scope of the Contractor will include all such changes:

Locations under Project scope

Total Nos.

Existing Accounting Unit?*

Phase 1: Core Implementation**

Phase 2: Roll-out**

Phase 1 Location(s)

(A) Head Quarter Locations Corporate Office (Vidyut Bhavan, Kolkata)

1 Yes 1 0

IT, Communication & Testing Head Office (Abhikshan Bhavan, Kolkata)

1 Yes 1 0

SLDC (Howrah) 1 Yes 1 0 Central Store (Shyam Nagar, 24 North Parganas)

1 No 1 0

WBSETCL Training Institute

1 No 0 1

(B) Field Locations Transmission (O&M) Area offices (including 400kV Sub-stations)

23 Yes 1 122 Sites across 22 roll-out locations^^

Kasba Area Office

220kV, 132kV & 66kV Sub-stations

102 No 4 All sub-stations under Kasba Area Office: 1. 220kV Kasba 2. 220kV KLC 3. 220kV Subhasgram 4. 132kV Sonarpur

Transmission Line Maintenance Sub-Area Office (TLMS)

2 No 0

Field Zonal Offices (FZO) 7 Yes 1 15 Sites across 6 roll-out locations^^^

Kolkata FZO Camp Offices (CO) 10 No 1 Rajarhat CO under

Kolkata FZO

Transmission Testing Offices

11 No 1 10 Sites across 3 roll-out locations^

Kolkata Circle-I

TOTAL (A+B): 160 -- 12 148 Sites across 32 roll-out locations

* At present, financial information (e.g. trail balances) is maintained at 40 accounting units of WBSETCL



** These numbers are indicative only; final project plan shall be developed by the Contractor and approved by the Purchaser. During Phase 2 Roll-out, the total number of locations (other than those covered in Phase 1) will be appropriately divided into five (5) clusters for the purpose of rolling out the implementation (including training and change management) and claiming payment after successfully completing roll-out across all locations in each cluster.

^ All testing offices to be covered under roll-out will be clubbed in to three groups and one of the offices in each of these three groups will be treated as one “Roll-out Location” (all testing staff who are identified as ERP users will join at their respective “Roll-out Location” for training)

^^ Each area office along with all sub-stations/TLMS under that area office will be treated as one “Roll-out Location” (all sub-station/TLMS staff who are identified as ERP users will join at their respective area office for training)

^^^ Each FZO along with all camp offices under that FZO will be treated as one “Roll-out Location” (all camp office staff who are identified as ERP users will join at their respective FZO for training)

6.5 Detailed Scope of Work

Listed below is the detailed Scope of Work that the Contractor has to undertake for successful and timely completion of the Project:

6.5.1 Supply of ERP Product licenses (quantity as indicated in Form: 11) and licenses for ERP related software (other than ERP Product), database, clustering tools, integration tools, other tools or any other software:

a) Supply of latest ERP Product and Third Party bolt-on applications (necessary to meet the Purchaser’s requirements, if not available in the proposed ERP Product), indicating specific modules, tools etc. suitable to meet the technical requirement specifications laid down in SECTION: 7 and functional requirement specifications laid down in SECTION: 8. All the functions / modules to be implemented under this Project should be of the proposed ERP Product only. Modules from different ERP Products, if required to be implemented, will be considered as bolt-on modules;

b) Supplying suitable database along with clustering tools, integration tools, other tools or any other software required for running the ERP Solution to deliver desired performance and to keep the system up and running on 24x7 basis;

c) Unless new version of the ERP Product is released, the implemented version of the ERP Product should be supported till completion of five (5) calendar years from the date of Final Acceptance of ERP Solution. In case a new version is released before Business Solution Design Simulation (BSDS), the Contractor should implement the latest version at no additional cost.

6.5.2 Preparation of Bill of Materials and Request for Proposal (RFP) for supply, installation and implementation of ICT infrastructure and assistance to the Purchaser in entire process of ICT infrastructure procurement, installation and implementation:

a) The Contractor shall design the network for connecting all the business locations with the Purchaser’s Data Centre with in telecommunication connectivity with adequate reliability. Depending on number of users and requirement of application software (ERP etc.), the hardware sizing needs to be done. The Contractor shall prepare the



Bill of Materials with detailed specifications for entire ICT infrastructure, including but not limited to, servers, computers, data storage devices, data backup devices, server room facility, power supply system including UPS and batteries, Site preparation with LAN and WAN, biometric system access control, barcode printers and scanners, etc. required for the proposed ERP Solution. The Contractor shall appropriately take in to consideration, after detailed “As-Is” review, the existing ICT infrastructure available with the Purchaser while proposing Bill of Materials. Appropriate redundancies shall be built in ICT infrastructure as per standard industry practices. The proposed Bill of Materials should include the requirements of Disaster Recovery (DR) Site as well.

b) After preparation of Bill of Materials, the Contractor shall prepare a RFP document to run a competitive bidding process for procurement of required ICT infrastructure. The RFP should include the requirements of Disaster Recovery (DR) Site as well. RFP should be prepared in such a way that there is adequate competition among OEMs/Vendors. Final RFP document must be submitted by the Contractor no later than ninety (90) calendar days from the date of signing of Contract Agreement and will be approved by the Purchaser. In case the Contractor fails to meet this timeline, Contractor will be liable to pay penalty equivalent to quarter percent (0.25%) of the total prices for Licenses and Implementation Services (i.e. Total Price of Group-A plus Total Price of Group-B as referred in Form: 11) for each calendar week of delay or part thereof which will elapse between the scheduled date and actual date of submission. The Purchaser will adjust such penalty amount while making the payment to the Contractor. The amount of such penalty shall not exceed five percent (5%) of the total price for Licenses and Implementation Services. However, this penalty will not be levied if the reason for delay is not attributable to the Contractor.

c) The Contractor shall assist the Purchaser in the entire process includes conducting pre-bid conference, bid evaluation, selection of Successful Bidder, contract negotiation and contract signing, quality assurance and inspection during receipt and supervising the installation, testing, commissioning and implementation of ICT infrastructure.

d) The Contractor will also have to prepare and implement the Business Continuity Plan and Disaster Recovery Strategy for the Purchaser in consultation with the Purchaser. The strategy should include details of infrastructure, location, operation, management and policies based on Business Impact Analysis.

6.5.3 Data collection, data preparation, data cleansing, data entry and data migration (including master & transaction data): The Contractor shall be responsible for data collection, data preparation, data cleansing, data entry and data migration for all kind of master data and transaction data required to successfully implement and operationalise proposed ERP Solution. The data shall be gathered from various documents, registers, log-sheets, drawings etc. The Purchaser’s approach to this task will be guided by its specific requirements, both functional and statutory, and the related standard industry practices. The Contractor is expected to prepare and submit a high level “Data Preparation, Conversion & Migration Strategy” document describing the broad data elements to be converted, agreed source of the same, the target ERP function / 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. To ensure that the Purchaser gets adequate time to validate the data, the activities related to data preparation and conversion should commence during early stage of the Project. Data validation will be done by the Purchaser. For data collection, the Contractor will be required to visit approx. forty (40) locations across the state of West Bengal.

The task as described above shall include, but not limited to, following activities:

a) Extraction of existing data from the legacy systems;

b) Data collection from all points including manual registers;

c) Data entry of existing data from manual register;

d) Cleansing and formatting of data extracted from the legacy systems;

e) Data entry, migration, conversion and digitization/scanning; and

f) Creation of new/additional data mandatory in the new system.

6.5.4 Implementation of ERP Solution including business process analysis, conceptualization, design, development, configuration, customization, testing, audit and quality control services by ERP Product vendor, designing and conducting training programs and change management workshops:

a) Preparation of Project Charter: In the beginning of the Project, the Contractor shall prepare Project Charter (including Project Plan) and submit it to the Purchaser for approval.

b) Project Progress Reporting: The Contractor will submit to the Purchaser a written progress report every week for review. The periodicity of report submission can be increased during critical phases of the Project. In addition, the Contractor shall report exceptions and issues that require immediate attention of the Purchaser on a regular basis. The Contractor’s Project Management team (lead by Project Manager [IP]) will be responsible for updating the Project Management Unit (PMU) and Steering Committee (SC) of the Purchaser in progress review meetings to be held at periodic intervals.

c) Design and Implementation of the System Architecture: The Contractor shall be entirely responsible for the architecture of the system to be implemented to satisfy all features, functions and performance as described in this document. Light GUI forms / screens shall be designed and used in the ERP Solution for enhanced performance over low bandwidth communication connectivity.

d) Business Process Analysis: The Contractor is supposed to undertake current state assessment of the business processes existing in the Purchaser’s system. Following



are some of the high level business processes / functions (but not exhaustive) just to assist the understanding of the Contractor. The Contractor’s objective should be to develop comprehensive solution to support the detailed list of business processes and functional requirements as covered SECTION: 8.

i. Plant Maintenance Management

1. Maintenance Planning and Budgeting

• Generate Maintenance Estimates of inventory

• Generate Preventive Maintenance Plan

• Generate Predictive Maintenance Plan based on

Equipment Condition

• Generate List of Spares per Equipment

• Maintain and View Stock Positions

2. Documentation of Operation and Maintenance Activities

• Maintain Operation and Maintenance Log Book

• Capture critical information of major transmission

elements

• Maintain Parameter Values of Transmission Lines in

specified formats

3. Procurement of Material, Tools & Tackles

• Issue Material Requests

• Procure Material, Tools & Tackles

4. Procurement of services

• Enable Emergency / Breakdown Maintenance Work after

Receipt of Requests from concerned person

• Generate Execution Orders / Work Orders

• Issue Execution Orders / Work Orders

• Manage Maintenance Contract for Vendors

• Monitor Performance of Vendor / Monitor Status of

Services

5. Generation of MIS

• Fault and Outage Report of Transmission Lines and

Equipment (including Line Tripping),

• Equipment and System Performance Report (including

System Availability, Line Loading, Transmission Losses,



Sub-station Loading and Maximum Demand of Sub-

stations)

• Equipment History Report

• Fault Analysis Report

• Maintenance Plan

• Maintenance Request

• Approvals of SLDC, Testing and other relevant

departments

• Permit To Work (PTW)

• Execution Orders / Work Orders

• Condition Analysis Report

• Maintenance Schedule

• Material Consumption Report

• Physical Progress of construction of Transmission Lines

and Sub-stations

• Accident Report (indicating Electrical & Non-Electrical

Accidents)

• Stores Inventory Report

6. Operation & Maintenance

• Monitor Parameters of main and associated Equipment

• Maintain Work Group Details and Work Schedules and

• Issue Permit To Work (PTW)

• Monitoring of Sub-stations and Transmission Lines

• Planned Shutdown

• Emergency Shutdown

• Occurrence Reporting

• Transmission Line Patrolling

• Annual Maintenance

• Regular Maintenance of all Equipment and Oil Testing

• Execution and Monitoring of Contractor’s Works /

Departmental Works for Breakdown Maintenance

• Indenting for Non Availability of Material

• Material Requisition Plan

• Procurement of Spare Parts

• Contractor Bill Payment and Security / Earnest Money

Return

• Transportation Orders



• Receipt / Issue of Material, Stock Verification, Reporting

and Contractor Bill Certification

• Civil Works Orders, Execution of Works, Supervision of

Contractors, Bill Payment, Procurement of Material

• Orders for Sub-station Housekeeping / Security

• All Sub-stations and emanating / terminating Transmission

Lines shall have an asset database which will have

following minimum information:

o Bill of Material

o Equipment Identification Details including Material

Codes

o Equipment Location Details

o Technical Parameters

o Commercial Details

o Maintenance Schedules

o Maintenance History including Causes of Failures

and Actions Taken

ii. Project Planning & Management

1. Project Planning

• Initiation

• Cost Estimation

• Scheduling

2. Project Management

• Execution

• Monitoring

• Project Accounting

iii. Procurement and Materials Management

1. Vendor Records Management

2. Procurement Planning

3. RFQ / Tendering

4. Purchase Requisitions

5. Purchase Order Management

6. Contract Management



7. Service Procurement

8. Material Records Management (Material Master)

9. Manage Inventory

10. Material Requirements Planning

11. Goods Receipt

12. Goods Issue

13. Inter-Store Transfer

14. Store Return

15. Material Disposal

16. Physical Inventory Verification

iv. Financial Management (including asset management):

1. Payables Management including

• Non-Purchaser Order related Vendor master maintenance

and Vendor evaluation

• Petty purchases or cash transactions.

• Domestic/ international Vendor Invoice/ Debit Memo/

Credit Memo processing for items, services and contracts,

including treatment of applicable taxes and other statutory

guidelines

• Vendor payment scheduling and processing by cheques,

DD, LC, bank transfers, Local Short Credit, (LSC) etc.

• Making statutory payments

• Vendor outstanding management, advance payments to

Vendors

• Bank guarantee, LC, Bid Security & Security Deposit

tracking and management

• Payables documents management and tracking

• Accounting and reporting (e.g. G/L accounts

reconciliation, Vendor line items and relevant MIS)

• Complying with applicable statutory requirements

• Settlement of internal orders.

• Custom duties (capture & payment of Custom duty

elements and availing subsequent credit on the same)



• Excise duty payments for raw material, capital goods etc.

• Excise duty payments, Challan printing and Register

(RG23A/C, RG1 etc. if applicable) updates

• Withholding Tax

2. Receivables Management including

• Recording advances and LC from customers, tracking

Letters of Credits, BGs

• Raising Invoices / Debit Memo/ Credit Memo on domestic/

international customers including treatment of applicable

taxes and other statutory guidelines

• Recording refunds to customers

• Accounting and reporting (MIS)

• Excise duty payments for Stock transfer, depot sales etc.

• Excise duty payments, Challan printing and Register

updates

• Export relevant functions.

3. Bank Reconciliation including

• Loading / manually entering bank statements

• Reconciling bank statements with books of accounts

electronically/ manually

• Accounting and reporting

• Excise register updation like PLA maintenance, fortnightly

payment details for Excise, Service and cess etc.

4. Fund Management including

• Fund forecasting/ requirement planning

• Centralized cash management

• E-receipts and E-payments

• Bank validating and interest computation

• Investment planning

5. General Accounting including

• Chart of Accounts value maintenance

• Entering and approving manual journals

• Interfacing journals from sub -ledgers

• Rectification, reversal of journals

• Recurring, contingency and allocation journals



• Inter-unit accounting and reconciliation

• Preparing reports/ inquiries to facilitate statutory, tax and

cost audits

• Month-end/ quarter-end and year-end closing including

consolidation of unit accounts, preparation of financial

reports/statements

• Provident Fund Accounting

6. Cost Accounting including

• Maintaining cost centres

• Collection of costs across cost centres

• Reallocation of costs amongst cost centres

• Preparation of product cost sheet, cost reports

• Reconciling cost records with financial records

• Adherence to cost accounting record and reporting rules

• Cost audit requirements

• Product costing, if applicable

• Periodic costing run and order (production and internal)

settlements

7. Budgeting including

• Capital and revenue budget preparation, consolidation

and approval

• Budget control

• Budget variance reporting and analysis

8. Statutory compliance including

• Handling direct and indirect taxation requirements

including Income Tax, TDS, Sales Tax, VAT, Excise, Entry

Tax, etc.

• Printing forms, challans and maintaining registers

• Handling Vendor and customer return orders.

• Generation of returns and supporting statements/forms

9. Asset Management / Fixed Asset Accounting including

• Manage Fixed Asset Master Data

• Manage Fixed Asset Register

• Manage Addition of Fixed Assets

• Manage Transfer / Splitting of Fixed Assets



• Manage Fixed Asset Disposal / Retirement

• Manage Depreciation of Fixed Assets

• Manage Insurance of Fixed Assets

• Manage Revaluation of Fixed Assets

• Manage Physical Inventory of Fixed asset

• Manage Accounting and reporting

v. Human Resource Management & General Administration (including Payroll, Employee Services and Portal)

1. HR Management, including

• Maintaining Employee Master across all the units

• Competency management

• Conducting Performance appraisals

• Managing promotions for executives and non -executives

• Managing employee loans and advances such as motor

vehicle loan, medical advance, travelling advance etc.

• Manpower planning

• Recruitment of executives and non -executive

• Employee re-imbursements such as those for medical,

travelling, LTC etc.

• Time office and Leave management

• Managing employee training needs including technical

and behavioural competency development, training

requirements addressed in-house and externally

• Managing of joining by new recruits and tracking their

probation period

• Wages, PF and ESI related issues

• Managing Terminal Benefits such as Pension, Gratuity, etc

• Transferring employees

2. Employee Service

• All the services under this heading should be available in

English. Also the interface should be designed in such a

way that the same can be made available through touch

screen based kiosks.

• Leave Management

• Requests for travel advances / tickets/ guest house/

vehicle



• Travel / medical / LTC etc. expense claim

• Employee loans and advances

• Performance Appraisal and competency view

3. Separation Management including

• Managing resignations

• Developing and managing VRS

• Recording retirement, superannuation, death or

termination of services of employees

4. Payroll

• Handling of component of pay

• Computation of various elements including taxes

• Computation of pay based on various compensation rules

• Handling of deductions

• Handling of loans and advances

• Ability to integrate with HRMS and attendance module to

fetch employee related data like employee detail,

punishment, employee attendance etc.

• Allow salary to be split across different payment

• Handling of PF, gratuity rules

5. Training and Development

6. Performance and Appraisal Management

7. Grievance Redressal

8. Succession planning

9. Legal

10. Administration

vi. Document Management System (DMS) & Workflow Management System (WMS)

1. The Contractor must ensure that the proposed ERP Solution covers the document management system and workflow management system. The document and workflow management systems must have the following basic components:

• Hierarchy-based document review and approval system



• Capture for bringing documents into the system

• Methods for storing and archiving documents

• Indexing and retrieval tools to locate documents

• Distribution for exporting documents from the system

• Security to protect documents from unauthorized access

• Facility to write notes on the document

e) Conceptualizing, designing, developing, configuring and testing of the ERP Solution: The Contractor will be fully responsible for the following:

i. Preparing Business Solution Design Document (covering all ‘To-Be’ processes) based on analysis of ‘As-Is’ processes and requirements of the Purchaser;

ii. Conceptualizing, designing and developing the ERP Solution; configuring the specific ERP modules, Third Party bolt-on applications, development of interfaces where necessary, etc.;

iii. Customising standard ERP modules (without any limits) to meet all the functional requirements of the Purchaser;

iv. Configuring / developing all standard reports and customized reports as per the Purchaser’s requirements;

v. Conducting Business Solution Design Simulation (BSDS) sessions, User Acceptance Tests and System Integration Tests; and

vi. Conducting various tests including Stress Tests, Performance Tests etc. and making necessary changes to the ERP Solution based on such test results. All tools required for load testing and performance testing should be standard Third Party tools which are to be procured or arranged by the Contractor for this Project.

1. User Acceptance Tests: The Contractor will conduct User Acceptance Tests (UATs) to ascertain whether the ERP Solution or any sub-system(s) is capable of meeting the functional requirement as per the Business Solution Design Document (BSDD), Performance requirements (relating to commissioning) as specified in the and Annexure: 5. Conducting such tests will be responsibility of the Contractor. The Purchaser will provide full co-operation to the Contractor in conduct of the tests. User acceptance tests shall be carried out both on the development server and on production server to ascertain the full load capability of the production environment (full load test and stress test).



2. Go-live Acceptance Tests: The Contractor will conduct Go-live Acceptance Tests immediately after each Go-live date to ascertain whether the ERP Solution or any sub-system(s), is available for live transactions to attain the functional and performance requirements as specified in this document and the agreed final Project Plan. The Go-live Acceptance Tests shall be conducted jointly by the Contractor and the Purchaser in accordance with the test scripts provided by the Contractor and reviewed by the Purchaser.

3. Stabilization Tests of the ERP Solution: Conducting Stabilization Tests shall be the primary responsibility of the Contractor, but shall be conducted with cooperation from the Purchaser to ascertain whether the supplied system meets the desired Standards of Performance.

The Stabilization Tests will be conducted for the ERP Solution during the post Go-live period. The test shall be conducted for ascertaining Response Time Performance and Availability Performance criteria as defined in Annexure: 5 for minimum twenty one (21) calendar days continuously. The Stabilization Tests shall be conducted by powering up and continuous operation of all the systems on a 24x7 basis to ascertain that all components of the solution are working in the desired fashion individually and together. During stabilization test, the Contractor shall deploy performance measurement tools to establish adherence to desired Standards of Performance.

If the system is found to be lacking in meeting prescribed availability performance and response time performance, the Contractor shall at its cost and expense make changes, modifications, and/or additions to the ERP Solution as may be necessary for fully conforming to the Standards of Performance. The Contractor shall notify the Purchaser upon completion of the necessary changes, modifications, and/or additions and shall request the Purchaser for repeat of the stabilization acceptance tests. If the ERP Solution (or sub-system(s)) fails after the second stabilization acceptance test, Purchaser shall levy penalty equivalent to five percent (5%) of the total price for Licenses and Implementation Services (i.e. Total Price of Group-A plus Total Price of Group-B as referred in Form: 11) for not meeting the response time as mentioned in Annexure: 5 and will notify the Contractor accordingly. For performance below the Standards of Performance as mentioned in Annexure: 5, the Contract is liable to be rejected. In such case, the Purchaser



may recover the entire cost paid to the Contractor or alternatively the Purchaser may proceed for commercial settlement with the Contractor for acceptance of the system at the negotiated price.

4. Final Acceptance of ERP Solution: The ERP Solution will be taken as finally accepted after observing performance and response time of the full ERP Solution at the end of Stabilization Period. On final acceptance of ERP Solution, the Purchaser shall issue project completion certificate to the Contractor.

f) Arranging equipment, software and tools for development and testing of ERP Solution: It shall be the responsibility of the Contractor to arrange equipment, software and tools (along with necessary licenses, wherever applicable) required for development, customization, modification, testing of the ERP Solution until the same are procured by the Purchaser. In case the platform / system of IT hardware & network infrastructure procured by the Purchaser is different than the development platform / system used by the Contractor, the Contractor will be fully responsible for migrating the entire ERP Solution to the new platform / system. The entire quantity of ERP Product licenses as mentioned in the Form: 11 shall be supplied to the Purchaser at the inception of the Project.

g) Audit and Quality Control Services: The Contractor shall ensure audit and quality control services from ERP Product Vendor for minimizing the project risk through periodic reviews of the Project. ERP Product Vendor shall provide an independent and objective view of the implementation project, identify any risks to the project goals and recommend appropriate corrective action by conducting reviews. The reviews shall take place during the different milestones of the project implementation and roll-out depending on the need, deliverables and project timelines. ERP Product Vendor shall prepare review report for each of such milestones and submit it to the Purchaser. It will be the responsibility of the Contractor to ensure timely submission of all such review reports to the Purchaser. Following reviews shall be carried out by the ERP Product Vendor:

i. ICT infrastructure Sizing Review and Validation: The ERP Product Vendor shall review and validate the ICT infrastructure sizing (keeping in view the existing ICT infrastructure available with the Purchaser) developed by the Contractor to optimally meet requirements for the proposed ERP Solution.

ii. Solution Review: The solution review (audit) shall include review of the application design and business process parameters. The objective of this exercise is to review the business model proposed and configured in system. The review team also makes suitable recommendations towards use of functionalities and features and shares the practices followed in other implementations.



iii. Development Review: This review shall determine whether the design and implementation adheres to proven standards, such as upward compatibility where custom developments or enhancements to the systems are planned. The scope of this review is to study programs and applications that have been developed explicitly for the Purchaser. The feedback provided will mainly deal with ways and means of optimizing the custom developments to achieve better performance.

h) Designing and conducting training programs and change management workshops: The Contractor will be responsible for following activities under training programs and change management workshops:

i. Training & Change Management Strategy and Plan: The Contractor shall provide comprehensive and detailed training & change management strategy and plan describing the proposed approach and methodology, calendar / timelines, course contents, course duration, training materials, training tools, training logistics, etc. The Contractor shall arrange separate training sessions for different categories of participants in batches (Approx. batch size: 20 participants). The Contractor shall submit this document for approval of the Purchaser before initiating this activity.

ii. ERP Product / Solution Overview Training: This training shall be provided to the Purchaser’s Steering Committee and Project Management Unit members (Approx. No. of Participants: 20, Location: Kolkata) at the beginning of implementation.

iii. Technical Training: This training shall be provided to the Purchaser’s Technology Team members (Approx. No. of Participants: 20, Location: Kolkata) at the beginning of and during the implementation. Technical training would include training IT Professionals and identified Functional Resources on programming and system administration aspects of the proposed ERP Solutions.

iv. Functional Training: This training shall be provided to the Purchaser’s Core Team members (Approx. No. of Participants: 40, Location: Kolkata) at the beginning of and during the implementation. The Purchaser’s Core Team will comprise of members from all the business functions and IT. Each member should be provided orientation training to include ERP Product / Solution overview, project orientation training (methodology, tools, project planning, roles etc.), training in the relevant function / module (mapped to business process) and training on configuration aspects required for efficiently running the proposed ERP Solutions.

v. End User Training: This training shall be provided to Purchaser’s end users (Approx. No. of Participants: 1000, Location: Kolkata and all



other business locations of the Purchaser) before each Go-live. The Contractor should be responsible for providing training to Purchaser’s end users on Employee Self Service (ESS) functionalities.

vi. Change Management Workshops: The Contractor will suggest to the Purchaser issues anticipated in the change management process and proposed solution to overcome the same. The Contractor will conduct the change management programs for various levels of personnel at different locations. The Contractor should conduct at least six (6) change management workshops in Kolkata and at least two (2) change management workshops at each of the identified thirty two (32) field locations spread across the state of West Bengal (refer clause 6.4.4).

vii. Training Materials: The Contractor shall be responsible for preparation of the training materials, handouts and end user manuals covering “step-by-step” and “how to use” concepts for all ERP functions/modules to be implemented.

viii. Training Tools: Use of recommended ERP training tools / software(s) for providing various training is essential. Adequate training materials which include training manuals, quick reference cards etc. should be provided during the training sessions. The recommended training materials can be in print media (newsletters, posters, banners, leaflets etc.), electronic media (videos, etc.) with courses on ERP fundamentals, business process overview, user job activity training etc. and delivery options may include, but not limited to, on-line trainings, computer-based trainings and instructor-led class room trainings. All expenses related to training tools shall be borne by the Contractor.

ix. Training Logistics: The Purchaser shall provide training venue along with general logistic support to the Contractor. The training shall be organized by the Contractor wherein specialised logistics and support facilities (if any) should be arranged by the Contractor. Such specialised logistics may include, but not limited to, IT systems, audio visual aids, training tools, etc. All associated expenses are to be borne by the Contractor. In addition, all other incidental expenses (travel, lodging & boarding, local conveyance etc.) pertaining to training programs and change management workshops shall be borne by the Contractor.

x. Assessment of Training Effectiveness: Preparation of test papers and conducting test for all participants to evaluate effectiveness of training programs and change management workshops. The test papers should be prepared jointly by the Contractor and the Purchaser. The Contractor is responsible for re-training of the whole batch in case the average score is less than eighty percent (80%) and additional cost of



such re-training shall be borne by the Contractor itself. The Contractor shall also obtain formal feedback from each participant after completion of each training program / change management workshop.

6.5.5 Project Management: The Contractor must deploy a dedicated full-time Project Manager to meet the project management requirement of the Purchaser. The Project Manager will do the overall project monitoring and management throughout the life cycle of the Project to ensure successful and timely completion of the Project. Project management will include, but not limited to, the following:

a) Co-ordinate all activities with the PMU set-up by the Purchaser;

b) Ensure timely delivery of all the deliverables related to ERP Solution as mentioned in this Tender Document;

c) Supervising delivery, installation, testing, commissioning and implementation of ICT infrastructure as per detailed BOM and technical specifications of IT hardware and networking equipment;

d) Supervising network (LAN & WAN) implementation;

e) Co-ordinate among various Stakeholders, Sub-contractors and other Vendors;

f) Manage entire Project i.e. ERP system delivery, customization and implementation, co-ordination for Site preparation, networking and hardware delivery;

g) Participate in all meetings;

h) Define and control project scope;

i) Monitor risk management related aspects and project delays;

j) Ensure synchronization of all the activities of the Project i.e. development, ICT infrastructure procurement, implementation, training etc.; and

k) Any other tasks/activities required to be performed for successful implementation of ERP Solution.

6.5.6 Handholding and maintenance support for the entire ERP Solution for the period specified in this clause including technical support to users, identifications and rectification of bugs / glitches / malfunctions, incorporation of new requirements from time to time, user training when required, version management (including necessary documentation), release management, data back-up & recovery, system recovery, assistance in transaction rollback when requested by relevant authorised personnel, migration to new hardware / operating systems / databases/ browser versions and quality control on ongoing basis.



6.5.6.1 The Contractor shall arrange / provide post implementation support for ERP Product and ERP Solution. However, the Purchaser will issue a maintenance (ATS/AMS) renewal letter every year, indicating that the ERP Product Vendor / Contractor should continue with the maintenance support. The support will be of two types:

a) Annual Technical Support (ATS): ATS shall be provided by the ERP Product Vendor (to be arranged by the Contractor). The Contractor should also have to procure ATS for any bolt-on application(s) which he has provided as a part of the ERP Solution. The support should include supply of new versions / releases (including next generation release), upgrades, bug fixes, functionality enhancements and patches to cater to changes (including localisation requirements related to taxes & duties, legal, statutory, legislation, policy etc.) along with related documentation within thirty (30) calendar days of their availability in India and not later than twelve (12) calendar months after they are released in the Country of Origin as well as other technical support from ERP Product Vendor’s help desk. Annual Technical Support shall be provided for the following periods:

i. Implementation period: From the date of signing of End User License Agreement (EULA) up to the date of Final Acceptance of ERP Solution; and

ii. Post implementation period: Five (5) calendar years from the date of Final Acceptance of ERP Solution.

b) Annual Maintenance Support (AMS):

i. Help Desk Support: The Contractor shall deploy at least four (4) dedicated skilled resources at the Purchaser’s premise for help desk support from 9AM to 7PM for all working days (considering six days a week - from Monday to Saturday) of the Purchaser and its business units. Help Desk support shall include, but not limited to, basic menu / screen level support, addressing general queries of users, logging requests, assigning requests to specific help desk individuals, recording resolution, tracking overall time taken for resolution, etc. Help Desk Support shall be provided for the following periods:

1. Implementation period: From the date of first Go-live of ERP Solution up to the date of Final Acceptance of ERP Solution; and

2. Post implementation period: Five (5) calendar years from the date of Final Acceptance of ERP Solution.

ii. Technical Support: The Contractor shall provide technical support, in a suitable on-site and off-site combination, from 9AM to 7PM for all working days (considering six days a week - from Monday to Saturday) of the Purchaser and its business units. If off-site support model is proposed by the Contractor, total (fixed & variable) cost of



network connectivity (leased line/VPN) between Contractor’s Support Centre and the Purchaser’s data centre has to be borne by the Contractor and also at least two (2) technical persons should be deployed at data centre for day-to-day operations. Technical support shall include, but not limited to, installation of new versions / releases (including next generation release) upgrades, bug fixes, functionality enhancements, patches to cater to changes (including tax, legal, statutory and policy requirements), any modification or enhancement to existing business, changes to configurations, customizations, database administration, data back-up and archiving, security and other technical assistance. Technical Support shall be provided for the following periods:

1. Implementation period: From the date of first Go-live of ERP Solution up to the date of Final Acceptance of ERP Solution; and

2. Post implementation period: Five (5) calendar years from the date of Final Acceptance of ERP Solution.

6.5.6.2 Support will be provided by the Contractor pursuant to the Service Level Agreement (SLA) and/or Contract Agreement. Support will include but will not be limited to the following activities:

a) All the modules of ERP (including bolt-ons) and functionalities as mentioned in this RFP;

b) Version upgradation;

c) Re-installation of base software;

d) Creation/modification of reports to meet business requirements within timeline stipulated by the Purchaser;

e) Modification in workflow and analytics;

f) Resolution of reported errors as per SLA mentioned hereunder;

g) Data backup;

h) Data recovery;

i) System restoration;

j) Reinstallation of ERP and all associated and prerequisite software;

k) Performance tuning and optimization;

l) Changes and modification;



m) Enhancement of existing functionalities and configuration;

n) Documentation of all the changes and developments made in the system;

o) Training on any change or modification of the solution;

p) Bridge any functional gap between India version and concerned ERP version; and

q) Any other support required to ensure smooth and trouble-free operations of ERP Solution.

6.5.6.3 Following service levels will be applicable to the Contractor for handholding and maintenance support:

Type of Service

Metric Measure Threshold Expected Action / Remarks

As per Problem Report (PR)

Delivery Initial Response

Critical 1 Hour Initial review for Category, Priority and whether the PR has sufficient information to understand the problem Assignment to respective individual for analysis Respond to initiator informing of assignment for further analysis

High 4 Hour

Medium 8 Hour

Low 10 Hour

As per Problem Report (PR)

Delivery Complete Analysis / Resolution

Critical 4 Hour Detail analysis of Problem Report and provide, root cause, potential risk / impact, effort estimate for resolution and closing of the problem

High 1 Working Day

Medium 7 Working Days

Low 10 Working Days

Nomenclature:

a) Critical: Show-stopper application breakdown/crash. Has serious implications on running the production server and has impacted all business critical process. It has affected or may affect >50% of the user community.

b) High: Serious degradation in the application performance. Has impacted majority of the business process but still be able to continue the operations with the system limitations. May have serious implications on the data integrity. It has affected or may affect, around 10% to 50% of the user community.

c) Medium: Moderate degradation in the application performance No implications on the data integrity. Has no impact on the normal operations/day-to-day working. It has affected or may affect, <10% of the user community.

d) Low: Applications are stable and has no impact on the day-to-day working. It has affected or may affect a single user. For example, knowledge related calls.



6.5.6.4 Following penalty shall be applicable to the Contractor in case of failure to meet provisions of Service Level Agreement (SLA) as provided in clause 6.5.6.3:

a) In case of problem categorized as “Critical”: The Purchaser shall recover from the Contractor, a sum equivalent to 0.1% of the AMS price quoted for that year (i.e. Price of Group-D as referred in Form: 11) for every thirty (30) minutes of delay over and above the given threshold limit for each of such incidents;

b) In case of problem categorized as “High”: The Purchaser shall recover from the Contractor, a sum equivalent to 0.1% of the AMS price quoted for that year (i.e. Price of Group-D as referred in Form: 11) for every sixty (60) minutes of delay over and above the given threshold limit for each of such incidents; and

c) In case of problem categorized as “Medium”: The Purchaser shall recover from the Contractor, a sum equivalent to 0.1% of the AMS price quoted for that year (i.e. Price of Group-D as referred in Form: 11) for every one hundred and twenty (120) minutes of delay over and above the given threshold limit for each of such incidents.



SECTION: 7 TECHNICAL REQUIREMENT SPECIFICATIONS (TRS) Bidders are required to provide their responses to the Technical Requirements in the following table: Sl. No.

Bidder’s Response

1 Yes - If the proposed ERP Solution meets the requirement 2 No - If the proposed ERP Solution does not meet the requirement 3 If the question is for Information purpose, Bidder is required to provide documentary

evidence(s) ERP Product Vendor shall respond to the questions bearing the ‘*’ mark

Sl. No.

System Functional Requirements Bidder’s Response

Explanation to be provided by the Bidder (If any)

A GENERAL REQUIREMENTS 1. Specify if real-time data update among modules in the

ERP Solution is supported?

2. Does the system support distributed processing? 3. Does the system support the TCP/IP protocol stack? 4. Please specify other network protocols supported by the

proposed ERP Solution.

5. Can the system data be kept on storage media with high tolerance of failure, such as RAID5 technology?

6. Please also specify other types of fault-tolerance storage technology that are supported.

7. Is Auto-switching failover to other available server supported in case of server failure?

8. Does the system support load balancing? 9. Is the system Scalable? Give details of upward scalability

in terms of maximum number of users and the maximum volume of transactions that can be supported.

B INSTALLATION/ENHANCEMENTS/UPGRADE 10. Please specify whether the following types of system

implementation tools are provided:

(a) Quick implementation/configuration tools (b) Development tools (e.g. report writer, screen painter, programming language, etc.).

(c) Debugging, auditing and testing tools (for both functional and performance testing)

(d) Provision for remote patch and version administration 11. Does the ERP Solution support front end based on user

requirements for the following items?:

(a) Screen design (b) User’s desktop (e.g. colour, font size, font style) (c) Menu bar (d) Toolbar (e) Varying screens and formats for different users of the same module



Sl. No.



12. Specify policy on future upgrades and Future product release. Also explain your product lifecycle management with product-technology roadmap for the next 5 years.

13. The upgrades should have minimal impact to the system installed on the following areas:

(a) Configured parameters (b) Customized programs (c) Modified standard program source

14. Do you provide notification and patches of system enhancements and fixes to the Purchaser after implementation on a proactive basis? Does ATS cover this?

15. How many versions have been released in last five (5) years* (period ending July 2010)? Please specify detail of versions, month/year of release, and the changes made with each release*

16. Are there any major upgrades due? (If so when are these expected?)*

17. Will the above upgrade affect adversely the current version? (Provide information as to what extent it will affect)

C FLEXIBILITY 18. Does the system support Multiple Languages e.g.

English, Hindi & Bengali and any other foreign languages?

19. Is the system configurable in terms of data retention, automatic time-outs to adapt various work load and usage pattern?

20. Does the system offer ‘Fast-path’ options for speedier navigation in the system?

21. Does the system provide data archiving capabilities, which can, selectively, archive inactive/obsolete data into separate storage media?

22. Does the system synchronize the time (clock) with other Third Party software?

23. Please specify the utility used to synchronize the time (clock) with other Third Party software.

D TECHNICAL INTERFACING/INTEGRATION/CONVERSION

24. Does the system support real time updates or interfaces with software from other Vendors, or in-house developed systems, including system like SCADA, Other Data Acquisition Systems, Oracle Developer, FoxPro DBF files etc.?

25. Does the system support data conversion tools? Please specify the data conversion tools provided?



Sl. No.



26. Does the system have an inbuilt e-mail tool? 27. Does the system support e-mail integration with systems

such as Microsoft's Outlook Express, Novell’s GroupWise, and Lotus Notes etc.?

28. Please specify other supported e-mail systems? 29. Can the system integrate with SMS gateway to allow

SMS alerts?

30. Please specify if the GUI can be supported on all the following OSs without the need of any Third Party tool:

(a) Microsoft Windows 2003, Windows XP, Windows Vista, Windows7 (b) Unix (Variants) (c) Linux (Distribution) If not, then specify the software names

31. Please also specify remote access software that is supported.

32. Does the system support access via the Internet with secured connectivity?

33. Please specify how it is supported and the functions that are supported.

34. Does the system support interfacing with PDA, Mobiles, Smart Card readers, Biometric Card readers, RFID devices, data acquisition systems etc.

35. Does the system support the upload and download of the following type of documents into/from the system:

(a) Microsoft Word files (b) Microsoft Excel files (c) Adobe acrobat files (d) Engineering drawing (AutoCAD / MicroStation) files (e) Data files (including ASCII formats like *.csv etc.) (f) Image files (g) Microsoft PowerPoint files (h) Microsoft Project files

36. Does the system support data export and import facility to variety of databases and other software packages?

E SECURITY 37. Does the system provide details of user activity/security

violation for auditing?

38. Does the system restrict users from unauthorized access by allowing only the authorized users with valid profile/password to access only the allowed transaction, as well as be capable of restricting access to unauthorized users?

39. Does the system have multiple levels of security such as Objects, Transactions, Forms, and Process etc.?



Sl. No.



40. Does the system have a capability to assign activities to roles, and map roles to users and provide role based access to users?

41. Does the system have a capability to track changes to fields or settings (for audit trail)?

Can this audit functionality be customized and based on changing criteria as per the user requirement?

42. Does the system track User ID, Terminal, Session etc. as a part of the audit trail?

43. Is the system capable of encrypting/decrypting sensitive data?

44. Does the system include parameters on global and user level security? Specify the configurable security parameters provided by the software?

45. Does the system provide user and user group authorization administration tool to assign security levels to functions and data, and allow the access by users / by groups with valid security level only?

46. Does the system have the feature of automatic log-off if there is no user activity for a specified time period?

F BACKUP/RESTORE 47. Does the system provide backup and recovery facility? 48. Does the system support backup of database while in

operation?

49. Is it possible to schedule a backup/restore task? 50. Does the system have the ability to run multiple backup

tasks in parallel?

51. Does the system support parallel recovery? 52. Does the system have the ability to manually override

scheduled backup operations?

53. Does the system have the ability to produce a report for each backup/restore task?

54. Does the system support direct backup of data from one machine to another / from server to back tapes / CDs / Storage Area Network etc.?

G OPERATIONAL 55. Does the system provide transaction processing monitor

with easy to use GUI?

56. Does the system provide database administration with reporting facility?

57. Does the system have system monitoring with reporting facility?

58. Does the system provide performance monitoring with reporting facility?

59. Does the system provide performance tuning tools?



Sl. No.



60. Does the system provide for transaction reversal option? 61. Is the system compatible with Third Party system

monitoring package, such as 4P Open View, CA-Unicentre, IBM Policy Director, or other Network Management software etc.?

62. Does the system have the ability to report the following system alerts to administrator?:

(a) Network alert (b) Database alert (c) Operating system alert

63. Does the system provide methods to manage and prioritize batch jobs queued?

64. Does the system support job scheduling? 65. Does the system offer graphics and charting capabilities? 66. Will you provide the following documentation?:

(a) Product Manuals (b) Functional specification (with the transaction, report and field level descriptions, dataflow diagrams, performance parameter, high level database and application design)

67. Does the system support handling of errors in the following manner?:

(a) Error logging (b) Ability to redo/rollback a transaction after recovery from software/hardware failure to ensure data integrity

(c) Is the data deletion controlled centrally as per the defined policy?

68. Does the system restrict users from deleting data directly unless authorized to do so?

69. Does the system support logical deletion first and physical deletion should be done only as per the company policy either at day end or month end to allow the reversal of deletion by user whenever necessary?

70. Are Temporary data, table or files generated by the system automatically managed by the system itself?

71. Does the system allow multiple users to access the same module simultaneously?

72. Can the system display data according to users specified sorting order and selection criteria?

73. Does the system allow designing of workflow with the ability to define business rules, alerts and triggers without programming?

74. Does the system support creation of secondary workflow attached to a parent?



Sl. No.



75. Does it support Issue management for tracking of document threads against an issue (e.g. document thread against a court case, dispute etc.?)

76. Does the system provide utilities to automate report distribution process, so that user is notified after a report is generated to facilitate easy retrieval?

77. Does the system provide separate module for implementing Knowledge Management solution having the following capabilities? (a) System should provide fast access to knowledge repository as per defined security norms and roles (b) System shall have capability to analyze contribution and/or usage by groups and users to knowledge database.

H CONTROL ENVIRONMENT 78. Does the system provide database and application

programs migration tool, which allows migrating database or server application programs from one server to another?

79. Does the system support version control to maximise the productivity of parallel teams as well as to minimise rework or confusion?

80. Please specify the order used in creation of objects for performing export and import of objects*

I BENCHMARKING 81. Please convey if the following benchmarks can be met:

For low complexity transactions: (i) 90% of online update transaction-3 seconds (ii) 90% of online enquiry transaction-3 seconds (iii) Batch update transaction-2 hours

For medium complexity transactions: (i) 90% of online update transaction-4 seconds (ii) 90% of online enquiry transaction-4 seconds (iii) Batch update transaction-4 hours

For high complexity transactions: (i) 90% of online update transaction-5 seconds (ii) 90% of online enquiry transaction-5 seconds (iii) Batch update transaction-8 hours

J BANDWIDTH 82. Bandwidth requirements:

(a) Specify typical bandwidth requirements for transmitting ERP data from one location to another location per user

(b) Specify typical bandwidth requirements for transmitting information between the client, application server and the database per user



Sl. No.



(c) Specify typical bandwidth requirement for transmitting ERP data from a thin client server to thin client nodes deployed using communication link per user

K REPORTS 83. Can transaction be previewed or simulated for analyzing

accuracy and effect of transaction before it taking affect?

84. Can transactions be rolled back? 85. Is drill down to all kind of reports possible? 86. Can any document or report be previewed before

printing?

87. Can report distribution be automated, so that user is notified after report is generated and the user retrieves report after notification?

88. Does the system provide functionality to users in generating reports on their own without involving technical programming?

89. Does the system provide user-friendly interfaces and generate graphical reports and queries?

L INDIA LOCALIZATION 90. Does system support India specific requirements e.g.

taxes, duties & other government levies and statutory requirements, payroll etc.? What is the roadmap for make the system compatible with upcoming regulations on IFRS and GST?

M INDUSTRY SPECIFIC SOLUTIONS 91. Are any industry specific solutions available for Electricity

Utilities with an emphasis on power transmission?

92. If yes, the provide list of Industry specific list of modules / functionality

Time for which these modules are commercially available 93. List of reference sites where these modules have been

implemented

N TRAINING AND ON-LINE HELP 94. Does the system have comprehensive help facility

wherein the users can obtain system specific technical / functional help on line?

95. Does the system maintain a database of FAQ(s)? O LICENSING 96. Specify the licensing models for Enterprise/Professional,

Limited/Full, Employee Service etc. you are offering

P OTHERS 97. Can the system generate relevant transaction

documents, number and time stamp for future reference and tracking?



Sl. No.



98. The system should allow transactions through VSAT, OFC, Leased lines, Microwave, GSM/WLL connection etc.

Q ARCHITECTURE 99. Does the system architecture allow minimising

modifications so as to preserve the package upgrade path?

100. Is the system’s solution based on shared and reusable architectures, that is, applications, systems and infrastructure are characterised as service-oriented, component-based & reusable?

101. Does the system provide for multi-tiered architectures with separate rule engine and reporting layer?

102. Does the system support interoperability to the extent that business processes, application and data can be shared and integrated across the enterprise with potential business partners?

103. Does the system provide application architectures that are highly granular and loosely coupled?



SECTION: 8 FUNCTIONAL REQUIREMENT SPECIFICATIONS (FRS)

Legends: Response Explanation PRIORITY • C for Critical

• E for Essential • D for Desirable

SUP Supported through standard feature/ function (“out-of-the-box” solution) CST Supported through customization BLT Supported through a Third Party “Bolt-on” solution MODULE Please mention the module from which the functionality will be addressed SUB-MODULE Please mention the sub-module from which the functionality will be addressed



8.1 Plant Maintenance Management

Requirement Id Requirement Description Priority (C/E/D)

SUP CST BLT Module Sub-Module

Process 1: Sub-Station and Transmission Line Maintenance Sub Process 1: General PMM/F/ST/GL/001 Ability to interface with WBSETCL’s other modules like Financial

Management Module, HR Management and General Administration Module, Procurement and Materials Management Module and Project Planning and Management Module

C

PMM/F/ST/GL/002 Ability to interface with Plant Maintenance Management Module of WBSEDCL and WBPDCL.

E

PMM/F/ST/GL/003 Ability to interface with existing in-house software like CTAD, ORAS of WBSETCL with up-gradation facility

E

PMM/F/ST/GL/004 Ability to receive work orders from Procurement and Materials Management Module

C

PMM/F/ST/GL/005 Ability to group the work order based on the nature of work like 1) Planned Maintenance 2) Breakdown / Emergency Maintenance

C

PMM/F/ST/GL/006 Ability to send online request to higher Official for execution of work order

C

PMM/F/ST/GL/007 Ability to receive online approval from higher Official to carry out a particular work

C

PMM/F/ST/GL/008 Ability to view steps and milestones of a work order to be executed E PMM/F/ST/GL/009 Ability to interface with all identified metering points for data

collection E

PMM/F/ST/GL/010 Ability to meet reporting requirements of approved documents like Standard Operating Procedures, Maintenance Schedule, Safety Manual, Transmission System Planning Procedures, Procurement Policy & Procedures, Budget Policy & Procedures, Standard project reporting formats

C

PMM/F/ST/GL/011 Ability to provide necessary information to generate predefined Score Cards for monitoring of Key Performance Indicators

C

PMM/F/ST/GL/012 Ability to capture testing related parameters of equipments whose tests are carried out

C

PMM/F/ST/GL/013 Ability to transfer information from SCADA to collect real time parameters of key elements across multiple locations

C

PMM/F/ST/GL/014 Ability to view precautionary steps / safety instructions to be followed for executing every work order as per WBSETCL rules and

E





regulatory requirements Reports PMM/R/ST/GL/001 Ability to generate exception reports - List of works carried out by not

complying with the defined service and execution standards of WBSETCL

E

PMM/R/ST/GL/002 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

PMM/R/ST/GL/003 Ability to generate zone wise or area wise reports for energy loss, outage list, monthly work program, material stock position and line patrolling schedule

E

Sub Process 2: Manage Routine Maintenance PMM/F/ST/RM/001 Ability to upload the list of routine maintenance plan on system C PMM/F/ST/RM/002 Ability to view the list of pending routine maintenance plans. C PMM/F/ST/RM/003 Ability to raise maintenance execution orders pending list as SMS

alerts at defined intervals to concerned officials to assist proactive work plans

C

PMM/F/ST/RM/004 Ability to raise the flags to the concerned officials assigned for the Routine work orders and Execution orders.

C

PMM/F/ST/RM/005 Ability to help reviewing Routine Maintenance Schedules execution orders as per geographic locations

E

PMM/F/ST/RM/006 Ability to keep track of skill wise location of manpower for assigning jobs based on proximity, skill and availability

E

PMM/F/ST/RM/007 Ability to allocate online, particular work to concerned department / group of personnel / individual

E

PMM/F/ST/RM/008 Ability to view job allocations for individual resources C PMM/F/ST/RM/009 Ability to reallocate field resources as per job requirement both for

internal Employees of WBSETCL or contract labourers C

PMM/F/ST/RM/010 Ability to view job wise special tools requirement for carrying out an execution order

C

PMM/F/ST/RM/011 Ability to view the real time location wise material availability C PMM/F/ST/RM/012 Ability to raise requisition to stores for issue of the material required

for carrying out execution order C

PMM/F/ST/RM/013 Ability to highlight in the requisition, the location wise material availability

C





PMM/F/ST/RM/014 Ability to send a purchase request to procurement / materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)

C

PMM/F/ST/RM/015 Ability to upload the receipt of material required for work C PMM/F/ST/RM/016 Ability to generate a requisition for PTW (Permit To Work) in order to

isolate equipment for maintenance and forward the same online for Authorised Person’s approval

C

PMM/F/ST/RM/017 Ability to receive approvals including PTW online from the Authorised Persons

C

PMM/F/ST/RM/018 Ability to view all PTW issued / outstanding on a piece of asset or a system itself

E

PMM/F/ST/RM/019 Ability to capture details of accidents required for further proceedings C PMM/F/ST/RM/020 Ability to share accident related information with HR Management &

General Administration module for legal requirements C

PMM/F/ST/RM/021 Ability to view past details of accidents along with actions taken C PMM/F/ST/RM/022 Ability to close all work permits issued on a particular asset after

completion of the job on it and inform about the same to all the concerned Officials online

E

PMM/F/ST/RM/023 Ability to record and archive all executed work permits D PMM/F/ST/RM/024 Ability to update the details of work carried out on a particular job in

the system E

PMM/F/ST/RM/025 Ability to update the details of material consumed in execution, in the Procurement and Materials Management Module

C

PMM/F/ST/RM/026 Ability to update reasons for delay in executing a particular maintenance job

C

PMM/F/ST/RM/027 Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship, etc

E

PMM/F/ST/RM/028 Ability to view the real time location of mobile vans E PMM/F/ST/RM/029 Ability to raise requisition to concerned official for issue of mobile

vans E

PMM/F/ST/RM/030 Ability to highlight in the requisition, the location wise availability of mobile vans

E

PMM/F/ST/RM/031 Ability to upload the receipt of mobile van E PMM/F/ST/RM/032 Ability to update information of release of mobile van E PMM/F/ST/RM/033 Ability to generate PO (Purchase Order) for labour contracts E





PMM/F/ST/RM/034 Ability to enter routine testing results into system C PMM/F/ST/RM/035 Ability to transfer data related to routine testing results to CTAD C PMM/F/ST/RM/036 Ability to transfer data related to routine outage results to ORAS C Reports PMM/R/ST/RM/001 Ability to generate the list of maintenance execution orders received

for the day / week / month / user defined period C

PMM/R/ST/RM/002 Ability to generate the list of completed maintenance execution orders for the day / week / month / user defined period

C

PMM/R/ST/RM/003 Ability to generate report on the equipment utilization history and statistics of performance

E

PMM/R/ST/RM/004 Ability to view the list of pending maintenance execution orders for the day / week / month / user defined period

C

PMM/R/ST/RM/005 Ability to view the details or reasons for specific pending maintenance jobs as a report for user defined period

E

PMM/R/ST/RM/006 Ability to calculate the cost of resources utilized for carrying out a particular job and generate it as a report

D

PMM/R/ST/RM/007 Ability to generate maintenance schedule report C PMM/R/ST/RM/008 Ability to generate reports for Planned Maintenance Vs Achieved

Maintenance for all types of maintenance jobs for user defined periods

C

PMM/R/ST/RM/009 Ability to generate cost of maintenance report for each equipment / group of equipment / types of equipment or user defined sets

D

PMM/R/ST/RM/010 Ability to generate Contract Labour Attendance Report E PMM/R/ST/RM/011 Ability to generate labour requirement report for various maintenance

works E

Sub Process 3: Manage Preventive / Predictive Maintenance PMM/F/ST/PM/001 Ability to upload the Preventive / Predictive Maintenance Plan for a

set of equipment / system C

PMM/F/ST/PM/002 Ability to view the Preventive / Predictive Maintenance Plan for a set of predefined maintenance equipment / system

C

PMM/F/ST/PM/003 Ability to raise alerts in form of SMS to do periodical testing of equipment based on certain pre-set parameters (Time based, Meter based, Condition based and Period based)

C

PMM/F/ST/PM/004 Ability to review any outages, overhauls or shutdowns planned for user defined period

C





PMM/F/ST/PM/005 Ability to list and raise the flags to the concerned personnel who are allocated the execution orders

C

PMM/F/ST/PM/006 Ability to exchange information with system study software for carrying out load flow study, sensitivity analysis etc.

E

PMM/F/ST/PM/007 Ability to aid investigation of issues and update details of the problem specified based on historical information

E

PMM/F/ST/PM/008 Ability to allocate resources for carrying out Preventive / Predictive Maintenance activity

E

PMM/F/ST/PM/009 Ability to maintain detailed history of the equipment to be maintained C PMM/F/ST/PM/010 Ability to receive triggers from the system to do maintenance checks

on the resources whose warranty period is due for expiry C

PMM/F/ST/PM/011 Ability to view job wise special tools requirement for carrying out an execution order

C

PMM/F/ST/PM/012 Ability to view the real time location wise material availability from the Procurement and Materials Management Module

C

PMM/F/ST/PM/013 Ability to raise requisition to stores for carrying out execution order C PMM/F/ST/PM/014 Ability to highlight in the requisition, the location wise material

availability as tracked in the Procurement and Materials Management Module

C

PMM/F/ST/PM/015 Ability to send a purchase request to procurement / materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)

C

PMM/F/ST/PM/016 Ability to upload the receipt of material required for work C PMM/F/ST/PM/017 Ability to store history and detailed results of various tests performed

on an asset C

PMM/F/ST/PM/018 Ability to capture all the Preventive / Predictive Maintenance activities carried on an asset. Ability to retrieve these details as and when required for future reference

E

PMM/F/ST/PM/019 Ability to generate a requisition for PTW (Permit To Work) in order to isolate equipment for maintenance and forward the same online for Authorised Person’s approval

C

PMM/F/ST/PM/020 Ability to receive approvals including PTW online from the Authorised Persons

C

PMM/F/ST/PM/021 Ability to view all PTW issued / outstanding on a piece of asset or a system itself

E

PMM/F/ST/PM/022 Ability to capture details of accidents required for further proceedings C PMM/F/ST/PM/023 Ability to share accident related information with HR Management & C





General Administration module for legal requirements PMM/F/ST/PM/024 Ability to view past details of accidents along with actions taken C PMM/F/ST/PM/025 Ability to close all work permits issued on a particular asset after


E

PMM/F/ST/PM/026 Ability to record and archive all executed work permits D PMM/F/ST/PM/027 Ability to update reasons for delay in executing a particular

maintenance job C

PMM/F/ST/PM/028 Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship, etc

E

PMM/F/ST/PM/029 Ability to view the real time location of mobile vans E PMM/F/ST/PM/030 Ability to raise requisition to concerned official for issue of mobile

vans E

PMM/F/ST/PM/031 Ability to highlight in the requisition, the location wise availability of mobile vans

E

PMM/F/ST/PM/032 Ability to upload the receipt of mobile van E PMM/F/ST/PM/033 Ability to update information of release of mobile van E PMM/F/ST/PM/034 Ability to generate PO (Purchase Order) for labour contracts E PMM/F/ST/PM/035 Ability to enter testing results into system C PMM/F/ST/PM/037 Ability to automatically rearrange Preventive / Predictive

Maintenance Schedules as and when the previous activity is accomplished or due to problems like manpower shortage, other unforeseen circumstances, etc

E

PMM/F/ST/PM/038 Ability to escalate through a trigger to one’s senior Official if a Preventive / Predictive Maintenance activity is not carried out within the specified time frame

D

Reports PMM/R/ST/PM/001 Ability to view the list of Preventive / Predictive Maintenance

activities to be carried out in a specified period as a report E

PMM/R/ST/PM/002 Ability to generate report on the equipment utilization history and statistics details of its performance

E

PMM/R/ST/PM/003 Ability to generate a comparative report detailing the list of Preventive / Predictive Maintenance activities to be carried out and the actual Preventive / Predictive Maintenance activities carried out over a specified period

C





PMM/R/ST/PM/004 Ability to view online various reports related with critical equipment like reliability centred maintenance report, risk based inspection report, etc

D

PMM/R/ST/PM/005 Ability to use details of planned Preventive / Predictive Maintenance activities for resource allocation and scheduling

E

PMM/R/ST/PM/006 Ability to generate a report of missed out Preventive / Predictive Maintenance activities for a specified period

C

PMM/R/ST/PM/007 Ability to view as a report the detailed maintenance history of an asset on which Preventive / Predictive Maintenance activity was carried out

C

PMM/R/ST/PM/008 Ability to view the list of all assets which are due for inspection / maintenance based on chronology

E

PMM/R/ST/PM/009 Ability to generate a report on common equipment failures based on fault codes

D

PMM/R/ST/PM/010 Ability to list as a report the MTBF (Mean Time Between Failures) and the MTBR (Mean Time Between Repairs) for an item of an asset / equipment

C

PMM/R/ST/PM/011 Ability to generate a report with historical data of failures on an asset over a set time period

E

PMM/R/ST/PM/012 Ability to generate Preventive / Predictive Maintenance Plan and Overhaul Plan

E

PMM/R/ST/PM/013 Ability to generate an Annual Maintenance Calendar E PMM/R/ST/PM/014 Ability to generate Preventive / Predictive Maintenance Report of

Transmission Lines E

PMM/R/ST/PM/015 Ability to generate Preventive / Predictive Maintenance Report of Sub-Stations

E

Sub Process 4: Manage Emergency / Breakdown Maintenance PMM/F/ST/EBM/001 Ability to receive the details of Transmission Line or Sub-Station

faults in the database C

PMM/F/ST/EBM/002 Ability to receive inputs regarding breakdowns of any network component / equipment capturing severity & criticality

C

PMM/F/ST/EBM/003 Ability to aid in investigation of the inputs regarding breakdown received and update the details of problem in the database

C

PMM/F/ST/EBM/004 Ability to list and raise the flags to the concerned personnel allocated for handling the complaint

E

PMM/F/ST/EBM/005 Ability to allocate resources for rectifying / replacing network E





component / equipment PMM/F/ST/EBM/006 Ability to intimate to higher authorities about any component /

equipment replacement and obtain their approval online E

PMM/F/ST/EBM/007 Ability to view the list of special tools required for handling the inputs regarding breakdown

C

PMM/F/ST/EBM/008 Ability to check for the availability of material (including network component / equipment) in the stores

C

PMM/F/ST/EBM/009 Ability to view the real time material availability in the Procurement and Materials Management Module

C

PMM/F/ST/EBM/010 Ability to send request to the competent authority for procurement of equipment

C

PMM/F/ST/EBM/011 Ability to request issue of material (including network component / equipment) through online to the procurement / material management department with the necessary approvals from the concerned Officials

C

PMM/F/ST/EBM/012 Ability to upload the receipt of the material required for work C PMM/F/ST/EBM/013 Ability to update the details about job completion C PMM/F/ST/EBM/014 Facility to record and update issues if any faced for maintenance

related jobs E

PMM/F/ST/EBM/015 Ability to detail out steps of work carried out along with resources in the database

C

PMM/F/ST/EBM/016 Ability to generate a requisition for PTW (Permit To Work) in order to isolate equipment for maintenance and forward the same online for Authorised Person’s approval

C

PMM/F/ST/EBM/017 Ability to receive approvals including PTW online from the Authorised Persons

C

PMM/F/ST/EBM/018 Ability to view all PTW issued / outstanding on a piece of asset or a system itself

E

PMM/F/ST/EBM/019 Ability to capture details of accidents required for further proceedings C PMM/F/ST/EBM/020 Ability to share accident related information with HR Management &

General Administration module for legal requirements C

PMM/F/ST/EBM/021 Ability to view past details of accidents along with actions taken C PMM/F/ST/EBM/022 Ability to close all work permits issued on a particular asset after


E

PMM/F/ST/EBM/023 Ability to record and archive all executed work permits D PMM/F/ST/EBM/024 Ability to update reasons for delay in executing a particular C





maintenance job PMM/F/ST/EBM/025 Ability to graphically depict and manipulate online schedules in the

form of GANTT charts by multiple variables like period, time, work group , work order relationship, etc

E

PMM/F/ST/EBM/026 Ability to view the real time location of mobile vans E PMM/F/ST/EBM/027 Ability to raise requisition to concerned official for issue of mobile

vans E

PMM/F/ST/EBM/028 Ability to highlight in the requisition, the location wise availability of mobile vans

E

PMM/F/ST/EBM/029 Ability to upload the receipt of mobile van E PMM/F/ST/EBM/030 Ability to update information of release of mobile van E PMM/F/ST/EBM/031 Ability to generate PO (Purchase Order) for labour contracts E PMM/F/ST/EBM/032 Ability to enter testing results into system C PMM/F/ST/EBM/033 Ability to link the testing results with CTAD C PMM/F/ST/EBM/034 Ability to aid in tracking down the cost incurred in breakdown

maintenance D

Reports PMM/R/ST/EBM/001 Ability to generate report on the equipment utilization history and

statistics details of its performance E

PMM/R/ST/EBM/002 Ability to report common equipment / asset failures and repair times based on the failure codes

C

PMM/R/ST/EBM/003 Ability to generate a report detailing the resources utilized to restore breakdowns in a period of time

D

PMM/R/ST/EBM/004 Ability to produce statistical report linking the cause of failures and the effects of failures

E

PMM/R/ST/EBM/005 Ability to generate report detailing MTBF (Mean Time Between Failures) and the MTBR (Mean Time Between Repairs) regarding breakdown

E

PMM/R/ST/EBM/006 Ability to report equipment down time and group of equipment down time over a period of time including their fault codes

E

PMM/R/ST/EBM/007 Ability to generate detailed breakdowns reports and costs associated with it

E

PMM/R/ST/EBM/008 Ability to generate Emergency /Breakdown Maintenance Report for Transmission Lines

E

PMM/R/ST/EBM/009 Ability to generate Emergency / Breakdown Maintenance Report for E





Sub-Stations PMM/R/ST/EBM/010 Ability to generate a Progress Report and Status of Breakdown

Maintenance E

PMM/R/ST/EBM/011 Ability to generate reports on emergency / breakdown reasons for each equipment / group of equipment / types of equipment for user defined periods

E

Sub Process 5: Manage Statutory Requirement PMM/F/ST/SR/001 Ability to flag triggers on the statutory maintenance activities to be

carried out on certain equipment at specified predetermined period C

PMM/F/ST/SR/002 Ability to view the previous statutory reports prepared on specified assets

E

PMM/F/ST/SR/003 Ability to use earlier statutory reports as template for preparing new reports

D

PMM/F/ST/SR/004 Ability to update necessary details in the system after completion of statutory maintenance activities

C

Reports PMM/R/ST/SR/001 Ability to generate reports as required by statutory authorities for a

predetermined period on an asset or on an equipment or on a system

E

Process 2: Asset Maintenance Sub Process 1: Maintain Asset and its Performance PMM/F/AM/AP/001 Ability to allow user to enter / define / view / modify and classify

assets using internationally accepted nomenclature codes and/or WBSETCL or regulator defined codes

C

PMM/F/AM/AP/002 Ability to classify / store / retrieve / update details about assets based on 1) Hierarchy of asset in the system 2) Region in which it is present 3) Location where it is present

E

PMM/F/AM/AP/003 Ability to develop and maintain a location based Grid network for Asset mapping

E

PMM/F/AM/AP/004 Ability to classify the locations with sub classification and specifications for an asset

C

PMM/F/AM/AP/005 Ability to associate a single location with single or multiple assets C





PMM/F/AM/AP/006 Ability to graphically display a productive unit hierarchy displaying the parent and child relationship in the system

E

PMM/F/AM/AP/007 Ability to associate assets into hierarchical or network systems (each sub location can have one parent for hierarchical system and multiple parents for network systems

C

PMM/F/AM/AP/008 Ability to modify location hierarchies by moving branches from one parent to another parent

C

PMM/F/AM/AP/009 Ability to move the asset from one productive unit of the hierarchy to the other along with all the details of the asset

E

PMM/F/AM/AP/010 Ability to keep track of history of location changes done on an asset or a part of the system

D

PMM/F/AM/AP/011 Ability to track the location of asset as it is moved between stores, repair shops and vendors

C

PMM/F/AM/AP/012 Ability to classify assets as operating assets and in-store assets C PMM/F/AM/AP/013 Ability to search for a particular asset by providing minimal criteria of

the same E

PMM/F/AM/AP/014 Ability to graphically locate and display / map equipment / asset meeting a specific criteria

D

PMM/F/AM/AP/015 Ability to store all the details about the asset like Purchase Details, Vendor Details and their Recommendations, Expiry Details, Warranty Details, Name Plate Details, Technical and Engineering Details, etc

C

PMM/F/AM/AP/016 Ability to access detail information of Asset from the Procurement and Materials Management Module

E

PMM/F/AM/AP/017 Ability to assign inventory to GL by a respective account code and cross reference of an asset / component / equipment to the Financial and Accounting Management Module

C

PMM/F/AM/AP/018 Ability to define and retrieve an asset by specifying a problem class or a problem cause with links to its current location

C

PMM/F/AM/AP/019 Ability to track life-to-death accountability for assets E PMM/F/AM/AP/020 Ability to allow / disallow multiple asset grouping and ungrouping C PMM/F/AM/AP/021 Ability to allow multiple level grouping / hierarchy of assets (e.g. A

transformer might belong to network connectivity hierarchy and also a part of geographically oriented hierarchy)

C

PMM/F/AM/AP/022 Ability to roll-up maintenance costs across hierarchical systems, sub systems, and locations

D

PMM/F/AM/AP/023 Ability to maintain real-time information associated with lines/equipments

C





PMM/F/AM/AP/024 Ability to generate reports by assimilating the data manually logged in from control-room registers

C

PMM/F/AM/AP/025 Ability to record the asset usage statistics E PMM/F/AM/AP/026 Ability to define asset criticality factor for fault and maintenance

management E

PMM/F/AM/AP/027 Ability to define failure classes and failure hierarchies to record equipment problems for immediate analysis

E

PMM/F/AM/AP/028 Ability to maintain a track for reasons of asset failure (Root Cause Failure Analysis)

E

PMM/F/AM/AP/029 Ability to exchange information for system study for maintenance planning purpose

E

PMM/F/AM/AP/030 Ability to view & update records related to any environmental issues or regulations to be followed in maintaining the asset

D

PMM/F/AM/AP/031 Ability to record and maintain useful life of equipment for the purpose of repair and replace decisions along with the previous history of the equipments

C

PMM/F/AM/AP/032 Ability to maintain asset manuals, technical drawings, operating instructions, safety instructions, schematics in a document library and ability to retrieve as and when required

E

PMM/F/AM/AP/033 Ability to view the warranty details of an asset by any authorised user with ease

C

PMM/F/AM/AP/034 Ability to check whether the asset is still under the period of warranty before issue of a work order. Ability to auto triggers and in turn pop up warning to user to take necessary action

E

PMM/F/AM/AP/035 Ability to track & locate the real estate / land assets pertaining to WBSETCL

C

Reports PMM/R/AM/AP/001 Ability to retrieve details about the performance of an equipment over

a period of time E

PMM/R/AM/AP/002 Ability to generate a report on the asset usage statistics such as operating hours, number of operations, etc against the standard conditions

E

PMM/R/AM/AP/003 Ability to generate a report detailing the outage hours of an equipment or an asset over a period of time

E

PMM/R/AM/AP/004 Ability to generate a report on the operational statistics of an asset like Mean Time Between Failures, etc

E





PMM/R/AM/AP/005 Ability to list a report detailing the idle assets in a location in specific period of time

D

PMM/R/AM/AP/006 Ability to generate report on an asset based on user defined criteria like asset class, location, etc

C

Sub Process 2: Manage BOM / Tools / Spares PMM/F/AM/BTS/001 Ability to maintain the list of parts of equipment. Ability to maintain

the details of real time quantities of parts available in the stores C

PMM/F/AM/BTS/002 Ability to maintain history of changes to part list of an equipment C PMM/F/AM/BTS/003 Ability to maintain the drawings of equipment parts along with the

recent changes or modifications done on it. Ability to maintain details of individuals who made modifications for reference

E

PMM/F/AM/BTS/005 Ability to review the tools and equipment available E PMM/F/AM/BTS/006 Ability to set the ROL (Re Order Level) and ROQ (Re Order

Quantity) of various spares required for the equipment C

PMM/F/AM/BTS/007 Ability to notify to the concerned personnel once the spares’ count reaches ROL (Re Order Level)

C

PMM/F/AM/BTS/008 Ability to send reminders to the concerned Officials who are in possession of tools if they do not provide the tools beyond the time limits allocated to them

E

PMM/F/AM/BTS/009 Ability to escalate the issue to higher Officials if the tools are not received from the concerned even after sending them the reminders

C

Reports PMM/R/AM/BTS/001 Ability to generate a report detailing the list of tools and tackles

available with various Sub-Stations / Sub-Area Offices, etc at any point of time

C

Sub Process 3: Cost Control of Assets PMM/F/AM/CA/001 Ability to automatically integrate an asset with the General Ledger,

Accounts Payable, Accounts Receivable, Project Management and Budget of the financial system through an unique account code

C

PMM/F/AM/CA/002 Ability to display detailed description about the account code assigned to the asset or equipment to the concerned Official

C

PMM/F/AM/CA/003 Facility to capture information about resources such as description of work, unit, location and other fields as required

D





PMM/F/AM/CA/004 Ability to update the standard labour / Contractor rates for a particular work to be done

E

PMM/F/AM/CA/005 Ability to list the total cost incurred due to internal labour while carrying out a maintenance activity on an asset. This will include both directly entered labour hours and labour overheads

C

PMM/F/AM/CA/006 Facility to allow manual keying in of minor project expenses like transport, petty cash, etc

E

PMM/F/AM/CA/007 Ability to drill down costs from projects to source transactions C PMM/F/AM/CA/008 Ability to break down project cost by resource type C PMM/F/AM/CA/009 Ability to track project expenditures and compare it against the

budget allocations C

PMM/F/AM/CA/010 Ability to raise a trigger if the actual expenditure has exceeded budgeted allocation

E

PMM/F/AM/CA/011 Ability to list the total cost incurred due to usage of equipment or tools during work

C

PMM/F/AM/CA/012 Ability to list the total cost incurred due to work performed by a Contractor

C

PMM/F/AM/CA/013 Ability to approve the work performed by the Contractor by the concerned Official before payment of dues to them by the finance department

E

PMM/F/AM/CA/014 Ability to establish costing limitations against a piece of asset / equipment or a productive unit

E

PMM/F/AM/CA/015 Ability to capture cost expenditure against an asset including procurement, maintenance and disposal

C

PMM/F/AM/CA/016 Ability to track asset expenditures and evaluate this against the budget allocations

E

PMM/F/AM/CA/017 Ability to track costs / expenditures against an individual asset or a defined group of assets

C

PMM/F/AM/CA/018 Ability to estimate cost to be incurred for a maintenance activity and send it to work order management system for invoice generation

C

PMM/F/AM/CA/019 Facility to allow the user to project the cash flow for a user defined time period

C

PMM/F/AM/CA/020 Allow changes in project expenditures and aid in preparation of revised cash flows

C

PMM/F/AM/CA/021 Ability to roll all work order costs to the proper asset E PMM/F/AM/CA/022 Ability to maintain cost history by location E PMM/F/AM/CA/023 Ability to generate Sub-Station wise material allotment E





PMM/F/AM/CA/024 Ability to generate Purchase Orders and track their status E Reports PMM/R/AM/CA/001 Ability to display as a report all the maintenance cost incurred during

the life of an asset including the labour, material and Contractor costs, etc

E

PMM/R/AM/CA/002 Ability to simulate the life cycle maintenance cost for an item of equipment when different operational conditions and maintenance strategies are entered as parameters

D

PMM/R/AM/CA/003 Ability to generate report detailing the total internal labour cost incurred due to maintenance of an asset / equipment or a cost centre

E

PMM/R/AM/CA/004 Ability to generate report detailing the total external labour cost incurred due to maintenance of an asset / equipment or a cost centre

E

PMM/R/AM/CA/005 Ability to generate report detailing the total equipment usage cost incurred due to maintenance of an asset / equipment or a cost centre

E

PMM/R/AM/CA/006 Ability to generate report for material requirement of decentralised items

E

PMM/R/AM/CA/007 Ability to generate report for material requirement for centrally purchased items

E



8.2 Project Planning & Management



Core Process Project Planning Project Planning consists of the following sub processes: Initiation

Cost Estimation Scheduling

Sub-Process Name Initiation Functional Requirements

PPM/F/PP/PI/001 Ability to provide planning & engineering support being a repository of documents & data like: - Existing Power Map and Single Line Diagrams - Data on loading of all existing transformers & lines - Topo sheets (for lines) - Information on upcoming generation capacities - Information on upcoming industries - Government & regulatory information - Land Utilization Plan - Structure Layout Diagrams - Technical specifications - Risk & effective mitigation strategies - Previous projects information - Learning from other projects - Open access applications - Land information (availability, ownership, cost, etc.) - Other historical information, etc.

C

PPM/F/PP/PI/002 Ability to support attachments such as drawings, specifications, instructions etc., in formats such as PDF, CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS output /reports etc.

C

PPM/F/PP/PI/003 Ability to integrate with existing MS Excel / Access based MI-Power output on system analysis and load forecasting

E

PPM/F/PP/PI/004 Ability to integrate with existing MS Excel based Cost Benefit Analysis & Scheme Prioritization model

E

PPM/F/PP/PI/005 Ability to issue circular for getting capital works inputs from concerned departments

C





PPM/F/PP/PI/006 Ability consolidate all inputs of capital works C

PPM/F/PP/PI/005 Ability to highlight total plan budgets based on approved capital budget for the year

C

PPM/F/PP/PI/006 Ability to identify projects to be executed each year based on total plan budgets and budgetary constraints (communicating with finance department and follow an iterative process to prioritize works)

C

PPM/F/PP/PI/007 Ability to allow updation of all information C PPM/F/PP/PI/008 Ability to store details of:

- Board/ Board Committee/ CMD/ Director approval - Regulatory approval - Funding agency approval and tie-up details

C

PPM/F/PP/PI/009 Ability to store details of statutory clearances, e.g. forest clearance, clearance from aviation authority, etc.

C

PPM/F/PP/PI/010 Ability to record information on land acquisition process (approvals required, action taken, status, reasons for delay, way forward, etc.)

C

PPM/F/PP/PI/011 Ability to create unique project code (for indexing & categorizing) and profile - Name, location, type (substation/ line), capacity, mode of funding, technical details, financial details, etc.

C

PPM/F/PP/PI/012 Ability to allow hierarchy based approval at pre-defined stages of new projects / schemes

C

PPM/F/PP/PI/013 Ability to send notification to concerned accountable persons C PPM/F/PP/PI/014 Ability to define project related check-list / steps and issue alert for

deviation/non-compliance C

PPM/F/PP/PI/015 Ability to assign project owner / manager and other accountable person(s)

C

PPM/F/PP/PI/016 Ability to incorporate security measures, to limit changes by project owner / manager to only their respective projects

C

PPM/F/PP/PI/017 Ability to index, record, capture and track every single document (file) associated with the project in Project Control Folder

C

Reporting Requirements

PPM/R/PP/PI/001 Ability to generate proposals for new projects / schemes for approval by relevant authority

C

PPM/R/PP/PI/002 Ability to generate report on prioritised list of schemes to be undertaken based on Load Flow Study results, cost benefit analysis and budgetary constraints

C





PPM/R/PP/PI/003 Ability to generate Investment Appraisal Document C PPM/R/PP/PI/004 Ability to generate Preliminary and Detailed Project report for new

projects / schemes for approval by relevant authority C

PPM/R/PP/PI/005 Ability to generate report on the current status of new proposals C PPM/R/PP/PI/006 Ability to generate approval certificates C PPM/R/PP/PI/007 Ability to generate report on status of clearances for each project C PPM/R/PP/PI/008 Ability to generate report on status of land acquisition with reasons for

delay C

PPM/R/PP/PI/009 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

Sub-Process Name Cost Estimation Functional Requirements

PPM/F/PP/CE/001 Ability to maintain database of vendors and standard rates including labour rates

C

PPM/F/PP/CE/002 Ability to allow updation of standard rates periodically C PPM/F/PP/CE/003 Ability to take user input for creation of Bill of Materials (BOM) and Bill

of Quantities (BOQ) C

PPM/F/PP/CE/004 Ability to maintain database of macroeconomic parameters C PPM/F/PP/CE/005 Ability to maintain IEEMA price variation database C PPM/F/PP/CE/006 Ability to allow updation of existing databases C PPM/F/PP/CE/007 Ability to estimate costs based on standard rates and BOM / BOQ C

PPM/F/PP/CE/008 Ability to revise cost estimates, if required, during execution by appropriate authority

C


PPM/R/PP/CE/001 Ability to generate report on BOM/ BOQ C PPM/R/PP/CE/002 Ability to generate report on cost estimates for particular projects /

scheme C

PPM/R/PP/CE/003 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

PPM/R/PP/CE/004 Ability to generate report on revised cost estimates during execution C

Sub-Process Name Scheduling Functional





Requirements PPM/F/PP/SCH/001 Ability to define resource (including manpower) allocation in a given

timeframe, to ensure optimal usage C

PPM/F/PP/SCH/002 Ability to create and revise (including splitting, stretching & crashing of activities) pre-award schedule - Timeline for finalization of specifications - NIT preparation and publication - Bid evaluation timelines - Approval from appropriate authority - Contract award date, etc.

E

PPM/F/PP/SCH/003 Ability to integrate with industry standard project management software applications such as Primavera / Project Scheduler / MS Projects etc. for developing detailed Project Execution Plan

C

PPM/F/PP/SCH/004 Ability to define a project with work breakdown structure, key milestones

C

PPM/F/PP/SCH/005 Ability to create ad-hoc projects, where a work break down structure is not required

C

PPM/F/PP/SCH/006 Ability to define milestones with categorizations like HOLD point, CHECK point, etc., required actions at the milestones, and authority responsible for action

C

PPM/F/PP/SCH/007 Ability to restrict/allow progress based on completion of required actions at HOLD point, CHECK point, etc.

C

PPM/F/PP/SCH/008 Ability to link between projects, activities and tasks C PPM/F/PP/SCH/009 Ability to schedule payments against key milestones C PPM/F/PP/SCH/010 Ability to change individual task completion dates, which would reflect

changes in overall project milestone dates C


PPM/R/PP/SCH/001 Ability to generate report on key project milestones and scheduled payments

C

PPM/R/PP/SCH/002 Ability to generate report on estimated time based expenditure on each project / scheme

C

PPM/R/PP/SCH/003 Ability to generate report on critical paths in projects C PPM/R/PP/SCH/004 Ability to generate reports confirming to technical, operational,

regulatory, statutory and other business requirements C

Core Process Project Management Project Management consists of the following sub-processes:





Execution Monitoring Project Accounting

Sub-Process Name Execution Functional Requirements

PPM/F/PM/EX/001 Ability to break projects into activities, sub-activities indicating milestones with commonly used methods such as PERT and CPM

C

PPM/F/PM/EX/002 Ability to record vendor drawings & design documents, user manuals with all dates of submission, approval/ rejection, etc.

C

PPM/F/PM/EX/003 Ability to register information on inspection calls (date of invitation and carrying out)

C

PPM/F/PM/EX/004 Ability to store MICC-cum-DI, post inspection C PPM/F/PM/EX/005 Ability to track/ record "Issue Slip" by the designated authority to allot

materials to be issued by the store for works at desired location C

PPM/F/PM/EX/006 Ability to record the status of every item in the BOM (order & delivery status)

C

PPM/F/PM/EX/007 Ability to integrate with Material Management system to view real time information on status of delivery of materials related to greenfield / brownfield construction projects

C

PPM/F/PM/EX/008 Ability to record the status of civil construction and erection C PPM/F/PM/EX/009 Ability to record and track quality deviations C PPM/F/PM/EX/010 Ability to reconcile quality check against manufacturing quality plans

and field quality plans C

PPM/F/PM/EX/011 Ability to record financial progress status with detailed break-up C PPM/F/PM/EX/012 Ability to record physical progress status with detailed break-up C PPM/F/PM/EX/013 Ability to record all communications with local administration

authorities C

PPM/F/PM/EX/014 Ability to record status of progress on other services to be provided by vendor viz. training

E

PPM/F/PM/EX/015 Ability to record completion of each activity, leading to the overall commissioning of project

C

PPM/F/PM/EX/016 Ability to track deliverables against individual vendors / sub-vendors C PPM/F/PM/EX/017 Ability to define contract closing related check-list / steps and issue

alert for deviation / non-compliance C

PPM/F/PM/EX/018 Ability to setup a billing plan, that allows the release of payments upon C





achieving set milestones PPM/F/PM/EX/019 Ability to records 'difficulties' during execution and maintain 'difficulty

register' C

PPM/F/PM/EX/020 Ability to generate alert on 'warranty' expiration C PPM/F/PM/EX/021 Ability to create note on 'warranty' extension C PPM/F/PM/EX/022 Ability to record and track quantity deviations and store requisition for

such variations after approval from competent authority C

PPM/F/PM/EX/023 Ability to record details of excess materials not utilized in the project and sent to stores after commissioning

C

PPM/F/PM/EX/024 Ability to record insurance details like premium payment, claims made if any

C

PPM/F/PM/EX/025 Ability to create note on "Time Extension" approval with LD or without LD

C

PPM/F/PM/EX/026 Ability to calculate Liquidated Damage based on user defined parameters

C

PPM/F/PM/EX/027 Ability to define pre-commissioning check-list / steps and issue alert for deviation/non-compliance

C

PPM/F/PM/EX/028 Ability to support web based recording of Contract Closing formats C PPM/F/PM/EX/029 Ability to record status of clearance given by Electrical inspector,

PTCC C

PPM/F/PM/EX/030 Ability to record receipt of - As built drawings - Other drawings - O&M manuals etc

C

PPM/F/PM/EX/031 Ability to issue and store "Taking Over" certificate C PPM/F/PM/EX/032 Ability of generate alert on non-compliance to contract closing process

(submission of drawings, documents and other requirements) C

PPM/F/PM/EX/033 Ability to generate Contract Closing Certificate C PPM/F/PM/EX/034 Ability to generate alert on 'CPG' expiration C PPM/F/PM/EX/035 Ability to create note on 'CPG' extension C PPM/F/PM/EX/036 Ability to record and track Bank Guarantee information C PPM/F/PM/EX/037 Ability to generate alert on Bank Guarantee expiration C PPM/F/PM/EX/038 Ability to generate note on Bank Guarantee

extension/encashment/return C

PPM/F/PM/EX/039 Ability to allow hierarchy based approval for notes initiated C PPM/F/PM/EX/040 Ability to generate contract closure certificates C





PPM/F/PM/EX/041 Ability to notify all appropriate personnel, that a project is closed C PPM/F/PM/EX/042 Ability to provide security measures, to ensure that the project closure

is done by authorized personnel only C

PPM/F/PM/EX/043 Ability to record commissioning status C PPM/F/PM/EX/044 Ability to record delay in commissioning as per scheduled target date

as per LoA C


PPM/R/PM/EX/001 Ability to generate customized LoA/ PO C PPM/R/PM/EX/002 Ability to generate MICC-cum-DI formats for issuance at inspection

spot E

PPM/R/PM/EX/003 Ability to create note on quality deviations approval C PPM/R/PM/EX/004 Ability to create note on quantity deviations approval C PPM/R/PM/EX/005 Ability to generate material reconciliation statement C PPM/R/PM/EX/006 Ability to generate status report on each activity at any particular time C PPM/R/PM/EX/007 Ability to generate status report on:

- Each project - Each vendor & sub-vendor - Projects started/ scheduled to end (as per LoA) in particular financial year - Projects funded by particular funding agency - Type of project (Greenfield/ Brownfield/ Renovation & Modernization and lines/ substations/ bays/ transformer/ augmentation), etc.

C

PPM/R/PM/EX/008 Ability to generate status report on clearance given by Electrical inspector, PTCC

C

PPM/R/PM/EX/009 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

Sub-Process Name Monitoring Functional Requirements

PPM/F/PM/MO/001 Ability to give project owners / managers & project teams web-based access to real-time business-critical project data to make timely, informed decisions

C

PPM/F/PM/MO/002 Ability to have a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project.

C

PPM/F/PM/MO/003 Ability to support web based recording of project monitoring formats C





submitted by vendors in the monthly meeting PPM/F/PM/MO/004 Ability to monitor estimates versus actual:

- Time for completion of each activity/ task - Payments vis-à-vis milestones - Use of resources, etc.

C

PPM/F/PM/MO/005 Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise

C

PPM/F/PM/MO/006 Ability to monitor actual project expenditure vis-à-vis LoA cost C PPM/F/PM/MO/007 Ability to monitor all projects consolidated, individual projects and

individual tasks C

PPM/F/PM/MO/008 Ability to define project based key performance indicators to identify risks, under performing projects and monitor project status

C

PPM/F/PM/MO/009 Ability to track every drawing submissions, inspection calls, etc. in the project and trace who is the current owner of the file / document, for how long and why

C

PPM/F/PM/MO/010 Ability to carryout resource tracking across projects C PPM/F/PM/MO/011 Ability to record delay in activities attributed to externalities (RoW

issues, Legal cases etc.) C

PPM/F/PM/MO/012 Ability to record key issues raised by vendors in the monthly meeting and their resolution status

C

PPM/F/PM/MO/013 Ability to develop what-if modelling scenarios to understand the impact of trade-offs and evaluate strategies to mitigate risk for projects / schemes

C

PPM/F/PM/MO/014 Ability to record and monitor data on accidents during project execution

C

PPM/F/PM/MO/015 Ability to store baseline and revised plans C PPM/F/PM/MO/016 Ability to capture all the project management activities for the entire

cycle of construction projects i.e. from the point of proposal of a new project to final testing & commissioning of the project.

C

PPM/F/PM/MO/017 Ability to display current total and accumulated costs in terms of actual, capitalized, future commitments etc.

C

PPM/F/PM/MO/018 Ability to generate alerts for delay in starting / completion major activities / milestones (post and anticipatory)

C

PPM/F/PM/MO/019 Ability to generate alerts for delay in payments C PPM/F/PM/MO/020 Ability to record actual completion date C PPM/F/PM/MO/021 Ability to record financial implication due to time overrun C PPM/F/PM/MO/022 Ability to record of results of safety audit C





PPM/F/PM/MO/023 Ability to maintain a comprehensive project database to capture the data pertaining to all aspects of projects

C


PPM/R/PM/MO/001 Ability to display project activities in Gantt charts, pie charts, histograms, tables, etc. illustrating ‘actual’ to ‘originally planned’ projects progress in-terms of schedule and cost

C

PPM/R/PM/MO/002 Ability to export relevant project data into MS Excel for relevant reporting and analysis.

C

PPM/R/PM/MO/003 Ability to generate pre-customized report formats corresponding to the requirements of various external entities like WBERC, CEA, GoWB & GoI

C

PPM/R/PM/MO/004 Ability to generate pre-customized report formats corresponding to the requirements of various funding agencies like JICA, PFC, REC, etc

C

PPM/R/PM/MO/005 Ability to generate report on project percentage completed status (financial as well as physical) based on work to date

C

PPM/R/PM/MO/006 Ability to generate report on delays due to externalities C PPM/R/PM/MO/007 Ability to generate report on safety audit during construction phase C PPM/R/PM/MO/008 Ability to generate reports confirming to technical, operational,

regulatory, statutory and other business requirements C

Sub-Process Name Project Accounting Functional Requirements

PPM/F/PM/PA/001 Ability to record information on payment terms, milestones, etc. C PPM/F/PM/PA/002 Ability to store / record invoice from vendors C PPM/F/PM/PA/003 Ability to integrate with Material Management system to view real time

information on status of delivery of materials against unique project codes

C

PPM/F/PM/PA/004 Ability to record information of physical progress against unique project codes

C

PPM/F/PM/PA/005 Ability to review completeness / correctness of invoice with respect to payment terms, value, approved variations (price/quantity) if any, progress certification etc. and certify completion of milestone

C

PPM/F/PM/PA/006 Ability to approve invoice and send information to Corporate Finance for payments (hierarchy based approval)

C

PPM/F/PM/PA/007 Ability to integrate with Financial Management system to view real time information on status of payments against unique project codes

C





and invoice number PPM/F/PM/PA/008 Ability to maintain payment records for the duration of the project

against unique project codes C

PPM/F/PM/PA/009 Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls

C

PPM/F/PM/PA/010 Ability to transfer data from Capital Work in Progress to completed capital works

C

PPM/F/PM/PA/011 Ability to transfer data relating to completed capital works to the Fixed Assets system.

C

PPM/F/PM/PA/012 Ability to record Direct purchasing of goods and services (purchase orders; goods received notes etc for goods and services which do not pass through the stores system) through the Purchasing system

C

PPM/F/PM/PA/013 Ability to integrate with Standard accounting journals for areas such as interest capitalization and overheads, transportation, etc

C

PPM/F/PM/PA/014 Ability to reflect inflation in project costs C Reporting Requirements

PPM/R/PM/PA/001 Ability to generate reports on current accumulated cost of a project vis-à-vis estimated cost

C

PPM/R/PM/PA/002 Ability to categorize and generate report on cost incurred in all projects in a particular year

C

PPM/R/PM/PA/003 Ability to categorize and generate report on costs incurred in all projects supported by a particular funding agency

C

PPM/R/PM/PA/004 Ability to generate cash flow reports on monthly, quarterly, yearly basis or as defined by user

C

PPM/R/PM/PA/005 Ability to categorize and generate report on cost incurred in all projects w.r.t. other details like substation or line projects, greenfield/ brownfield projects, etc.

C

PPM/R/PM/PA/006 Ability to generate report on budgeted cost of a project (against each unique code) vis-à-vis actual cost on a quarterly basis for capital budget monitoring

C

PPM/R/PM/PA/007 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

Sub-Process Name General Functional Requirements

PPM/F/PM/GE/001 Ability to interface with WBSETCL’s other modules like Financial and C





Accounting Management Module, HR Management and General Administration Module, Procurement and Materials Management Module and Assets / Maintenance Management

PPM/F/PM/GE/002 Ability to receive work orders from Procurement and Materials Management Module

C

PPM/F/PM/GE/003 Ability to record Direct purchasing of goods and services (purchase orders; goods received notes etc for goods and services which do not pass through the stores system) through the Purchasing system

C

PPM/F/PM/GE/004 Ability to transfer final costs to general ledger only on project completion certification.

C

PPM/F/PM/GE/005 Ability to index project cost codes to relevant general ledger account. C PPM/F/PM/GE/006 Ability to interface with existing in-house software like CTAD for entry

of asset data after commissioning C

PPM/F/PM/GE/007 Ability to prevent processing of further transactions against completed projects

C

PPM/F/PM/GE/008 Ability to send SMS alerts to concerned officials at defined milestones for actions to be taken (e.g. payments) and deviations from schedules (e.g. time overrun in control building erection)

D


PPM/R/PM/GE/001 Ability to meet process/reporting requirements of approved documents like SOP, Maintenance Schedule, Safety Manual, TSPP, Procurement Policy & Procedures, Budget Policy & Procedures, Standard project reporting formats

C

PPM/R/PM/GE/002 Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators for Planning, Engineering and Project function

C



8.3 Procurement & Materials Management



Business Process Material Management Material Management Process consists of the following core

processes: Inventory Management Procurement

Core Process Inventory Management Inventory Management consists of the following sub processes:

Material Records Management (Material Master) Manage Inventory Material Requirements Planning Goods Receipt Goods Issue Inter-Store Transfer Store Return Material Disposal Physical Inventory Verification Integration with Third Party Applications

Sub-Process Name Material Records Management (Material Master) Functional Requirements

MM/F/INV/MRM/001 Ability to record and maintain item master list with availability of material number/code/part code as primary identifier for various material types including spares and consumables

C

MM/F/INV/MRM/002 Ability to generate material code automatically for item entry to item master as well as support manual entry

E

MM/F/INV/MRM/003 Ability to support alphanumeric material codes C MM/F/INV/MRM/004 Ability to capture detailed material information including the

categories of data to support core material management transactions like goods receipt, goods issue etc. (1) basic data like Material No, Item Description, UoM, status, origin, type, conversion factors, ownership details etc. (2) inventory management data i.e. material history, MRP data, ABC classification, inventory location, safety stock, ROL etc. (3) purchasing data i.e. purchase rule, tax/duties rule, ordering batch size etc (4) costing data i.e. standard price, moving average price etc.

C





MM/F/INV/MRM/005 Ability to support item groups or categorization of material into material groups, type and location etc

C

MM/F/INV/MRM/006 Ability to support approval workflow and automatically trigger material data authorization upon material data entry

C

MM/F/INV/MRM/007 Ability to modify material details and resubmit for approval E MM/F/INV/MRM/008 Ability to track material authorization status pre and post approval E MM/F/INV/MRM/009 Ability to track changes made to material record with details of

changes made, changing entity and approver of changes C

MM/F/INV/MRM/010 Ability to reject material record and update material record status with reasons

E

MM/F/INV/MRM/011 Ability to record whether material is moving or non-moving or obsolete delete a material record which are non-moving, obsolete

C

MM/F/INV/MRM/012 Ability to link material to vendor / supplier details E MM/F/INV/MRM/013 Availability of search functionality based on material numbers, wild

card entries, partial item description, shelf life, warranty period, specifications, etc

C

MM/F/INV/MRM/014 Ability to display partial or full material master information to users across functional areas and restrict display of all information based on user roles/display authorization levels

C

MM/F/INV/MRM/015 Ability to support multiple Units of Measure(UoM) for an item E MM/F/INV/MRM/016 Ability to create catalogues for different material types, spares and

miscellaneous items E

MM/F/INV/MRM/017 Ability to capture details regarding insurance of the materials E Reporting Requirements

MM/R/INV/MRM/001 Ability to generate detailed item wise report of material information C MM/R/INV/MRM/002 Ability to generate report on revaluation materials and display

valuation history C

MM/R/INV/MRM/003 Ability to generate report on material performance e.g. material history report, material blacklist report, damage during warranty period

C

MM/R/INV/MRM/004 Ability to generate material reports for separate material type, material group, location etc

C

Sub-Process Name Manage Inventory Functional Requirements

MM/F/INV/MI/001 Ability to record multiple physical store locations, capturing individual C





store physical description details MM/F/INV/MI/002 Ability to support multiple inventory status for individual items

including the following: - Available for Issue vis-à-vis Order Position - Scrapped - Obsolete - In Transfer - Blocked - Restricted Use - Under Repair - Special Project Stock - Reserved Stock

C

MM/F/INV/MI/003 Ability to record and track inventory status for Turnkey Contracts (these stocks are not held in WBSETCL stores, but materials are recognized by issuing SR and immediately transaction is completed by issuing SRV to Contractor)

C

MM/F/INV/MI/004 Ability to track material movement for each store including: - Receipts - Issues - Inter Store Transfers - Transfer to Scrapped Stock - Transfer to Obsolete Stock - Consignment movements - Quarantines Stock - Returns - Under Repair

C

MM/F/INV/MI/005 Ability to track and monitor stock at various store locations Central Stores , Area Stores, Sub-station Stores, at individual store level and at aggregate level

C

MM/F/INV/MI/006 Ability to plan for inventory based on consumption pattern, present stock, procurement lead times, projected requirements etc

C

MM/F/INV/MI/007 Ability to perform various kinds of inventory analysis like ABC analysis, XYZ analysis, Fast/Slow/Non-moving analysis, Min-Max analysis, etc.

C

MM/F/INV/MI/008 Ability to analyse inventory in terms of 'items reached re-order/ safety level' and 'critical' items and generate appropriate alerts when inventory reaches predefined re-order points

C





MM/F/INV/MI/009 Ability to store shelf life details for items and display alerts when items reach end of life (user defined) and remains un-used.

E

MM/F/INV/MI/010 Ability to store material movement history in each store and for each item e.g. fast, slow moving and non-moving.

E

MM/F/INV/MI/011 Ability to classify inventory based on various inventory analysis like ABC Classification, etc. for various actions e.g. Stock taking, Criticality etc

C

MM/F/INV/MI/012 Ability to classify inventory under bulk material, finished goods, capital items, job work and disposables

C

MM/F/INV/MI/013 Ability to assign a service level to an inventory item e.g. 100% for critical items and this will be linked to re-order levels

C

MM/F/INV/MI/014 Ability to schedule stocktaking as per predefined business rules e.g. A Level Items will be counted once every month and freeze inventory for stocktaking

E

MM/F/INV/MI/015 Ability to support in stock replenishment for all stock items based on parameters like re-order point, safety stock level, consumptions patterns etc. The system should estimate ordering quantity and delivering schedule which can be converted automatically into purchase requisitions

C

MM/F/INV/MI/016 Ability to trigger stock replenishment for all stock items on the basis of various parameters like reorder level, safety stock level, material consumption

E

MM/F/INV/MI/017 Ability to estimate suggested ordering quantity and delivering schedule for individual items for stock replenishment

E

MM/F/INV/MI/018 Ability to generate purchase requisitions based on re-orders automatically for items based on predefined system configurations

E

MM/F/INV/MI/019 Ability to support inventory valuation methods like FIFO/LIFO/Weighted Average, Standard Cost, etc

C

MM/F/INV/MI/020 Ability to estimate total inventory carrying cost based on inventory valuation method

C

MM/F/INV/MI/021 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 on original value.

E


MM/R/INV/MI/001 Ability to generate report on Stores Accounting capturing the quantity and value information as per the current formats, for e.g., Report on

C





ATD (Accounts Transfer Debit) and ATC (Accounts Transfer Credit) MM/R/INV/MI/002 Ability to generate item wise stock status reports on current inventory

status based on goods receipt, goods issue and stock balances on a daily/weekly basis

C

MM/R/INV/MI/003 Ability to generate consolidated YTD/MTD inventory report on receipts, issues, stock adjustments, scrap inventory, goods returned to suppliers, etc

C

MM/R/INV/MI/004 Ability to consolidate and generate report on item wise total inventory levels for all stores

C

MM/R/INV/MI/005 Ability to generate stock-out reports C MM/R/INV/MI/006 Ability to generate report on inventory analysis e.g. material

consumption pattern across stores C

MM/R/INV/MI/007 Ability to generate report on availability of inventory during requisitioned and actual service level for items

C

MM/R/INV/MI/008 Ability to generate report on age analysis and shelf life evaluation C MM/R/INV/MI/009 Ability to generate report on un-used materials procured for a specific

purpose C

Sub-Process Name Material Requirements Planning Functional Requirements

MM/F/INV/MRP/001 Availability of Material Requirement Planning (MRP) functionality and execute MRP runs online and in batch both for groups of items, locations or individual items

C

MM/F/INV/MRP/002 Ability to support forecast based planning by generating forecast requirements and determine projected demand for materials

C

MM/F/INV/MRP/003 Ability to execute MRP and display the results of the last planning run C MM/F/INV/MRP/004 Ability to system determine most suitable forecasting technique for

an item based automated selection of technique having greatest forecast accuracy

C

MM/F/INV/MRP/005 Availability of different forecasting models and set parameters for constants, trend, seasonality etc

C

MM/F/INV/MRP/006 Ability to link MRP with budget constraints C MM/F/INV/MRP/007 Ability to allow hierarchy based approval of MRP C MM/F/INV/MRP/008 Ability to store forecast settings for selected forecast techniques C MM/F/INV/MRP/009 Availability of forecasting algorithms and estimation of forecast

accuracy E

MM/F/INV/MRP/010 Ability to select different forecasting technique for an item and E





perform forecast simulations MM/F/INV/MRP/011 Ability to generate forecasts either automatically or manually E MM/F/INV/MRP/012 Ability to delete forecasts if required E MM/F/INV/MRP/013 Ability to use the forecasts as input for material requirements for the

MRP run C

MM/F/INV/MRP/014 Availability of backward scheduling with MRP to determine material requirements as per calendar dates

C

MM/F/INV/MRP/015 Ability to select material which will be part of the MRP run i.e. assign MRP conditions to a material

C

MM/F/INV/MRP/016 Ability to execute MRP run at an aggregate level C MM/F/INV/MRP/017 Ability to specify storage locations within MRP to execute and

estimate requirements for storage locations C

MM/F/INV/MRP/018 Ability to simulate MRP runs online E MM/F/INV/MRP/019 Ability to create individual MRP settings for each item of inventory C MM/F/INV/MRP/020 Ability to modify/ maintain MRP settings for each item of inventory E MM/F/INV/MRP/021 Ability to define safety stock for each individual inventory items E MM/F/INV/MRP/022 Ability to determine optimal stock holdings for a given storage

location E

MM/F/INV/MRP/023 Ability to recommend optimized order quantity based on lot sizing, safety stock and demand requirements

E

MM/F/INV/MRP/024 Ability to view MRP list prior to taking action on the proposed transactions

E

MM/F/INV/MRP/025 Ability to modify and delete MRP list manually E MM/F/INV/MRP/026 Ability to action the MRP results listings automatically if required E MM/F/INV/MRP/027 Ability to allocate an item to a specific MRP controller E MM/F/INV/MRP/028 Ability to generate alerts when planned order dates has passed but

no action has been taken E


MM/R/INV/MRP/001 Ability to report MRP run results displaying item wise net requirements based on MRP calculation

C

MM/R/INV/MRP/002 Ability to generate annual stock requirements based on past consumption and annual maintenance plan

C

MM/R/INV/MRP/003 Ability to generate net stock requirement report showing availability stock and requirements as estimated by MRP run

C

MM/R/INV/MRP/004 Ability to generate reports on stock projections based on analysis of C





consumption patterns and estimated future demand based on consumption history.

Sub-Process Name Goods Receipt Functional Requirements

MM/F/INV/GR/001 Ability to record receipt of inventory items received from vendors/suppliers and generate Stores Receipt Voucher (SRV) including record of place/location of receipt and goods details (unit, weight, specifications etc)

C

MM/F/INV/GR/002 Ability to record receipt of commercial documents received with goods like excise invoice duplicate for transport copy along with goods

C

MM/F/INV/GR/003 Ability to record receipt of technical documents like quality certification report received along with goods.

C

MM/F/INV/GR/004 Availability of control functionality for goods receipt i.e. receiving in excess/shortfall of Purchase Order (PO) quantity, quantity tolerance functionality or PO revision functionality

C

MM/F/INV/GR/005 Ability to support quality inspection after goods receipt and before delivery of goods to inventory and generate quality inspection report and record the inspection results for the goods

C

MM/F/INV/GR/006 Availability of workflow based inspection notification to quality control on receipt on parts at store and return notification to store on completion of inspection for posting the item to inventory.

C

MM/F/INV/GR/007 Ability to support three-way matching of Stores Receipt Voucher (SRV) with Purchase Order (PO), Quality Inspection Report (QC) and Dispatch Instruction Report

E

MM/F/INV/GR/008 Ability to club multiple lorry receipts (LRs) / consignments into single SRV

E

MM/F/INV/GR/009 Ability to record partial delivery of items and track different lots of supply from suppliers for the same PO

C

MM/F/INV/GR/010 Ability to automatically trigger evaluation of goods receipt and initiate payment process

E

MM/F/INV/GR/011 Ability to raise bill for payment with workflow based approval hierarchy for evaluation of payment

E

MM/F/INV/GR/012 Ability to record receipt of goods and track inter store transfers C MM/F/INV/GR/013 Ability to receive goods without P.O. or without proper documents

and subsequent adjustment/regularization E





MM/F/INV/GR/014 Ability to display updated inventory status after goods receipt for individual items, item groups and across stores

C

MM/F/INV/GR/015 Ability to receive advance shipment notice and attach scanned documents

E

MM/F/INV/GR/016 Ability to record receipt of inventory items purchased at different levels of hierarchy like Head Office Purchase and Area Office Purchase

C

MM/F/INV/GR/017 Ability to generate intimation notice to purchasing authority in case of return of rejected goods

E


MM/R/INV/GR/001 Ability to generate report on all SRV created over a period i.e. weekly\monthly for a storage location

C

MM/R/INV/GR/002 Ability to generate inventory status report based on goods received over time opening balance, goods received, goods issued, closing balance at an item level and at an aggregate level on a periodic basis i.e. daily, weekly and monthly status report.

C

MM/R/INV/GR/003 Ability to generate report for all SRV and bill payments against individual PO

C

MM/R/INV/GR/004 Ability to generate exceptions during Goods Receipt including rejected quantity, items not as per P.O etc

C

MM/R/INV/GR/005 Ability to generate report on bills raised against SRV over a periodic basis in a store

C

MM/R/INV/GR/006 Ability to generate list of items with guarantee clauses, in particular guarantee period along with Delivery Instruction (DI) date

C

Sub-Process Name Goods Issue Functional Requirements

MM/F/INV/GI/001 Ability to create material issue request/store requisition (SR) for material including spares and miscellaneous items. The requisition record should have a reservation number, date of reservation, requestor name, stock location, material part number, quantity required, delivery address, accounting and costing information etc

C

MM/F/INV/GI/002 Ability to generate SR manually and also automatically based on maintenance work orders, capital works project requirements estimated in system

C

MM/F/INV/GI/003 Availability of control functionality for goods issue i.e. issuing in





excess/shortfall of SR quantity, quantity tolerance functionality or SR revision functionality

MM/F/INV/GI/004 Ability to modify material issue requests/SR based on approver update

C

MM/F/INV/GI/005 Ability to track changes made to SRs and display reservation history E MM/F/INV/GI/006 Ability to delete SRs automatically based on cancellations in work

orders, capital works project etc and record reasons for cancellation E

MM/F/INV/GI/007 Availability of configurable approval workflow for SR approval C MM/F/INV/GI/008 Ability to display material issue requests awaiting approval C MM/F/INV/GI/009 Availability of material control functionality to check against SR ,

available inventory and approval status for issue of goods C

MM/F/INV/GI/010 Ability to display availability of issuing material in each store before goods issue

E

MM/F/INV/GI/011 Ability to issue goods and generate goods issue slip C MM/F/INV/GI/012 Ability to support and create pick lists for those items awaiting issue

to a capital works project, plant maintenance job, customer job, transfer request or over the counter issue

C

MM/F/INV/GI/013 Ability to configure the information details in the pick lists based on item details

E

MM/F/INV/GI/014 Ability to display updated store inventory status based on goods issued and available inventory at the store

E

MM/F/INV/GI/015 Ability to consolidate pick lists for items to be supplied to the same destination, user or job

E

MM/F/INV/GI/016 Ability to track that the pick list has been picked packed and issued and display the status of the pick list e.g. being picked, being packed, issued etc

E

MM/F/INV/GI/017 Ability to capture delivery information within the system e.g. transportation type, carrier details, dimensions, weight etc

E

MM/F/INV/GI/018 Ability to generate Gate Pass for material movement based on Goods Issue note

C

MM/F/INV/GI/019 Ability to modify goods issue information details e.g. quantity, material number if required and track modification history

E

MM/F/INV/GI/020 Availability of dual unit of measure i.e. UoM for storage e.g. units and UoM for issue e.g. kg and a defined relation between them leading to unable to issue exact quantity as requested in issue slip.

E

MM/F/INV/GI/021 Ability to record issue of goods without reference document or store C





requisition e.g. goods issue for scrap MM/F/INV/GI/022 Ability to generate record on goods issued against approved SRs on

an item wise and generate exceptions on a periodic basis E


MM/R/INV/GI/001 Ability to generate report on the goods issued per store over a configurable periodic basis i.e. weekly/monthly

C

MM/R/INV/GI/002 Ability to generate report on aggregated goods issued for a particular item over a periodic basis i.e. weekly/monthly

C

MM/R/INV/GI/003 Ability to generate stock overview report showing goods received, goods issued and inventory status for all items in a store

C

MM/R/INV/GI/004 Ability to generate stock consumption statistics based on goods issue for the items over time

C

Sub-Process Name Inter-Store Transfer Functional Requirements

MM/F/INV/IST/001 Ability to support physical movement of stock between stores i.e. inter-store transfers

C

MM/F/INV/IST/002 Ability to record order for inter-store transfer by pre-configured authorized entity in the system

C

MM/F/INV/IST/003 Ability to generate material issue request/store indent form/ store transfer note (STN) based on order for inter-store transfer from the material requesting store to the material issuing store

C

MM/F/INV/IST/004 Availability of configurable approval workflow for STN approval for inter-store transfer

E

MM/F/INV/IST/005 Ability to modify STN based on approver update E MM/F/INV/IST/006 Ability to issue goods and generate Goods Issue Note for inter-store

transfer C

MM/F/INV/IST/007 Ability to post material transfer and update inventory status of issuing store

C

MM/F/INV/IST/008 Ability to generate Delivery Challan and Gate Pass based on Goods Issue note for inter-store transfer

C

MM/F/INV/IST/009 Ability to record receipt of goods at receiving store and generate Store Receipt Note (SRN)

C

MM/F/INV/IST/010 Ability to display updated inventory status after goods receipt in receiving store

C

MM/F/INV/IST/011 Availability of material control functionality to check goods issued C





from issuing store with goods received in receiving store and post transfer of goods

MM/F/INV/IST/012 Availability of capture the Rate Contracts for Inter Store Transfer and rationalize the transportation linkage to Finance Module

C


MM/R/INV/IST/001 Ability to generate report on item wise inter-store transfer consolidated across stores

C

MM/R/INV/IST/002 Ability to generate report on all items received and issued for inter-store transfer for a storage location on a periodic basis

C

MM/R/INV/IST/003 Ability to generate exceptions and item quantity mismatches arising out of inter-store transfer

C

MM/R/INV/IST/004 Ability to report on trends of regular item shortages in a store resulting in inter-store transfers

C

Sub-Process Name Store Return Functional Requirements

MM/F/INV/SR/001 Ability to record and support workflow for return of un-used or excess material from field/sub-station to stores

C

MM/F/INV/SR/002 Ability to record and segregate dismantled material into scrap and healthy

E

MM/F/INV/SR/003 Ability to generate Store Return Note on goods to be returned from field

C

MM/F/INV/SR/004 Ability to record receipt of goods at receiving store, generate Goods Receipt note and track its SR when goods are returned to store

C

MM/F/INV/SR/005 Ability to display updated inventory status after goods receipt in receiving store

C

MM/F/INV/SR/006 Ability to generate accounting adjustments on a consolidated basis at Area Office level for all the Store Return Notes generated for that period

C


MM/R/INV/SR/001 Ability to generate report on materials returned to a store over a periodic basis e.g. weekly, bi-weekly

C

MM/R/INV/SR/002 Ability to generate summary report of Store Return Notes generated by the system over a periodic basis or location wise

C

Sub-Process Name Material Disposal





Functional Requirements

MM/F/INV/MD/001 Ability to record and support workflow for material disposal of scrap/obsolete items (as declared by appropriate authority) returned to the store from the field operations in WBSETCL

C

MM/F/INV/MD/002 Ability to compile periodic report of scrap goods returned to the stores

C

MM/F/INV/MD/003 Availability of configurable approval workflow for scrap approval and capture the recommendation of the scrap committee

C

MM/F/INV/MD/004 Ability to display scrap requests awaiting approval C MM/F/INV/MD/005 Ability to generate alert to initiate material disposal workflow with the

scrap goods report completion as the trigger C

MM/F/INV/MD/006 Ability to generate material list for auction/sale by ACE (Stores) based on material disposal report

C

MM/F/INV/MD/007 Ability to record auction/ sale result for scrap disposal including buyer information and material disposal details

C

MM/F/INV/MD/008 Availability of workflow to support configurable payment norms for scrap disposal and generate goods issue based on buyer compliance to payment norms

E

MM/F/INV/MD/009 Ability to generate Goods Disposal note (GDN) after checking against payment information

C

MM/F/INV/MD/010 Ability to generate accounting adjustments on a consolidated basis at Area Office level for all the disposals generated for that period

C


MM/R/INV/MD/001 Ability to generate report on scrap items available in a storage location over a periodic basis e.g. weekly, bi-weekly

C

MM/R/INV/MD/002 Ability to generate exception report for goods disposal process i.e. goods which are not being disposed on time, auctions not as held planned

C

MM/R/INV/MD/003 Ability to generate report on auction results and record auction sale information

C

MM/R/INV/MD/004 Ability to consolidate Goods Disposal note and generate completion report of sale based on goods disposed and payment terms

C

Sub-Process Name Physical Inventory Verification Functional Requirements





MM/F/INV/PIV/001 Ability to support periodic physical stock verification process and update inventory status in system based on stock verification

C

MM/F/INV/PIV/002 Ability to schedule physical stock verification in the system. C MM/F/INV/PIV/003 Ability to freeze inventory in the system for physical stock verification C MM/F/INV/PIV/004 Ability to generate item master list for physical stock verification E MM/F/INV/PIV/005 Ability to generate stock count sheets having detail information like

Item No, Item description, Stock Location, Bin Location, Units of Measurement, etc to capture results of stock verification

C

MM/F/INV/PIV/006 Ability to record the results of stock count in the system and record stock verification details

E

MM/F/INV/PIV/007 Ability to analyse of stock count i.e. compare system stored inventory with physical count and generate exception report

E

MM/F/INV/PIV/008 Ability to record recount of the stock items which are at variance in the system prior to correcting system values

E

MM/F/INV/PIV/009 Ability to record possible reason for variance in the system and record root-cause analysis

E

MM/F/INV/PIV/010 Ability to support approval workflow for stock count results and variance, and support authorization hierarchy based on value of discrepancy, type of items etc for approval of variances

E

MM/F/INV/PIV/011 Ability to update and modify inventory status, material master information based on physical stock verification

E


MM/R/INV/PIV/001 Ability to and generate stock verification report with quantity and value information

C

MM/R/INV/PIV/002 Ability to generate report on discrepancy for inventory items counted C MM/R/INV/PIV/003 Ability to generate trend for variance items C MM/R/INV/PIV/004 Ability to generate exception report for those items not counted in a

storage location C

Sub-Process Name Integration with Third Party applications Functional Requirements

MM/F/INV/INTG/001 Ability to integrate with Third Party material management applications like bar code readers, etc

E

MM/F/INV/INTG/002 Ability to integrate with Service Applications which enable Field Operations e.g. CTAD, etc.

E

Core Process Procurement





Procurement consists of the following sub-processes: Vendor Records Management Procurement Planning Purchase Requisition RFQ / Tendering Purchase Order Management Turnkey Procurement Service Procurement Contract Management

Sub-Process Name Vendor Records Management Functional Requirements

MM/F/PRC/VRM/001 Availability of centralized vendor master records facilitating single vendor description and code across the organization

C

MM/F/PRC/VRM/002 Ability to record vendor records including alternate / short name for vendor, Contact person for each vendor address, vendors bank account information

C

MM/F/PRC/VRM/003 Ability to record TDS details, PAN number and Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect taxes, Default currency for invoice/payment

C

MM/F/PRC/VRM/004 Ability to record vendor specific information relating to an item/ vendor relationship. The details should include vendor name, address, payment terms, price & quantity, free form comments, delivery information, item no. & description, discounts, vendor performance, after sales service performance and other text information etc

C

MM/F/PRC/VRM/005 Ability to support multiple addresses against each vendor E MM/F/PRC/VRM/006 Ability to support automatic vendor numbering E MM/F/PRC/VRM/007 Ability to define different vendor types e.g. domestic vendors,

international vendors E

MM/F/PRC/VRM/008 Ability to maintain vendor list details e.g. company history, saleable model, shipment, payment method

C

MM/F/PRC/VRM/009 Ability to maintain vendor lists for OEM vendors and trade vendors C MM/F/PRC/VRM/010 Ability to modify vendor records e.g. bank account information and

support authorization of changes made C

MM/F/PRC/VRM/011 Ability to support vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD etc.

C





payment prioritization and other needs) e.g. stationary suppliers, electrical suppliers, service suppliers etc

MM/F/PRC/VRM/012 Ability to classify vendors with regards to : supplier, Contractor, sub-Contractor, transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc.

C

MM/F/PRC/VRM/013 Ability to support all kinds of sub-contracting activities like goods issue, goods receipt etc

C

MM/F/PRC/VRM/014 Ability to interface vendor information with WBSEDCL, WBPDCL and DPL in respect of blacklisted/active/not active vendors

D

MM/F/PRC/VRM/015 Ability to display vendors based on vendor grouping/ classification C MM/F/PRC/VRM/016 Ability to block vendors from being used due to a specific reason e.g.

vendor bankruptcy, vendor reliability with effective date, with facilities to re-activate

C

MM/F/PRC/VRM/017 Ability to record vendor transactions history including purchasing history, payment history etc

C

MM/F/PRC/VRM/018 Ability to record evaluation of vendor credentials to qualify vendors as preferred vendors for specific items

C

MM/F/PRC/VRM/019 Ability to maintain a preferred vendor listing for specific item e.g. item A has 3 preferred vendors A1, A2 and A3

E

MM/F/PRC/VRM/020 Ability to generate vendor registration certificate indicating eligible item groups online.

E

MM/F/PRC/VRM/021 Ability to restrict creation of purchase orders for items only for its preferred vendors

E

MM/F/PRC/VRM/022 Ability to verify existence of vendor rate contracts at indenting stage and display alerts for sourcing

E

MM/F/PRC/VRM/023 Ability to evaluate vendors based on multiple parameters like quality of material, quantity of material and adherence to delivery schedule, prices quoted by the vendor, vendor response time and other user defined parameters

C

MM/F/PRC/VRM/024 Availability of vendor rating system based on configurable user defined weightages on multiple parameters (in accordance with Vendor Rating Policy adopted by WBSETCL and subsequent amendment thereof)

C

MM/F/PRC/VRM/025 Ability to restrict maintenance / access to vendor master record to specific users

E

MM/F/PRC/VRM/026 Ability to merge / correlate vendor details (e.g. one vendor taking over another vendor). Enabling tracking change of status from a date

E





MM/F/PRC/VRM/027 Ability to pay each invoice individually or multiple invoices together for same vendor and manage outstanding balances accordingly by linking payment to invoices.

C

MM/F/PRC/VRM/028 Ability to link every payment to invoice(s) and manage outstanding balances for individual vendors

C

MM/F/PRC/VRM/029 Ability to generate alert for predefined vendors/POs/WOs before payment

E

MM/F/PRC/VRM/030 Ability to prioritize payments based on pre-defined criteria e.g. due date, vendor category etc

E

MM/F/PRC/VRM/031 Ability to support Third Party payment options (Bank attachment cases, Power of attorney cases, etc)

E

MM/F/PRC/VRM/032 Ability to print cheques as per payment instruction E MM/F/PRC/VRM/033 Ability to support payment through LCs E MM/F/PRC/VRM/034 Ability to support predefined approval hierarchy and authorization

workflow for payment to vendors based on amount, vendor category E

MM/F/PRC/VRM/035 Ability to appropriate / adjust advance payments against multiple contracts/invoices

E

MM/F/PRC/VRM/036 Ability for online vendor registration of new vendors through online interface.

E

MM/F/PRC/VRM/037 Ability to allow vendor’s request for addition of new items. D MM/F/PRC/VRM/038 Ability to display period-to-date, quarter-to-date, year-to-date vendor

balances E

MM/F/PRC/VRM/039 Ability to block payments to vendors E MM/F/PRC/VRM/040 Ability to integrate with finance functions e.g. accounts payable,

general ledger E

MM/F/PRC/VRM/041 Ability to track vendor/ supplier performance against pre-defined parameters set by WBSETCL or regulator

E

MM/F/PRC/VRM/042 Ability to support different business rules and policies for each Vendor class/category/type

E


MM/R/PRC/VRM/001 Ability to generate periodic report on vendor alterations to vendor master

C

MM/R/PRC/VRM/002 Ability to generate vendor account statement to be sent to the vendors

C

MM/R/PRC/VRM/003 Ability to generate report on individual vendor performance and produce vendor delivery report on instances of rejected materials,

C





missed delivery, incorrect location, incomplete delivery, returns due to damage, over supply etc, average no. of delay, other user defined criteria defined by WBSETCL

MM/R/PRC/VRM/004 Ability to generate Vendor analysis reports for spend analysis, performance in terms of on-time in-full delivery, rejections, etc.

C

MM/R/PRC/VRM/005 Ability to generate reports by outstanding orders, orders shipped but not received, overdue outstanding orders, orders not fulfilled on time etc

C

MM/R/PRC/VRM/006 Ability to generate report on goods returned to vendor that shows the items returned to supplier by Location, Vendor, PO, Category, Product Code, Reasons for return, Value of Goods return etc

C

MM/R/PRC/VRM/007 Ability to generate timeline based communication history with the vendor regarding various services like delivery, payment, field service, etc.

C

MM/R/PRC/VRM/008 Ability to generate age vendor outstanding balance report i.e. balance due to / from vendors

C

Sub-Process Name Procurement Planning Functional Requirements

MM/F/PRC/PP/001 Ability to support annual procurement planning and budgeting C MM/F/PRC/PP/002 Ability to support annual material plan for individual area offices/

procurement/projects/O&M departments C

MM/F/PRC/PP/003 Ability to optimize individual requirements coming from area offices before generating procurement plan

E

MM/F/PRC/PP/004 Ability to specify products or services after analysing the optimized requirements

E

MM/F/PRC/PP/005 Ability to select vendors and plan procurement for individual vendors on a periodic basis

E

MM/F/PRC/PP/006 Ability to receive inputs from key partner suppliers/ vendors regarding products and service requirements planning

E

Sub-Process Name Purchase Requisition Functional Requirements

MM/F/PRC/PR/001 Ability to display budget available before initiating purchase requisition

C

MM/F/PRC/PR/002 Ability to display lead time for purchasing material by material number/ material group before creating purchase requisition

C





MM/F/PRC/PR/003 Ability to create purchase requisition / indent for various types of purchases e.g. stock materials, non-stock materials, services, assets, contract labour etc

C

MM/F/PRC/PR/004 Ability to support approval hierarchy for authorization and release of purchase requisitions electronically

C

MM/F/PRC/PR/005 Ability to set approvals levels based on norms recommended by WBSETCL like items classifications, procurement value etc

C

MM/F/PRC/PR/006 Ability to provide purchasing rights of routine items to end users of the items along with hierarchy based spending limit

E

MM/F/PRC/PR/007 Ability to record user defined instructions/ requisition details as part of the purchase requisition

E

MM/F/PRC/PR/008 Ability to assign unique purchase requisition number and restrict creation of duplicate purchase requisitions through in-built checks etc

E

MM/F/PRC/PR/009 Ability to track the authorization status and generate alerts based on purchase requisitions awaiting approval

E

MM/F/PRC/PR/010 Ability to configure requisitions based on predefined criteria e.g. value, department, type of purchase etc

E

MM/F/PRC/PR/011 Ability to modify purchase requisitions and resubmit for approval E MM/F/PRC/PR/012 Ability to cancel purchase requisition and automatically return commit

budget E

MM/F/PRC/PR/013 Ability to track and record the status of a requisition e.g. not approved, approved

E

MM/F/PRC/PR/014 Availability of search functionality of previous purchase requisitions E MM/F/PRC/PR/015 Ability to link the purchase requisition to a valid project or cost centre E MM/F/PRC/PR/016 Ability to configure the release procedure for purchase requisitions

based on type of line item e.g. as part of standard item list,, requiring specialized documents and approvals etc

E

MM/F/PRC/PR/017 Ability to track changes of purchase requisitions and generate audit trail history

E

MM/F/PRC/PR/018 Ability to set up E - procurement facility to automate processing of transactions between WBSETCL and its vendors and to share information with vendors, leading to providing access to WBSETCL data, as and when WBSETCL decides to use e-procurement

E


MM/R/PRC/PR/001 Ability to generate report of the purchase requisitions created over a periodic basis for the department / Area Office

C





MM/R/PRC/PR/002 Ability to generate report on status of purchase requisitions C MM/R/PRC/PR/003 Ability to generate report on purchase requisitions based on user

defined criteria e.g. requisition number, status, date, material number, description, originator etc

C

MM/R/PRC/PR/004 Ability to display report on search results on purchase requisition details based on key fields like purchase requisition numbers

C

MM/R/PRC/PR/005 Ability to generate exception report on purchase requisitions rejected, not approved cancelled etc

C

Sub-Process Name RFQ/ Tendering Functional Requirements

MM/F/PRC/RFQ/001 Ability to create Bid/Tender document manually or automatically through authorized requisitions

C

MM/F/PRC/RFQ/002 Ability to create Bid/Tender document including terms and conditions, item, with quantity and shipment schedules etc (commercial specifications)

C

MM/F/PRC/RFQ/003 Ability to track and maintain repository of tender related transactions details such as initial price offered by vendors, number of tenders received, negotiated price (multiple) and final price etc

C

MM/F/PRC/RFQ/004 Ability to support automated Bid/Tender document creation through pre-configured standard Bid/Tender document templates with pre configured mandatory fields

C

MM/F/PRC/RFQ/005 Ability to select vendors either manually or automatically based on vendor criteria for limited tenders

C

MM/F/PRC/RFQ/006 Ability to support approval hierarchy for Bid/Tender document for authorization and release

C

MM/F/PRC/RFQ/007 Ability to hold a Bid/Tender document awaiting authorization and generate alert of Bid/Tender document awaiting approval

C

MM/F/PRC/RFQ/008 Ability to record details of sale of tenders. E.g. Name of vendor, date of purchase, etc.

C

MM/F/PRC/RFQ/009 Ability to electronically authorize the Bid/Tender document for release

C

MM/F/PRC/RFQ/010 Ability to modify Bid/Tender document and resubmit for approval C MM/F/PRC/RFQ/011 Ability to track and record all changes / amendments made to an

Bid/Tender document and maintain change history C

MM/F/PRC/RFQ/012 Ability to track and record the status of an Bid/Tender document e.g. not approved, approved

C





MM/F/PRC/RFQ/013 Ability to record item wise specifications which will be part of tenders C MM/F/PRC/RFQ/014 Ability to modify item wise specifications and support authorization

levels for approval of modifications C

MM/F/PRC/RFQ/015 Ability to send notifications to the registered and selected vendors for the Bid/Tender document once the tenders are floated and send the tender document (fax/e-mail) and also enable web-access to the tender documents.

C

MM/F/PRC/RFQ/016 Ability to capture the vendor response and bids against the tenders and generate comparative statements for analysis

C

MM/F/PRC/RFQ/017 Ability to include user defined weighing factors in Bid/Tender document evaluations

C

MM/F/PRC/RFQ/018 Ability to attached scanned documents for vendors responses C MM/F/PRC/RFQ/019 Ability to support configurable workflow for Bid/Tender document

response evaluation, selection and approval C

MM/F/PRC/RFQ/020 Ability to perform best fit Bidder analysis based on user defined parameters

C

MM/F/PRC/RFQ/021 Ability to record earnest money deposit (EMD) against tenders C MM/F/PRC/RFQ/022 Ability to generate alert for returning EMD for successful/un-

Successful Bidders C

MM/F/PRC/RFQ/023 Ability for bidders to enter their bid online. There should be security rules built in so that the customers access only the relevant information

D

MM/F/PRC/RFQ/024 Ability to generate purchase orders automatically from the approved bids

E

MM/F/PRC/RFQ/025 Ability to interface with e-tendering applications E MM/F/PRC/RFQ/026 Availability of search functionality of previous Bid/Tender documents

generated through the system E

MM/F/PRC/RFQ/027 Ability to analyse historical data of tenders E MM/F/PRC/RFQ/028 Ability to initiate, process & finalize & record service contracts with

vendors E

MM/F/PRC/RFQ/029 Ability to convert approved bid to a customer order or contract in the application

E

MM/F/PRC/RFQ/030 Ability to publish RFP and respond to clarifications through online portal

E

MM/F/PRC/RFQ/031 Ability to issue repeat tenders E MM/F/PRC/RFQ/032 Ability to integrate all the provisions of the adopted Procurement

Policy and Procedures E





MM/F/PRC/SP/025 Ability to capture the details of special provisions, terms and conditions, etc. in the Proposal

E

MM/F/PRC/SP/026 Ability to evaluate the technical proposal on-line by the tender evaluation committee

D


MM/F/PRC/RFQ/001 Ability to generate report on a Bid/Tender document showing history of all changes

C

MM/F/PRC/RFQ/002 Ability to generate consolidated report showing Bid/Tender document status e.g. awaiting approval, Cancellation, approved for all Bid/Tender documents created over a time period

C

MM/F/PRC/RFQ/003 Ability to generate report to track Bid/Tender document progress C MM/F/PRC/RFQ/004 Ability to generate report on all Bid/Tender document closed over a

period of time for a Area Office / department C

MM/F/PRC/RFQ/005 Ability to generate reports by user defined criteria e.g. Bid/Tender document number, vendor, item no, originator department etc

C

MM/F/PRC/RFQ/006 Ability to generate reports on Bid/Tender document evaluation results C MM/F/PRC/RFQ/007 Ability to generate report on variance analysis of Budget vs. Actuals

for procurement through tendering C

Sub-Process Name Purchase Order Management Functional Requirements

MM/F/PRC/PO/001 Ability to create purchase order (PO) directly or with reference to a Bid/Tender document, a contract, purchase requisition, or another purchase order.

C

MM/F/PRC/PO/002 Ability to create PO for different types of purchases e.g. stock materials, non-stock materials, services, assets, contract labour etc

C

MM/F/PRC/PO/003 Ability to create PO automatically based on preconfigured conditions in the application

C

MM/F/PRC/PO/004 Ability to create PO with multiple delivery addresses and staggered delivery

C

MM/F/PRC/PO/005 Ability to have the following as part of the PO: - Assign purchase order number both automatically and manually - requisition originators name and details as applicable - item details with document attachment options to enable viewing item details - text fields for user defined special instructions

C





MM/F/PRC/PO/006 Ability to provide for ship-to address, bill-to address, invoice-sent-to address in the Purchase order

C

MM/F/PRC/PO/007 Ability to specify on order, shipment-from, bill-by/payment to be released, report-to (agents), etc. vendor address in PO

C

MM/F/PRC/PO/008 Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode of payment, etc./address to release the payment

C

MM/F/PRC/PO/009 Ability to capture inspection requirements, acceptance criteria, etc. in PO

C

MM/F/PRC/PO/010 Ability to specify packing, shipping, scheduling instruction against item for PO (if desired unit wise packing may be asked for)

C

MM/F/PRC/PO/011 Ability to record standard documents of latest version like Standard Terms and Conditions of Indigenous/Import procurement, PBG , Bankers List, EMD , BG for Adv, etc

C

MM/F/PRC/PO/012 Availability of multiple UOM for items for inventory and for placing order

E

MM/F/PRC/PO/013 Ability to support approval hierarchy for PO authorization based upon preconfigured criteria (also for repeat orders)

C

MM/F/PRC/PO/014 Ability to track the authorization status and generate alerts based on PO awaiting approval

E

MM/F/PRC/PO/015 Ability to modify the PO and resubmit for approval E MM/F/PRC/PO/016 Ability to consolidate multiple purchase requisitions into single PO for

the same vendor E

MM/F/PRC/PO/017 Ability to create multiple PO s from single requisitions for different vendors

E

MM/F/PRC/PO/018 Ability to split PO between vendors based on user defined parameters

E

MM/F/PRC/PO/019 Ability to distribute the costs for individual items in a PO to multiple accounts based on user defined distribution proportion to be charged to 'valid' accounts or project codes

E

MM/F/PRC/PO/020 Ability to display budget available for the purchase and generate alert if no budget is available or PO value exceeds budget during PO creation

E

MM/F/PRC/PO/021 Ability to refer to the type of procurement for an item during PO creation. The type of procurement for the item will be part of the item master data detailing whether the item : - Requires a material number

E





- Requires an account assignment (i.e. whether you are required to enter an account assignment category) - Needs to be kept in stock - Requires a goods receipt and/or invoice receipt etc

MM/F/PRC/PO/022 Ability to get the preferred vendor list for the items selected in the PO E MM/F/PRC/PO/023 Ability to refer to previously existing contracts with the selected

vendors while creating PO E

MM/F/PRC/PO/024 Ability to generate notification on request for vendor acknowledgement for a PO

E

MM/F/PRC/PO/025 Ability to record PO acknowledgement against the PO from vendors in the system

E

MM/F/PRC/PO/026 Ability to capture Purchase Order receipt/ Acceptance and Planned delivery date given by the vendor in the system.

E

MM/F/PRC/PO/027 Ability to follow up on the vendor for delivery by sending reminders/ risk & cost notice

E

MM/F/PRC/PO/028 Ability to amend Purchase Order with user's approval/ financial concurrence and approval of Competent Authority and to keep track of all past amendments.

E

MM/F/PRC/PO/029 Ability to attach documents and specifications to PO E MM/F/PRC/PO/030 Ability to record delivery and shipping information relating to a PO E MM/F/PRC/PO/031 Ability to record vendor performance data for deliveries against a PO

upon inspection E

MM/F/PRC/PO/032 Ability to enable three/ four way matching of PO, Goods Receipt, Quality Inspection Report and Invoice generated in the system

E

MM/F/PRC/PO/033 Ability to generate notifications to vendors based on overdue PO E MM/F/PRC/PO/034 Ability to release schedules against a Purchase order for staggered

delivery E

MM/F/PRC/PO/035 Ability to provide for taxes and duties for various/individual items in the Purchase order

E

MM/F/PRC/PO/036 Ability to record specific terms of trade or payment in a PO e.g. Payment Terms and Due Dates etc

E

MM/F/PRC/PO/037 Ability to record vendor discounts in the PO details E MM/F/PRC/PO/038 Ability to search and display previously created PO by vendor, item

code, PO number, MPR No, indent number E

MM/F/PRC/PO/039 Ability to generate alerts for PO about to become due to the originators

E

MM/F/PRC/PO/040 Ability to track PO due dates and produce generate report to E





originators on overdue Pos MM/F/PRC/PO/041 Ability to PO creation based on standard templates for regular

purchase items E

MM/F/PRC/PO/042 Ability to follow-up on the vendor for order delivery E MM/F/PRC/PO/043 Ability to display transactions history against the PO E MM/F/PRC/PO/044 Ability to automatically calculate LD based on PO terms E Reporting Requirements

MM/R/PRC/PO/001 Ability to generate report on purchase order history for an item C MM/R/PRC/PO/002 Ability to generate report on change history for a particular PO C MM/R/PRC/PO/003 Ability to generate reports on PO by user defined criteria e.g. PO

numbers, Vendors, Material numbers, originator, Area Offices C

MM/R/PRC/PO/004 Ability to generate report on POs due or overdue C MM/R/PRC/PO/005 Ability to generate report on PO outstanding payment history C MM/R/PRC/PO/006 Ability to generate report PO status C MM/R/PRC/PO/007 Ability to generate report on user defined exceptions on PO e.g.

delivery exceptions, payment exceptions etc C

Sub-Process Name Turnkey Procurement Functional Requirements

MM/F/PRC/TP/001 Ability to create Letter of Award (LoA) directly or with reference to a Bid/Tender document, a contract, purchase requisition, or another LoA

C

MM/F/PRC/TP/002 Ability to have the following as part of the LoA: - Assign LoA number both automatically and manually - requisition originators name and details as applicable - item details with document attachment options to enable viewing item details - text fields for user defined special instructions

C

MM/F/PRC/TP/003 Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode of payment, etc./address to release the payment

C

MM/F/PRC/TP/004 Ability to capture inspection requirements, acceptance criteria, etc. in LoA

C

MM/F/PRC/TP/005 Ability to record standard documents of latest version like Standard Terms and Conditions of Indigenous/Imported procurement, PBG , Bankers List, EMD , BG for Adv, etc

C





MM/F/PRC/TP/006 Ability to support approval hierarchy for LoA authorization based upon preconfigured criteria

C

MM/F/PRC/TP/007 Ability to track the authorization status and generate alerts based on LoA awaiting approval

E

MM/F/PRC/TP/008 Ability to display budget available for the project and generate alert if no budget is available or LoA value exceeds budget during LoA creation

E

MM/F/PRC/TP/009 Ability to refer to previously existing contracts with the selected vendors while creating LoA

E

MM/F/PRC/TP/010 Ability to generate notification on request for vendor acknowledgement for a LoA

E

MM/F/PRC/TP/011 Ability to record LoA acknowledgement against the LoA from vendors in the system

E

MM/F/PRC/TP/012 Ability to capture LoA receipt/ Acceptance and scheduled delivery date given by the vendor in the system.

E

MM/F/PRC/TP/013 Ability to follow up on the vendor for delivery by sending reminders/ risk & cost notice

E

MM/F/PRC/TP/014 Ability to amend LoA with user's approval/ financial concurrence and approval of Competent Authority and to keep track of all past amendments.

E

MM/F/PRC/TP/015 Ability to attach documents and specifications to LoA E MM/F/PRC/TP/016 Ability to record vendor performance data for deliveries against a LoA

upon inspection E

MM/F/PRC/TP/017 Ability to record specific terms of trade or payment in a LoA e.g. Payment Terms and Due Dates etc

E

MM/F/PRC/TP/018 Ability to search and display previously created LoA by vendor, LoA number, and other user defined parameters

E

MM/F/PRC/TP/019 Ability to display transactions history against the LoA E MM/F/PRC/TP/020 Ability to make detailed estimates for civil, mechanical, electrical,

instrumentation works, etc E

MM/F/PRC/TP/021 Ability to support multiple type/modes of tendering E MM/F/PRC/TP/022 Ability to create a schedule of rates for various service items that

would be used for all cost estimation for service procurement E

MM/F/PRC/TP/023 Ability to generate automatic alerts/ reminders when a contract is about to be expired or requires renewal

E

MM/F/PRC/TP/024 Ability to monitor the LoA execution with respect to time and cost budgeted vs. the time and cost left

E





MM/F/PRC/TP/025 Ability to calculate deviations in scope and time and levy penalties/ liquidated damages and deduct the same from final payment to Contractor

E

MM/F/PRC/TP/026 Ability to support different business rules and policies for each Contractor class/category and Contractor type

E

MM/F/PRC/TP/027 Ability to amend/cancel /off loading of contracts/ LoAs E MM/F/PRC/TP/028 Ability to track LoA wise performance guarantee, Bank guarantee

expiry dates E

MM/F/PRC/TP/029 Ability to track LoA history, search work orders by Contractors, nature of job, etc

E

MM/F/PRC/TP/030 Ability to record payment terms and actual payments made E MM/F/PRC/TP/031 Ability to link payment to the Contractor with the status of the contract

execution for real-time monitoring E

MM/F/PRC/TP/033 Ability to send alerts at defined period/ status for a contract when specified parameter value is reached

E


MM/R/PRC/TP/001 Ability to generate report on change history for a particular LoA C MM/R/PRC/TP/002 Ability to generate reports on LoA by user defined criteria e.g. LoA

numbers, Vendors, originator, etc C

MM/R/PRC/TP/003 Ability to generate report on LoAs due or overdue C MM/R/PRC/TP/004 Ability to generate report on LoA outstanding payment history C MM/R/PRC/TP/005 Ability to generate report on exceptions based on delivery slippages,

deviations and cost overruns C

MM/R/PRC/TP/006 Ability to generate report on LoA status C Sub-Process Name Service Procurement Functional Requirements

MM/F/PRC/SP/001 Ability to support procurement of services through recording details of list of service items, bill of services, estimated rates etc

C

MM/F/PRC/SP/002 Ability to make detailed estimates for civil, mechanical, electrical, instrumentation works, etc

C

MM/F/PRC/SP/003 Ability to revise estimates, if required, during the execution of the order

C

MM/F/PRC/SP/004 Ability to support multiple type/modes of tendering for service procurement like RFQ, direct PO etc

C





MM/F/PRC/SP/005 Ability to create a schedule of rates for various service items that would be used for all cost estimation for service procurement

C

MM/F/PRC/SP/006 Ability to create a service requisition/ proposal from an existing requisition

E

MM/F/PRC/SP/007 Ability to capture terms and conditions information for each contract proposal or Execution Order (EO, also referred as "Order" in WBSETCL)

E

MM/F/PRC/SP/008 Ability to direct the tender to the appropriate authority fund allocation/ approval as per defined hierarchy

E

MM/F/PRC/SP/009 Ability to generate Execution orders from the tender and the services chosen

E

MM/F/PRC/SP/010 Ability to create multiple execution orders from one requisition E MM/F/PRC/SP/011 Ability to compare the current offer with previous offers on another

Execution Order E

MM/F/PRC/SP/012 Ability to record execution order receipt confirmation from the vendor E MM/F/PRC/SP/013 Ability to generate unique execution order number E MM/F/PRC/SP/014 Ability to specify staggered job completion pattern E MM/F/PRC/SP/015 Ability to create a blanket execution order/ rate contracts with or

without quantity commitment and with or without schedule E

MM/F/PRC/SP/016 Ability to generate automatic alerts/ reminders when a contract is about to be expired or requires renewal

E

MM/F/PRC/SP/017 Ability to generate a work schedule for various activities along with service item number, description, completion date, status updation, etc.

E

MM/F/PRC/SP/018 Ability to monitor the order execution with respect to time and cost budgeted vs. the time and cost left

E

MM/F/PRC/SP/019 Ability to track whether payments are made to the workers by the Contractor as per the statutory requirements

E

MM/F/PRC/SP/020 Ability to record acceptance/ rejection/ partial acceptance of the service provided

E

MM/F/PRC/SP/021 Ability to monitor the order execution with respect to materials issued, payments made to the Contractor , materials returned by the Contractor

E

MM/F/PRC/SP/022 Ability to evaluate the Contractor performance based on pre-defined parameters, record and provide feedback

E

MM/F/PRC/SP/023 Ability to calculate deviations in scope and time and levy penalties/ liquidated damages and deduct the same from final payment to

E





Contractor MM/F/PRC/SP/024 Ability to provide a source list of various jobs with job codes and the

related list of vendors attached to it E

MM/F/PRC/SP/025 Ability to capture details like original bid reference, value of work, date of commencement, contract period (completion date), scope of work BOQ, statutory requirements GCC conditions, special conditions of contract, etc.

E

MM/F/PRC/SP/026 Ability to amend proposals and get on-line approvals for amendments

E

MM/F/PRC/SP/027 Ability to amend/cancel execution orders/off loading of contracts E MM/F/PRC/SP/028 Ability to track execution order wise performance guarantee, Bank

guarantee expiry dates E

MM/F/PRC/SP/029 Ability to track execution order history, search execution orders by Contractors, nature of job, etc

E

MM/F/PRC/SP/030 Ability to record payment terms and actual payments made E MM/F/PRC/SP/031 Ability to link material issues, returns against a execution order

(including recovery against Free Issue of Material not returned/used) with material reconciliation contract wise

E

MM/F/PRC/SP/032 Ability to track execution order status in terms of time and cost budgeted

E

MM/F/PRC/SP/033 Ability to track execution order wise material and manpower usage versus the budgeted quantity and highlight any deviations

E

MM/F/PRC/SP/034 Ability to link payment to the Contractor with the status of the contract execution for real-time monitoring

E

MM/F/PRC/SP/035 Ability to send alerts at defined period/ status for a contract when specified parameter value is reached

E


MM/R/PRC/SP/001 Ability to generate report on status of a service execution order C MM/R/PRC/SP/002 Ability to generate report on service execution orders for a

department C

MM/R/PRC/SP/003 Ability to generate report to evaluate vendor performance on user defined criteria

C

MM/R/PRC/SP/004 Ability to generate report on exceptions based on delivery slippages, deviations and cost overruns

C

MM/R/PRC/SP/005 Ability to generate reports on service procurement execution order status e.g. completed, vendor acknowledged

C





Sub-Process Name Contract Management Functional Requirements

MM/F/PRC/CM/001 Ability to support contracts both manually or automatically based on Bid/Tender document results and authorizations

C

MM/F/PRC/CM/002 Availability of contract templates for regular items based on previous contracts for efficient contract creation

C

MM/F/PRC/CM/003 Ability to integrate contract creation with other functionality like Bid/Tender document Vendor Management and PO management

C

MM/F/PRC/CM/004 Ability to define delivery schedule containing precise information on the delivery e.g. quantity ,dates as part of the contract

C

MM/F/PRC/CM/005 Ability to support approval workflow for contract management with authorization hierarchy for approval and release of contract based on predefined user criteria

E

MM/F/PRC/CM/006 Ability to generate alerts for contracts requiring approval to authorized users

E

MM/F/PRC/CM/007 Ability to request for authorization in the next hierarchy if there is no response on the approval request by preset time horizon

E

MM/F/PRC/CM/008 Ability to record and display the status of the contract i.e. awaiting approval, approved or rejected

E

MM/F/PRC/CM/009 Ability to reject the contract during authorization, record the reason for rejection and return to the originator through the workflow

E

MM/F/PRC/CM/010 Ability to assign vendors to the contract either manually or based on Bid/Tender document results

E

MM/F/PRC/CM/011 Ability to modify the contract and resubmit for approval E MM/F/PRC/CM/012 Ability to record contract related information like:

- Contract Number - Contract Type - Terms and Conditions of the Agreement - Expiry Date - Contract Value - Related Information/ Supporting documents

C

MM/F/PRC/CM/013 Ability to record all changes to the contract and track contract history E MM/F/PRC/CM/014 Ability to search and retrieve contract information including contracts

for materials or services that are no longer active E

MM/F/PRC/CM/015 Ability to attach documents e.g. specifications for contracts E MM/F/PRC/CM/016 Ability to generate alerts for contracts nearing expiry to trigger E





renewal process MM/F/PRC/CM/017 Ability to check the contract value with procurement budget for the

department C

MM/F/PRC/CM/018 Ability to request for vendor acknowledgement of the contract after sharing the contract with the vendor

E

MM/F/PRC/CM/019 Ability to record vendor acknowledgements to the contract E MM/F/PRC/CM/020 Ability to track the contracts which have not been acknowledged E MM/F/PRC/CM/021 Ability to track contract performance bank guarantees based on

vendor, contract, and PO E

MM/F/PRC/CM/022 Ability to generate alerts based on expiry of bank guarantees/warranty for items/Defect Liability period

E

MM/F/PRC/CM/023 Ability to generate extension letters by correlating the terms and conditions of the contract with the progress of work/contract

E

MM/F/PRC/CM/024 Ability to define WBSETCL and regulator specific rules to manage contracts

E


MM/R/PRC/CM/001 Ability to generate report on all changes made to a contract C MM/R/PRC/CM/002 Ability to generate report on contract status - approved, awaiting

approval, expired etc C

MM/R/PRC/CM/003 Ability to generate report on user defined criteria i.e. contract number, vendor, originator, authorizer, item etc

C

MM/R/PRC/CM/004 Ability to generate report based on expiry of contracts/warranty for items/Defect Liability period

C

MM/R/PRC/CM/005 Ability to generate report on vendor performance on contracted terms C MM/R/PRC/CM/006 Ability to view historical transactions for a contract C MM/R/PRC/CM/007 Ability to generate report on expected receiving date, payment date -

item wise for a give time horizon e.g. monthly, quarterly, annual basis C

MM/R/PRC/CM/008 Ability to generate consolidated report of contracted values per vendor over a time horizon

C

Reporting Requirements (Applicable for all the Sub-Processes above)

General

MM/R/GL/001 Ability to generate reports confirming to Regulatory, Technical, etc. requirements

C





MM/R/GL/002 Ability to incorporate process flow and reporting requirement as per revised Material Budgeting Policy adopted by WBSETCL (applicable to Inventory core process only)

C

MM/R/GL/003 Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators

C

MM/R/GL/004 Ability to meet process/reporting requirements of approved documents like Procurement Policy and Procedures, etc.

C

MM/R/GL/005 Ability to have interface with other ERP modules and legacy systems (if any)

C



8.4 Financial Management



Business Process Financial Management Financial Management Process consists of the following core

processes - General Ledger - Accounts Receivable - Accounts Payable - Cash Management/ Treasury - Budgeting/ Analysis - Costing and Financial Control - Fixed Asset Accounting

Core Process General Ledger/ Schedule Functional Requirements

Sub-Process Name Manage Ledger Relationships FM/F/GL/MLR/001 Ability to provide the facility to have multiple, independent general

ledgers/ schedules C

FM/F/GL/MLR/002 Ability to allow information to be consolidated within and across general ledgers for (month end) reporting purposes

C

FM/F/GL/MLR/003 Ability for each General Ledger (GL) to be capable of supporting and be fully integrated with sales, purchase, stock and management accounting ledgers and cashbook

C

FM/F/GL/MLR/004 Ability of each sub-ledger to relate to a separate control account in the general ledger

C

FM/F/GL/MLR/005 Ability to open Memorandum Accounts for recording non-financial information

C

FM/F/GL/MLR/006 Ability of automatic posting (Postings to sub-ledgers should result in automatic postings to the control accounts in the general ledger)

C

Sub-Process Name Manage Calendar FM/F/GL/MC/001 Define calendar based on organisations accounting and reporting

requirements C

FM/F/GL/MC/002 Facility to open multiple accounting periods i.e. open the next accounting period before closing the current accounting period

C

FM/F/GL/MC/003 Ability to close an accounting period to prevent any entries in that period

C

FM/F/GL/MC/004 Ability to control users to access past period for adjustments (e.g. C





to reopen a period that has been closed). Sub-Process Name Manage Chart of Accounts FM/F/GL/MCA/001 Flexibility to accommodate current and any proposed chart of

accounts structure and corporate/field organization structure C

FM/F/GL/MCA/002 Ability to provide facility to define and relate the following logical grouping structure and numbering convention to the chart of accounts: - Entities - Corporate - Core-business/ Non-core business - Zone/ Area Office/ Departments - Project FZO / Camp Office - Voltage - Project - Activity - Cost Element

C

FM/F/GL/MCA/003 Ability to record the following information for each account code: - Entities - Corporate - Core-business/ Non-core business - Zone/ Area Office/ Departments - Expense/ Income - Department - Type of Billing - Projects - Any other related field

C

FM/F/GL/MCA/004 Ability to transfer account from one office to another in case of change of area, for e.g., if a subArea Office is moved from one Area Office to another

C

FM/F/GL/MCA/005 Option to have centralized or de-centralized account maintenance of chart of account value

C

FM/F/GL/MCA/006 Ability to have parent-child hierarchy in chart of account values. Addition /deletion of any account code should be restricted.

C

FM/F/GL/MCA/007 Ability to provide facility to amend and delete the entities (e.g.: department, Area Office) and its relationship

C

FM/F/GL/MCA/008 Capture short as well as long description of accounts C FM/F/GL/MCA/009 Ability to manage Multiple foreign currency transactions C Sub-Process Name Manage GL Account Enquiry FM/F/GL/MGAE/001 Ability to display GL account balance in multiple views as follows: C





- Statutory - Responsibility (e.g. Cost centre, Area Office/departmental reporting) - Geographical

FM/F/GL/MGAE/002 Ability to hold balances for multiple ledger types such as: - Actual - Budgeted - Forecast - Taxation

C

FM/F/GL/MGAE/003 Ability to allow enquiry by: - account codes and names - wild search - specific range of period, year and month - batch entry number

C

FM/F/GL/MGAE/004 Capability of the system to display: - online at least 5 years of history for account balances and posted transactions - account activity including opening balance, movement for the period, closing balance and year to date balance - breakdown of balances by drilling down to source document - GL account master data - ability to store balances for future years

C

Sub-Process Name Manage GL Master Data FM/F/GL/MGMD/001 Ability to maintain the following master data records to store control

information on how postings done into the general ledger account: - - Name of the account - Description - Type of account (e.g. revenue/asset) - Tax posting - Reconciliation account in nature (e.g. Debtors' Control account) - Level of transaction details to be maintained within the GL Account - Alternative account number to store WBSETCL existing GL account (easier for user to search new account code) - Automatic posting to prevent manual posting to accounts (e.g.: - Accounts Receivable, Account Payable)

C





FM/F/GL/MGMD/002 Ability to create GL master data in hierarchy E FM/F/GL/MGMD/003 Ability to

- Copy accounts between entities. - Automatically renumber account codes. - Closed accounts - block/ mark for deletion. - Add accounts. - Delete accounts. - Change description of accounts.

C

FM/F/GL/MGMD/004 Provide facility for mass creation of GL accounts that includes: - Copying entire chart using another chart of accounts as reference. - Copying single account. - Copying multiple accounts - Performing data transfer using program for GL account master data from legacy system - Allowing deletion of inactive accounts or accounts with no outstanding balance.

C

FM/F/GL/MGMD/005 Ability to:- - Assign an activity status to accounts (e.g. - active/inactive) - Retrieve an account master record via account alias

E

FM/F/GL/MGMD/006 Ability to immediately put across the electronic notification to relevant users after creation or change of master data.

C

FM/F/GL/MGMD/007 Ability to provide audit trail to log the creation, amendments and deletion of each GL account code.

C

FM/F/GL/MGMD/008 Ability to control creations, amendments and deletion of GL Master data by user-defined authorization.

C

Sub-Process Name Manage GL Transaction Posting FM/F/GL/MGTP/001 Ability to enter journal entries manually or interface journals from

non-ERP applications, either individually or in batch. The information contained in a journal should include the following sub-levels: - Header Level anticipated transactions are for voucher series, transaction reference and accounting period. - Line level transactions will include account code, debit/credit amounts and analysis codes.

C

FM/F/GL/MGTP/002 Ability to search account code, account name or responsible area during posting of documents

C





FM/F/GL/MGTP/003 Ability to provide facility of Look up accounts number and descriptions during journal entry

C

FM/F/GL/MGTP/004 Ability to electronically route journal for approval to an authorised user before posting to the general ledger. If rejected, the journal should be automatically routed back to the originator for correction.

D

FM/F/GL/MGTP/005 Alert for action for vouchers pending at different level E FM/F/GL/MGTP/006 Ability to assign unique number to journal entry C FM/F/GL/MGTP/007 Ability of the system to support the following types of journal -

- Accrual journals, which automatically reverse themselves in the following accounting period. - Skeleton journals where the bulk of information is pre-coded, only the date and amount to be entered. - Recurring journals which are similar to skeleton journals but with the values pre-entered, though capable of modification.

C

FM/F/GL/MGTP/008 Ability to post allocation journals with user-definable rules (e.g.: apportionment of expenditure)

C

FM/F/GL/MGTP/009 Ability to restrict access to certain accounts by user-defined groups.

C

FM/F/GL/MGTP/010 Ability to control journal posting function by user-defined authorization

C

FM/F/GL/MGTP/011 Ability to provide function to reverse documentation-individual or in mass, after posting by reference document number

E

FM/F/GL/MGTP/012 Ability to post to a future and prior period by authorised users C FM/F/GL/MGTP/013 Ability to suspend and resume, at a later time, entry of journal that

are incomplete or imbalance C

FM/F/GL/MGTP/014 Ability to prevent posting to control accounts of subsidiary ledger C FM/F/GL/MGTP/015 Ability to update on-line with real time update C FM/F/GL/MGTP/016 Ability to provide facility to:

- Allow storing (park) incomplete documents without carrying out extensive entry checks. - Specify templates to capture details of recurring transactions (e.g.: - fixed prepayments and accruals) - Allow amendment or deletion to recurring transactions prior to posting - Perform the posting automatically according to user-defined specification

C

FM/F/GL/MGTP/017 Ability to allow for multiple accounting entries (debits and/ or C





credits) for each transaction type FM/F/GL/MGTP/018 Ability to provide running total of debit/credit amount C FM/F/GL/MGTP/019 Ability to provide running total of transactions in each batch C FM/F/GL/MGTP/020 Ability to perform batch processing as follows:

- Update by batch mode while other users are still active in the system - Provide exception report for batch update - Post through overnight batch - Provide information on batch status (e.g.:- posted, processing, error) - Automatically assign document or batch number after journals are posted - Provide a journal edit listing on screen and printed. The information should contain but should not be limited to the following: * Batch Number, Journal Posting date, Journal Creation date, journal type, source of journal, journal text, G/L account code, G/L account name and description, debit/credit amount, batch total and number of transactions.

C

FM/F/GL/MGTP/021 Ability to request for authorization of transaction exceeding maximum or transaction limits by user-defined authority

C

FM/F/GL/MGTP/022 Ability to ensure that all necessary postings from various other modules are posted to the ledger before starting the closing run

C

FM/F/GL/MGTP/023 Ability to automatically generate the provisions for administrative expenses, materials/services received but invoice not received

C

FM/F/GL/MGTP/024 Ability to automatically carry forward balances at the end of the year to the balance sheet and reset all profit and loss account

C

FM/F/GL/MGTP/025 Ability to prevent inactive accounts from appearing on reports and financial statements

C

FM/F/GL/MGTP/026 Ability of auto alert for odd-balances (debit/credit) C FM/F/GL/MGTP/027 Ability to integrate with payroll C Sub-Process Name Manage Inter-office transactions FM/F/GL/MIOT/001 Ability to provide an electronic platform for units to record inter-unit

transactions, with provision to view scanned documents C

FM/F/GL/MIOT/002 Automatic alerts/reminders in inter-unit accounting recipient unit that an entry pertaining to the unit has been made

C





FM/F/GL/MIOT/003 Ability to provide for electronic acceptance or rejection of inter-unit accounting by the recipient unit with provision for comments

C

FM/F/GL/MIOT/004 Ability to generate a report of pending, responded and unresponded Inter Unit Transfers (IUTs)

C

FM/F/GL/MIOT/005 Ability to automatically create relevant accounting entries at both units on acceptance of the inter-unit accounting by the recipient unit

C

Sub-Process Name Manage Accounting Year-end Closing FM/F/GL/MAYC/001 Ability to perform unlimited closing cycles C FM/F/GL/MAYC/002 Ability to perform month-end (soft closing) and year-end closing. C FM/F/GL/MAYC/003 Ability to automatically, at period end:

- Post accruals - Reclassify credit and debit balances for reporting purposes

C

FM/F/GL/MAYC/004 Ability to automatically update the closing balance of the previous period and opening balance of the current period with prior period transaction postings for all ledger balances. (e.g.: - actual, budget)

C

FM/F/GL/MAYC/005 Ability to automatically initiate a new financial year C FM/F/GL/MAYC/006 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

C

FM/F/GL/MAYC/007 Ability to process the following types of transactions: - Current period transactions in the current period - Prior year transactions for the previous accounting period posted in the current period

C

Sub-Process Name Manage Consolidation FM/F/GL/MLC/001 Ability to allow for user-defined rules to facilitate consolidation for

similar and dissimilar chart of accounts C

FM/F/GL/MLC/002 Facility to make adjustment/provision entries to the consolidated Trial Balance without impacting individual unit's Trial Balance

C

FM/F/GL/MLC/003 Facility to re-run consolidation multiple times after making adjustments to the unit's accounts

C

FM/F/GL/MLC/004 Ability to : - Consolidate at multi levels - Consolidate actual and budget at balance sheet, profit/ loss account, cash flow statement, expenses and revenue account levels - Automate generation of elimination transactions

C





- Automatic generation of inter Office/ Department balances FM/F/GL/MLC/005 Facility to change consolidation logic from time to time C Sub-Process Name Manage Year-end Reporting FM/R/GL/MYR/001 Ability to produce the following financial reports in multiple levels

(e.g. whole organization, reporting units such as Area Office, zones, departments) and for a user-defined period (for the month, year to date), but should not limited to: - Profit and loss account - Analysis of Profit and Loss account - Analysis of operating expenses - Balance sheet - Analysis of Balance Sheet - Trial Balance - Cash flow and Funds flow statement - Notes to the financial accounts (account breakdowns)

C

FM/R/GL/MYR/002 Provide flexible Report Writer with the following minimum features: - Specify the format and layout of reports - Summarize and total the information to be reported - Select records to be included in the report - Select details from each record to be included - Perform arithmetic calculation on the information selected or totals - Ability to add narrative comments to reports - Ability to show financial data in thousands, millions etc. without creating rounding problem - Store the report format for later use - Produce reports in graphical form for presentation purposes.

C

FM/R/GL/MYR/003 Ability to split schedules into multiple sub schedules C FM/R/GL/MYR/004 Ability to produce user defined TDS, CENVAT, Service Tax,

Income Tax etc. statutory Reports E

FM/R/GL/MYR/005 Ability to compare actual data to budgeted data and/ or budgeted data to actual data in: - Annually, - Semi-annually, - Quarterly, and - Monthly

E

FM/R/GL/MYR/006 Ability to export reports to standard PC applications (e.g. Excel E





spreadsheet, .txt/.csv format) FM/R/GL/MYR/007 Ability to automatically carry forward closing balances of a

particular financial year to opening balance of the current year, with user defined control and authorisation

C

FM/R/GL/MYR/008 Ability to create multiple versions of financial statement report and ability to customise reports as required by the user

E

FM/R/GL/MYR/009 Ability to generate comparative statements for various periods as defined by the user

E

FM/R/GL/MYR/010 Ability to print various reports as required by users and management

E

FM/R/GL/MYR/011 Ability to support computation of various financial ratios as defined by users and ability to compare the same with the previous year and year to date

E

FM/R/GL/MYR/012 Ability to circulate the details required from various users across the organisation from ERP/Non-ERP databases for the purpose of accounts closing/auditing and also ability to receive information in response to the said circular and automatically generate accounting entries and MIS

E

FM/R/GL/MYR/013 Ability to track Government Audit Comments and replies thereto with facilities to maintain additional relevant details and string search facility

D

FM/R/GL/MYR/014 Ability to maintain Contingent Liability register E FM/R/GL/MYR/015 Transaction listing

-By Account -By Date -By Voucher Number -By Voucher series -By User Should

C

FM/R/GL/MYR/016 Allow for generating financial statements at the following levels -For Corporate Office -Across Area Office/ zone offices -Across cost centres - Across departments

C

FM/R/GL/MYR/017 Should provide for generating financial statements as per Schedule VI requirements

C

FM/R/GL/MYR/018 Ability to comply with all tax related statutory requirements in force in India and applicable to the company and the system should be upgraded with the latest tax laws on a regular basis before the

C





amendments to tax laws come into force FM/R/GL/MYR/019 Ability to generate all statutory reports applicable to the company

as per prevailing laws C

FM/R/GL/MYR/020 Ability to comply with all future statutory requirements like IFRS, GST, etc. as and when it is applicable to WBSETCL

C

Core Process Accounts Receivable Functional Requirements

Sub-Process Name Manage Integration with General Ledger FM/F/AR/MCM/001 Ability to fully integrate account receivables to the general ledger

and the cash book and to allow transactional entries for customer invoices/bills, adjustment journals, collections and employee related bills

C

FM/F/AR/MCM/002 Ability to block the posting or trigger warning if update is made to a finalized account

C

FM/F/AR/MCM/003 Ability to restrict access to master record to unauthorised changes from being made

C

FM/F/AR/MCM/004 Ability to set default values when posting items to the account. e.g.: the term of the payment specified in the customer master data are defaulted during the document entry

E

FM/F/AR/MCM/005 Ability to set default interest rate or surcharge C Sub-Process Name Manage Receivable Processing FM/F/AR/MRP/001 Ability to provide audit trail for source of invoice E FM/F/AR/MRP/002 Ability to generate periodic billing reports based on different

parameters and consolidated report on total receivables at any point of time

E

FM/F/AR/MRP/003 Ability to create debit and credit memos into customer account E FM/F/AR/MRP/004 Ability to reference multiple invoices in single debit/ credit memos E FM/F/AR/MRP/005 Ability to automatically link receivables posted to the general ledger

by on-line/batch processing C

FM/F/AR/MRP/006 Ability to provide recording non-sales related receivables like borrowings, deposits, sale of investment, sale of assets, outstanding receivables considering payment terms, inter bank transfers, rent from quarters, selling of tender forms, advertisements etc.

C

FM/F/AR/MRP/007 Ability to link with payment gateway E





Sub-Process Name Manage Incoming Payments FM/F/AR/MIP/001 Ability to: -

Accept various payment methods - cheque, bank draft etc. - Bank transfer - Offset with other expense or GL account

C

FM/F/AR/MIP/002 Ability to automatically link incoming payment posted to the general ledger by:- - On-line processing - Batch processing

C

FM/F/AR/MIP/003 Ability to display incoming payment details and produce incoming payment reports on demand from the system - - By customer amount - By collection date - By method of payment - By location - By type of payment

E

FM/F/AR/MIP/004 Ability to refund the customer and automatically post the refund to the customer account

C

FM/F/AR/MIP/005 Ability to refund to the customer using various payment methods such as: - Cash - Cheque - Bank Transfer

C

FM/F/AR/MIP/006 Ability to over ride the payment method proposed by the system in exceptional cases

C

FM/F/AR/MIP/007 Ability to print petty cash or payment voucher, cheque and refund statement from the system

E

FM/F/AR/MIP/008 Ability to post refund transaction automatically to general ledger C Sub-Process Name Manage Dishonoured Cheque Processing FM/F/AR/MDCP/001 Ability to manage:

- Post adjustment into the customer account. e.g.: reverse the original payment transaction to reinstate the original debt - import dishonoured cheque details in an electronic media supplied by the bank

C





FM/F/AR/MDCP/002 Ability to capture reasons for dishonour of a cheque and maintain customer's payment default history

E

FM/F/AR/MDCP/003 Ability to charge penalty to the customer account based on user-defined conditions

C

FM/F/AR/MDCP/004 Ability to re-charge penalty imposed by bank to the customer account (if any)

C

FM/F/AR/MDCP/005 Ability to reverse payment posting from the general ledger automatically

C

Core Process Accounts Payable Functional Requirements Sub-Process Name Manage Vendor Master Data FM/F/AP/MVMD/001 Ability to capture the following information, but should not be

limited to :- - Vendor account number, vendor type (SME/ non-SME; etc), vendor name, address, fax, telephone, email, contact person, payment terms, payment methods, payment charges to be recovered, vendor bank details, paying bank details, sales tax number, PAN/ TAN number, payment location and payment lead time

C

FM/F/AP/MVMD/002 Flexibility to provide account numbers: - Automatically - Manually upon creation of a new vendor account

C

FM/F/AP/MVMD/003 Ability to allow for the incorporation of a check digit as a security feature to ensure accuracy of data entry

C

FM/F/AP/MVMD/004 Ability to control the creation and change of vendor master data according to user security status

C

FM/F/AP/MVMD/005 Ability to allow for specified fields in the master data to be made mandatory or optional entry

C

FM/F/AP/MVMD/006 Ability to perform a consistency/ outstanding amount check on the account balance based on user defined specification before account is marked for deletion

C

FM/F/AP/MVMD/007 Ability to restrict access to master record to unauthorized changes from being made

C

FM/F/AP/MVMD/008 Ability to set default values when posting items to the account. e.g.: the term of the payment specified in the vendor master data are

E





defaulted in during document entry FM/F/AP/MVMD/009 Ability to block from posting or trigger warning if update is made to

a finalized account C

FM/F/AP/MVMD/010 Ability to print vendor master data and select by new account, vendor account, status

C

FM/F/AP/MVMD/011 Ability to provide setting up of "infrequent vendors" account for processing transactions for rarely used vendors so as to obviate the need to set up individual master file records

D

FM/F/AP/MVMD/012 Ability to provide a list of the blacklisted vendors so that they are debarred for any future transactions

C

Sub-Process Name Manage Payable Processing FM/F/AP/MPP/001 Flexible to record payable:

- Automatically record payable entry from other system such as procurement module - Manually (direct record by the user)

C

FM/F/AP/MPP/002 Ability to provide audit trail for source of invoice C FM/F/AP/MPP/003 Ability to provide invoice register facility by which the invoices could

be logged prior to entry into the ledgers C

FM/F/AP/MPP/004 Ability of the system to provide processing of following payables - Against purchase order/ contract only - Against purchase order/ contract only with a goods receipt note/ service receipt note - Ability to automatically generate debit/ credit memos based on PO, GRN, Quality, Inspections and acceptance tests as per WBSETCL purchase regulation norms

C

FM/F/AP/MPP/005 Ability of the system to provide collation of purchase orders in the invoice register by PO order type like material PO, Central PO, Local PO, etc. or collation on PO value, location of raising PO and master plan wherever applicable

E

FM/F/AP/MPP/006 Ability to capture the following information, but should not be limited to:- - Vendor code, Internal transaction reference, vendor transaction reference, transaction date, due date for payment calculated by the system from the payment terms, posting period, transaction value, order value to which the invoice relates, narrative for purchase ledger entry and multiple tax codes, multiple tax values , TDS, CENVAT, Service Tax details, State/Outside state purchase

C





- General ledger account code, ledger narrative, value, debit credit indicator and analysis code

FM/F/AP/MPP/007 Ability to provide manual entry for non-material related expenses C FM/F/AP/MPP/008 Ability to provide facility for entering invoices for prepaid expenses

and apportion the amount between prepaid accounts on periodic basis

C

FM/F/AP/MPP/009 Ability to provide facility for entering invoices pertaining to prior periods

C

FM/F/AP/MPP/010 Ability to produce payable reports on demand within the system (but should not be limited to): - By invoice date - By vendor type - By zone/ Area Office

E

FM/F/AP/MPP/011 Ability to trigger a warning if invoice amount exceeds balance of operating expenditure budget

E

FM/F/AP/MPP/012 Ability to block posting if invoice amount exceeds balance of capital expenditure budget

C

FM/F/AP/MPP/013 Ability to park document before posting in order to verify the correctness and completeness of data

C

FM/F/AP/MPP/014 Ability to create debit and credit memos into vendor account C FM/F/AP/MPP/015 Ability to reference multiple invoices in single debit/ credit memos C FM/F/AP/MPP/016 Ability to post retention request into vendor account E FM/F/AP/MPP/017 Ability to perform:

- Refund retention to the vendor and automatically post the refund to the vendor account - Automatically offset retention paid up against the balance outstanding of vendor account

C

FM/F/AP/MPP/018 Ability to refund to the vendor using various payment methods such as: - Cash - Cheque - Bank Transfer

C

FM/F/AP/MPP/019 Ability to provide functions to block for payment C FM/F/AP/MPP/020 Ability to manage direct payment to vendors by 3rd parties like

lenders and posting related accounting entries C

FM/F/AP/MPP/021 Ability to comply with all TDS related requirements C FM/F/AP/MPP/022 Ability to trigger automatic alerts prior to due dates of statutory C





requirements like tax payments/ return filings etc. Sub-Process Name Manage Payment Processing FM/F/AP/MPPN/001 Ability to create a proposed payment list by determining:-

- Item to be paid - items to be paid are selected and grouped for payments based on user-defined rules - Payment amount - based on user needs (e.g.: due date of the items) - To whom the payment is made - by specifying the payee - Payment Method - based on the payment method (e.g.: cash/cheque/ Third Party) according to the rules defined by the user - Payment through - the payment is made - based on the specified bank and a bank account for the payment

C

FM/F/AP/MPPN/002 Ability to make payment via methods such as: - Cash - Cheque - manual and pre-printed - Direct payment by 3rd Parties like lenders - Bank transfers/ Electronic Fund Transfer - Foreign currency

C

FM/F/AP/MPPN/003 Ability to specify a minimum and a maximum amount for a single payment in order to identify the payment method to be selected by the payment program

E

FM/F/AP/MPPN/004 Ability to over-write minimum and maximum value range and specify another payment method during the payment run

E

FM/F/AP/MPPN/005 Ability to generate recurring payment voucher C FM/F/AP/MPPN/006 Ability to capture the recurring payment information:-

- Name of the vendor - Invoice number - Recurring number - Accounting information - Start and end payment date - Frequency of payment indicator to identify the frequency of the recurring payment (e.g.:- weekly, monthly, quarterly, biannually, annually)

E

FM/F/AP/MPPN/007 Ability to allow recurring payment to be deleted or edited within its period of payment

C

FM/F/AP/MPPN/008 Ability to make payment in foreign currency:- E





- Specify the bank account to which the payment is made from - Specify whether it is possible to use the payment method to pay in foreign currency - Specify particular currencies per payment

FM/F/AP/MPPN/009 Ability to make payment with invoices automatically using user-definable rules such as: - By oldest invoice - By specific invoice

E

FM/F/AP/MPPN/010 Ability to match single payment with multiple invoices C FM/F/AP/MPPN/011 Ability to make partial payments C FM/F/AP/MPPN/012 Ability to print the vendor name on cheque for payment of

miscellaneous invoice, where vendor records have not been created

D

FM/F/AP/MPPN/013 Ability to change payment methods or banks, payee, block items or cancel payment blocks

E

FM/F/AP/MPPN/014 Ability to display changes made and by whom C FM/F/AP/MPPN/015 Ability to allow invoices to be released for payment prior to due

date as per user defined authorisation C

FM/F/AP/MPPN/016 Ability to display or print exception listing. The exception listing should contain blocked items and all outstanding items which the payment program did not propose for payment (items that could not be settled despite being due)

C

FM/F/AP/MPPN/017 Ability to divide the task of editing the payment proposal between various users and enable several users to edit large payment runs at the same time

C

FM/F/AP/MPPN/018 Ability to perform payment approval functions to enable certain payments to have prior approval

C

FM/F/AP/MPPN/019 Ability to request for authorisation of transaction exceeding maximum or transaction limits by user-defined authorities

C

FM/F/AP/MPPN/020 Ability to :- - Carry out payment using the proposal list that has been approved - Create the payment documents and prepare data for printing the forms, payment advice notes, payment summaries or creating tape or disk

E

FM/F/AP/MPPN/021 Ability to print cheque online and perform the following functions:- - Define void reasons (used during test print, page overflow and other user-defined reasons such as printed incorrectly, unusable)

E





- Determine the next free cheque number and store the allocation of payment document number to cheque number

FM/F/AP/MPPN/022 Ability to provide facility to print and reprint payment voucher together with cheque

D

FM/F/AP/MPPN/023 Ability to mark the reprint copy with the word 'DUPLICATE'. The payment voucher should include vendor invoice number, cheque number, addresses and other user-defined information

C

FM/F/AP/MPPN/024 Ability to provide feature to cancel payments and cheques C FM/F/AP/MPPN/025 Ability to provide access to payment cancellation information based

on user defined selection criteria and print report on cancelled cheques

D

FM/F/AP/MPPN/026 Ability to provide full audit trails for cancelled cheques and payment vouchers

C

FM/F/AP/MPPN/027 Ability to split payment to more than one payee (e.g.:- payment involving withholding tax)

C

FM/F/AP/MPPN/028 Ability to automatically clear items based on user criteria after payment has been made:- - By account - By document number

C

FM/F/AP/MPPN/029 Ability to post payments for update to the Vendor Account E FM/F/AP/MPPN/030 Ability to automatically post to general ledger:

- Cash discounts received - Gains or losses from underpayment or overpayment - TDS/ CENVAT/ Service Tax - Bank Charges - Gains or losses from exchange rate differences

C

FM/F/AP/MPPN/031 Ability to provide the facility to offset balances of vendor accounts in AP with balance of customer accounts in AR (for vendors who are also customers)

C

FM/F/AP/MPPN/032 Ability to provide access to projected cash requirement information based on selected items to notify head office of funds required to be transferred to the paying account

D

FM/F/AP/MPPN/033 Ability to print TDS certificates and print CENVAT, Service Tax, Income Tax and TDS report compliant with regulations, and in file-formats which support e-filing

C

Sub-Process Name Manage Document Posting FM/F/AP/MDP/001 Ability to post transactions such as debit and credit memos into C





vendor account FM/F/AP/MDP/002 Ability to identify the transaction via document number series or

document type C

FM/F/AP/MDP/003 Ability to provide facility for: - Automatic numbering of documents - Allow for multiple document series

C

FM/F/AP/MDP/004 Ability to update to the vendor accounts with the following transactions: - Transfer from one vendor account to another - Miscellaneous debit/credit memo for adjustment

C

FM/F/AP/MDP/005 Ability to automatically update the corresponding account codes in the general ledger after posting to the individual vendor account in the sub ledger

C

FM/F/AP/MDP/006 Ability to provide for automatic integration with cash book, general ledger, bank ledger, penalties/ LD account, purchasing, Material management system, TDS account, expense accounts

C

FM/F/AP/MDP/007 Ability of the system to support multi-location payments. Payments through multiple subArea Offices and Area Offices and zones

C

FM/F/AP/MDP/008 Ability to credit all payments first to the bank Clearing Account. Post confirmation from the bank the same will be updated to the books

C

FM/F/AP/MDP/009 Ability of the system to maintain cumulative register of cheques and to generate the cheque register print immediately after printing the cheque

E

Sub-Process Name Manage Vendor Account Enquiry FM/F/AP/MVAE/001 Ability to view the account balances:-

- In summary(opening balance, transaction per posting period and closing balances) - By line items (drill down from summary) - Drill down to document detail (e.g. purchase requisition, purchase order, invoice, expected delivery date)

C

FM/F/AP/MVAE/002 Ability to perform various display functions within a vendor account such as search, sort, display additional details (e.g. vendor master information), total, view by currency, obtain total purchase per posting period etc.

E

FM/F/AP/MVAE/003 Ability to display cheque payment information on-screen based on cheque number or payment document number. The information

E





includes: - Details of cheque recipient - Details of the cheque issuer - Corresponding payment and invoice documents

FM/F/AP/MVAE/004 Ability to provide online enquiry capability to vendor information via user defined selection and sorting criteria (e.g. all vendors that are on hold)

D

Sub-Process Name Manage Accounts Payable Reporting FM/R/AP/MAPR/001 Ability to:

- select reports - edit reports (create/change/display) - export reports to a different systems - download data to spreadsheets (e.g. Excel) - generate reports one at a time, multiple reports at a time, ad hoc and regular reports together - generate reports at on-line basis - generate reports in background - generate reports via batch - allow creation of user-defined reports without need for technical skills - perform calculations (e.g. totalling, percentage) - schedule for specific dates, the generation of these evaluations on a regular basis - restrict report selection based on security of database, organisation structure

C

FM/R/AP/MAPR/002 Ability to produce the following payable reports, but should not be restricted to: - Invoices selected for payment by period, bank, payment method - List of approved invoices - List of cheques printed by cheque number and date - List of vendors with vendor master details - AP Liabilities Listing - Invoices under retention - List of inactive vendors - Outstanding Cheques which are overdue - List of cancelled and void cheques - Details of unpaid invoices (payment proposal exception listing)

C





- List of realised and unrealised gains/ losses - Number of invoices and vendors processed within a payment run - Vendor aging report

FM/R/AP/MAPR/003 Ability to provide user defined CENVAT, Service Tax, Income Tax, TDS and other statutory reports

C

FM/R/AP/MAPR/004 Ability to produce vendor payment history including: - Payment by vendor - Payment by period for the current and prior year - Total paid by year - Total cumulative payments - Date, amount and cheque number last paid

C

FM/R/AP/MAPR/005 Ability to electronically route the reports to allow users to review reports

E

FM/R/AP/MAPR/006 Ability to provide facility to present report in graphs within the system

D

FM/R/AP/MAPR/007 Ability to preview report before printing E Core Process Cash Management/ Treasury Functional Requirements

Sub-Process Name General Function Ability to monitor payment flows and safeguard liquidity Sub-Process Name Manage Cash Book FM/F/CM/MCB/001 Ability of the cash book to receive automatic postings from the

accounts payable and accounts receivables together with manual postings of other payments and receipts

C

FM/F/CM/MCB/002 Ability to have integration with General Ledger. Posting will update specified general ledger accounts and general ledger cash book balances

C

FM/F/CM/MCB/003 Ability to generate daily incoming report and daily outgoing report C FM/F/CM/MCB/004 Ability to generate daily/ weekly/ monthly cash flow report C FM/F/CM/MCB/005 Ability to provide daily balances from the Cash Book C Sub-Process Name Manage Inter Unit Accounting FM/F/CM/MIUA/001 Ability of the system to maintain the funds released to the units by

the expense heads and automatically post the ledger entries against inter unit account

C

FM/F/CM/MIUA/002 Ability to generate the advise for the unit to pass the journal entry C





to reverse the inter-unit account post receipt of funds Sub-Process Name Manage Bank Reconciliation FM/F/CM/MBR/001 Ability to integrate bank reconciliation system with the payment

recording modules to eliminate any duplicate data entry C

FM/F/CM/MBR/002 Ability to enter bank statement details:- - manually - by electronic means to match bank transaction information with receipts and payments in the system to produce an electronic bank reconciliation

C

FM/F/CM/MBR/003 Ability to record bank statement transactions including:- - bank and other charges - interest received or paid - electronic fund transfers - periodic payments - dishonoured cheques (incoming/ outgoing)

C

FM/F/CM/MBR/004 Ability to automatically generate postings into the general ledger for outgoing cheques/ transfers as follows: - - cleared cheque/ bank transfer data delivered by the bank to generate the clearing entries

C

FM/F/CM/MBR/005 Ability to automatically generate postings into the general ledger for incoming cheques/ transfers as follows:- - Bank transfers and cheques received/ banked in to generate the clearing entries

C

FM/F/CM/MBR/006 Ability to print cheque deposit and bank transfer listing C FM/F/CM/MBR/007 Ability to post incoming cheques individually or in batch C FM/F/CM/MBR/008 Ability to provide function to overview cheque deposit processing

status online E

FM/F/CM/MBR/009 Ability to:- - record stop payment of cheques - enable the matching of multiple receipts in the system with a single receipt transaction on the bank statement

E

FM/F/CM/MBR/010 Ability to allow for short term planning from sources affecting the cash position. This includes:- - Bank balances - Maturing deposits and loans - Notified incoming payments posted to the bank accounts - Incoming payments (e.g.. cheques) with a value date

D





- Outgoing cheques posted to the bank clearing account - Post dated cheques

FM/F/CM/MBR/011 Ability to:- - Allow update of bank balance by bank accounts - Group bank accounts in a logical hierarchy by the type of account - Display bank accounts by group or in more details by bank accounts via drill down

D

FM/F/CM/MBR/012 The system should automatically reverse items outstanding for more than six months upon approval

E

FM/F/CM/MBR/013 Cheque register The system will maintain records of all cheques

E

FM/F/CM/MBR/014 Cash Register The system will maintain details of all cash

E

Sub-Process Name Cash Management for Payment Accounts FM/F/CM/MCMPA/001 Ability to forecast cash outflow based on:

- Liabilities from account payable and borrowings, payroll due within a user specified period - User defined level. For example, at HO (e.g. centralized) for Area Office or zone

C

FM/F/CM/MCMPA/002 Ability to provide function to create, change and delete payment advice from sending bank (e.g. main) account to the receiving (e.g. payment) bank accounts

E

FM/F/CM/MCMPA/003 Ability to provide function to create bank correspondence and/or print cheque

D

FM/F/CM/MCMPA/004 Ability to post payment advice to the respective bank account C FM/F/CM/MCMPA/005 Ability to post automatically to the respective bank accounts in the

general ledger C

Sub-Process Name Manage Cash Flow Forecast and Information Systems FM/F/CM/MCFI/001 Flexibility to provide for:

- Electronic bank reconciliation - Drilldown reporting tool - Journal/ posting overview (e.g. bank transfers, deposit) - Comparison between actual cash flows with forecasted cash flows

C

FM/F/CM/MCFI/002 Ability to produce forecast cash flow statement for at least 12 months with the following minimum details:

C





- Opening balance - Cash outflows for: Loans Capital projects Revenue expenditure Interest payment Tax Dividends - Cash inflow from: Customers Interest received Loan draw down Net excess/surplus Closing Balance

FM/F/CM/MCFI/003 Ability to provide drill down capabilities to view details of outflows and inflows. For example, payment from capital projects can be further analysed by projects/ jobs.

C

FM/F/CM/MCFI/004 Ability to allow for medium and long term planning from sources affecting the liquidity position. This includes: - Receivables as expected incoming payments - Payables as expected outgoing payments (e.g. materials, project and capital expenditure) - Planned payments of wages and salaries - Investments and borrowings - Planned dividend payment - Planned tax payment

E

FM/F/CM/MCFI/005 Ability to forecast these cash outflow and inflows based on: - Trends in fees and charges for providing transmission services based on estimates and collection due dates (Accounts Receivable) - Expenditure trends based on payment due dates (Accounts Payable) - Fixed deposit and borrowing terms - Consolidated forecast of capital projects expenditure from Project Management

E

FM/F/CM/MCFI/006 Ability to: - Enter forecast cash flow amount manually (e.g. dividend)

D





- Calculate averages - Apportion forecast amounts based on historical data (e.g. collection and expenditure patterns) in preparation of cash flow statement.

FM/F/CM/MCFI/007 Ability to perform ‘What if’ analysis on cash flow based on user-defined assumptions

D

Sub-Process Name Manage Loans/ Grants and Deposit Management FM/F/CM/MLD/001 Ability to maintain the following information in the loans and deposit

master, but should not be limited to: - Lender - Agreement date (If any) - Loan Term, Moratorium - Instalment amount - Interest rate, reset clause - Loan type (Borrower’s note loans, Policy loan, General loan, etc.) - Loan Source (Government or Private) - Security Details - Other loan details and conditions

C

FM/F/CM/MLD/002 Ability to provide function for handling the complete loan process for loan given and loan taken e.g. calculation of repayment schedule, Instalments due, Interest calculation, payment of instalment and interest, liability calculation and posting into books and reversal and vice versa.

C

FM/F/CM/MLD/003 Ability to view the details source of loan report (local and foreign loan)

D

Sub-Process Name Manage Inter-unit Transfer Details F/FM/CM/MIUT/001 The system will maintain details of all inter unit transfers of:

-Drawing account transfers from HO account to unit accounts -Details pertaining to transfers provided by bank like TT Number, UTR number etc will also be maintained

C

Sub-Process Name Manage Cash Management/Treasury Reporting FM/R/CM/MCMR/001 Total Collections into Bank Vs Total Confirmations From Bank E FM/R/CM/MCMR/002 Total Transfers to unit HO account by bank account number and

transaction E

FM/R/CM/MCMR/003 Cheques deposited Vs Cheques credited into bank E FM/R/CM/MCMR/004 Dishonoured checks by bank account number and identifying

issuer of cheque E





FM/R/CM/MCMR/005 Total cheques issued Vs Bank debits by bank account number E FM/R/CM/MCMR/006 Un-reconciled statement E At the Area Offices FM/R/CM/MCMR/007 Total cheques issued Vs Bank debits E FM/R/CM/MCMR/008 Total Transfers to HO account by bank account number and

transaction E


issuer of cheque E

FM/R/CM/MCMR/011 Un-reconciled statement E At the Zonal Office FM/R/CM/MCMR/012 Total Transfers to HO account by bank account number and

transaction E


issuer of cheque E

FM/R/CM/MCMR/015 Total cheques issued Vs Bank debits by bank account number E FM/R/CM/MCMR/016 Un-reconciled statement E Core Process Budgeting/Analysis Functional Requirements

Sub-Process Name Manage Budget Preparation FM/F/BA/MBP/001 Ability to create the following budgets but not limited to:

- Revenue Expenditure budget - Operating Expenditure/Depreciation budget - Capital Expenditure budget - Forecast Balance Sheet for 10 years - Forecast Profit & Loss for 10 years - Forecast Cash Flow for 10 years - Forecast Financial Ratio - Forecast Retained Income

C

FM/F/BA/MBP/002 Ability to prepare budget with Top-Down and Bottom-up method C FM/F/BA/MBP/003 Ability to provide function to compute retained Income (RI) and

cash for investment forecast based on user-defined criteria C

FM/F/BA/MBP/004 Ability to import/export budget details from / to external systems C





electronically (e.g. Spreadsheet -Excel) FM/F/BA/MBP/005 Ability to provide Windows-based spreadsheets for budget

preparation E

FM/F/BA/MBP/006 Ability to check and balance the detailed-level budget and the summary-level budget

C

FM/F/BA/MBP/007 Ability to navigate within the budget hierarchy (e.g. expand/ collapse structure, drill down for details)

E

FM/F/BA/MBP/008 Ability to provide a graphical representation of the budget hierarchy D FM/F/BA/MBP/009 Ability to calculate and compare budget vs. actual in:

- Amount variance - Percentage variance

C

FM/F/BA/MBP/010 Ability to provide text facility to document any changes made and reasons of amendments within each version of budget

E

FM/F/BA/MBP/011 Ability to retain user-specified versions of the budgets upon subsequent reviews

C

FM/F/BA/MBP/012 Flexibility to: Maintain the original budget version and the revised budget version Update the original budget by - Increasing the budget amounts - Reducing the budget amounts - Transferring budget amounts. e.g. transfer budget from Area Office to other Area Office

C

FM/F/BA/MBP/013 Ability to allow changes to be made to the 5 year forecast revenue and expenditure items either by manual entry or electronic upload

C

FM/F/BA/MBP/014 Ability to meet process/reporting requirements of Budget Policy & Procedures of WBSETCL

C

FM/F/BA/MBP/015 Ability to control the following activities by account, date of change and user IDs: - lock subsidiary budgets and master budget so as no changes can be made once approved - unlock such budgets to reflect budget changes

C

FM/F/BA/MBP/016 Ability to aggregate the inputs from the different accounting units and prepare a draft consolidated budget

C

FM/F/BA/MBP/017 Ability to segregate the final consolidated approved budget, accounting unit wise

C

Sub-Process Name Manage Revenue/ Operating expenditure budget





FM/F/BA/MRB/001 Ability to define revenue / operating expenditure budget hierarchy for responsibility areas within the organisation to facilitate control and monitoring.

C

FM/F/BA/MRB/002 Ability to classify revenue and expenditure items by means of a hierarchy. For example, personnel costs may consist of salary, wages, overtime, bonus etc.

C

FM/F/BA/MRB/003 Ability to provide edit functions to create, insert, copy, delete responsible area or revenue / expenditure item within the hierarchy.

C

FM/F/BA/MRB/004 Ability to identify revenue and expenditure as controllable and uncontrollable for budget control purposes.

C

FM/F/BA/MRB/005 Ability to: - Disallow posting into a GL account prior to budget approval / Allow posting into a GL account only after approval of budget

C

FM/F/BA/MRB/006 Ability to control authorization to create, change, delete, budget, transfer and post by: - Budget version - Responsible area/ unit - Type of revenue/ expense

C

FM/F/BA/MRB/007 Ability to provide level of access to create and maintain relevant assigned budgets: - Units can only amend/ input their own budget; - Budgeting Cell can amend/ input all budgets for Area Offices/ zones/ Head Office / departments; and - Budget can only be approved by authorised person as defined in the system

C

FM/F/BA/MRB/008 Ability to copy budget values into a new budget version: - from a reference budget version (e.g. previous year budget or forecast budget) - by selecting specific revenue/ expenditure accounts

E

FM/F/BA/MRB/009 Ability to revalue budget by percentage and by fixed amount E FM/F/BA/MRB/010 Ability to provide formula (user-defined) for planning/ budgeting at

the lowest level C

FM/F/BA/MRB/011 Ability to update budgets on-line, either individually or in mass C FM/F/BA/MRB/012 Ability to extract either automatically or manually financial

information for budgeting of revenue and expenditure items from: - Within the system

C





- Other external systems FM/F/BA/MRB/013 Information required includes:

- Revenue from transmission charges - Expected increase in requisition for higher transmission capacity by existing customers (e.g. based on trend or customer forecast) - New customers (supported by agreements) - Loan information - Salaries and wages - Historical and projected payroll cost and number of staff for user-defined period - Repairs and maintenance - Preventative maintenance schedule - Depreciation (provision for computation of depreciation as per (i) Companies Act (ii) ERC Regulations (iii) IT Act) - Existing assets

C

FM/F/BA/MRB/014 Ability to generate monthly/ quarterly/ half yearly revenue/ operating expenditure budget

C

FM/F/BA/MRB/015 Ability to provide a text editor function up to the lowest budget level (i.e. revenue/ expenditure accounts) to capture supporting workings that derive the budget amount

C

FM/F/BA/MRB/016 Ability to record budgets at all levels of the chart of accounts (all views of account number up to lowest level of the accounts and all levels of organization)

E

FM/F/BA/MRB/017 Ability to allow input budget data at detail level with automatic roll-up to summary level by using aggregation of account (i.e. revenue and expenditure items) at multiple levels of consolidation

C

FM/F/BA/MRB/018 Ability to allow input budget data at higher level within the budget hierarchy and perform the following: - manually allocate amounts to detail level based on user-specified methods - allocate via automatic pro-rate apportionment to user-specified detail accounts

C

FM/F/BA/MRB/019 Allow for manual override of apportioned amounts automatically pro-rated by the system

C

FM/F/BA/MRB/020 Allocate budgeted overheads at the same level that actual expenses was allocated or based on information from other

D





accounts. For example, - Budgeted general expenses may be apportioned based on previous year actual

FM/F/BA/MRB/021 Ability to incorporate algebraic, mathematical and logical formulas into cost allocation formulas at the lowest budget level e.g. allocate sick and annual leave budgeted costs to a responsible area based on percentage of budgeted basic salary

D

FM/F/BA/MRB/022 Ability to provide the option to reflect changes to amounts in a new budget version or without indicating budget as a new version (i.e. overwrite original budget)

E

FM/F/BA/MRB/023 Ability to check and highlight missing, incomplete budget items prior to consolidation (for example, a department missing from a set of departments defined for consolidation)

C

Sub-Process Name Manage Capital Expenditure Budget FM/F/BA/MCEB/001 Ability to support both project/ non-project Capital expenditure

budget C

FM/F/BA/MCEB/002 Ability to define a budget hierarchy for Project/ Sub-project to facilitate control and monitoring

C

FM/F/BA/MCEB/003 Ability to use multiple currency for capital expenditure budget D FM/F/BA/MCEB/004 Ability to:

- Disallow posting into a GL account prior to approval of budget - Allow posting into a GL account only after approval of budget

C

FM/F/BA/MCEB/005 Ability to provide text editor function for budget exceed D FM/F/BA/MCEB/006 Ability to determine the budgeting start year and the number of

years in the future for which budgeting is allowed. E

FM/F/BA/MCEB/007 Ability to: - Provide for flexible user-defined budgeting period, e.g. 1 year, 3 years or 5 years - Provide for sub-period budgets, e.g. monthly, quarterly, semi-annually, or annually - Provide ability to create and maintain a 12 months rolling budget

C

FM/F/BA/MCEB/008 Ability to carry forward budget outstanding from projects to the following fiscal year

C

FM/F/BA/MCEB/009 Ability to carry forward commitment amount from projects to the following fiscal year

C

FM/F/BA/MCEB/010 Ability to support multiple budgets by revenue accounts and C





expense accounts. For example, to provide for at least two sets of budgets such as Annual (Original) and Revised Budgets for each accounting entity.

FM/F/BA/MCEB/011 Ability to update budgets on-line, either individually or in batches C FM/F/BA/MCEB/012 Ability to provide the option to reflect changes to amounts in a new

budget version or without indicating budget as a new version (i.e. overwrite original budget).

E

FM/F/BA/MCEB/013 Ability to provide budgeting on user defined periodic basis C FM/F/BA/MCEB/014 Ability of Corporate Budgeting process to be integrated with the

budgeting and planning of the individual units and support functions

C

FM/F/BA/MCEB/015 Ability of the system to auto convert the individual budgets into a common budget for a budgeting period

C

FM/F/BA/MCEB/016 Deprecation budget should be based on existing assets and budgeted capital expenditure

C

FM/F/BA/MCEB/017 Ability to provide comparative report between actual and any version of the budget

C

FM/F/BA/MCEB/018 Ability to provide “what if” with multiple options and must track various scenarios evaluated

D

Sub-Process Name Manage Budget Control FM/F/BA/MBC/001 Ability to commit budget, after posting purchase requisition in

purchasing system C

FM/F/BA/MBC/002 Ability to transfer budget between cost centre/ projects, according to the authorization level defined by users

C

FM/F/BA/MBC/003 Ability to provide annual approval budget report D FM/F/BA/MBC/004 Ability to integrate with the following modules at on-line basis, but

should not limited to; - Payroll Accounting: usage budget when post salary, bonus and wages etc. transactions - Account Payable: usage budget when post expenses transactions via AP - General Ledger: usage budget when post expenses transactions via GL - Inventory Management: usage budget when issue to cost centre/ project

C

FM/F/BA/MBC/005 Ability to generate document number separately when create/ C





change budget FM/F/BA/MBC/006 Ability to perform automatic budget availability checks during

transaction posting. C

FM/F/BA/MBC/007 Ability to define tolerance limits either as a percentage or absolute value, depending on the amount exceed, automatically perform the following: - Trigger warning to user - Trigger warning to user and mail to budget owner - Disallow posting

C

FM/F/BA/MBC/008 Ability to classify budget control type, such as - Cost/ Expenditure budget -Ability to define trigger warning to user when budget exceed - Capital Expenditure budget (Project) -Ability to define trigger warning to user when commitment transaction exceed budget, but disallow posting when actual transactions exceed budget - Capital Expenditure budget (Non-project) -Ability to define disallow posting when commitment and actual transaction exceed budget

C

Sub-Process Name Manage Budgeting Reporting FM/R/BA/MBR/001 Ability to download budget information to spreadsheet (e.g. Excel)

for user analysis C

FM/R/BA/MBR/002 Ability to provide facility to present budget data in graphs or charts within the system

D

FM/R/BA/MBR/003 Ability to provide the following information in the form of reports/ for on-line viewing at multiple levels within the budget hierarchy (should not be restricted to): - Comparison of actual against budget figures (in terms of quantity and value) - Budgeted Balance Sheet for 10 years - Budgeted Profit/ Loss account for 10 years - Budgeted Cash flow for 10 years - Budgeted Financial ratio for 10 years - Forecast Retained Income - Other forecast information

C

FM/R/BA/MBR/004 Ability to spread budget over the financial periods based on: C





- Even spread - Seasonal spread - Fixed spread - Variable spread - Manual allocation (i.e. to enter budget figure to specific month)

FM/R/BA/MBR/005 Ability to provide the flexibility to inquire budget information on responsibility area by user- defined parameters (e.g., time period, level of detail, activity, etc.). For example, variance calculations on month to month, year to year, year-to-date actual of specified balance sheet or profit/ loss items (for a particular year) against relevant budgeted values

C

FM/R/BA/MBR/006 Ability to generate variance analysis (Actual/ Budget) reports by user- defined parameters (e.g., time period, level of detail, activity, etc.). Ability to print the report and electronically route the reports to allow users to review reports.

C

FM/R/BA/MBR/007 Ability to provide exception reports for responsible areas (e.g. Area Office, zones) that exceeded budget with details such as: - Revenue/ expenditure (according to chart of accounts) - Actual to date - Budget - Variance (i.e. amount in excess of budget)

C

FM/R/BA/MBR/008 Ability to automatically check and highlight abnormal data i.e. actual exceed budget more than 10% or less than 10%

C

FM/R/BA/MBR/009 Ability to provide over/under budget reports D FM/R/BA/MBR/010 Ability to check fund availability real-time basis (for capital budget) C FM/R/BA/MBR/011 Ability to view source of fund for each project in capital expenditure

budget report E

FM/R/BA/MBR/012 Ability to generate budgeted financial statements for the accounting units

D

Core Process Costing and Financial Control Sub-Process Name Manage Cost Allocation - General Functions FM/F/CFC/MCAGF/001 Ability to integrate with the following modules at on-line basis in

order to monitor and analyze reporting, but should not limited to: - General Ledger

C





- Accounts Payable - Asset Accounting - Material Management - Inventory Management - Order and Project Accounting System - Budget Controlling - Payroll Accounting

FM/F/CFC/MCAGF/002 Cost Centre Accounting- System should be able to address organization structure hierarchy creation and capturing costs to enable CCA. Org structure to be decided at the time of Business Blueprint Phase (BBP)

C

FM/F/CFC/MCAGF/003 Ability to upload data from external system, for example, Excel spreadsheet, Access, etc. in to application system

C

FM/F/CFC/MCAGF/004 Ability to download information to spreadsheet (e.g. Excel) for user analysis

C

Sub-Process Name Manage Costing Allocations FM/F/CFC/MCA/001 Ability to allocate cost in various levels, for example:

- Responsibility cost centre (Department/ Area Office/ Projects) - Service category/group - Customer group - Activity

C

FM/F/CFC/MCA/002 Ability to allocate actual or budget amount based on: - Fixed percentage - Variable percentage - Level of activity (e.g. floor area, number of employees) - Budgeted value/ quantity

C

FM/F/CFC/MCA/003 Provide facility to process allocations with ability to amend details prior to allocations

C

FM/F/CFC/MCA/004 Provide facility to reverse allocations C FM/F/CFC/MCA/005 Ability to simulate allocation method to check the correctness

before update run E

FM/F/CFC/MCA/006 Ability to run iterative/non-iterative cost allocation processing in system

E

FM/F/CFC/MCA/007 Provide facility for mass allocations posted/ reversed E FM/F/CFC/MCA/008 Ability to monitor and print allocation report before closing account C FM/F/CFC/MCA/009 Ability to allocate cost and expense between department/Area C





Office/ business unit/accounting units FM/F/CFC/MCA/010 Ability to support multiple cycles of allocating overheads and

iterative allocation cycles for the same C

FM/F/CFC/MCA/011 It should be possible to have multiple basis for allocation of the overhead and allow to skip some P&L items from allocations

E

FM/F/CFC/MCA/012 Ability to provide the variance based on change in the method for allocation and allow user defined allocation mechanisms

E

Sub-Process Name Manage Costing Analysis FM/F/CFC/MCAN/001 Ability to define organization structure in hierarchy at various level C FM/F/CFC/MCAN/002 Ability to define main and alternative organization structure E FM/F/CFC/MCAN/003 Ability to support comprehensive and flexible information system to

analyse costs and expenses within organization and must have provisions for grouping at various levels

E

FM/F/CFC/MCAN/004 Ability to analyse costs and expenses on-line, and trace them right back to the original document

C

FM/F/CFC/MCAN/005 Ability to analyse costs and expense separately by responsibility area in account code level, account group level and Functional entity level

D

FM/F/CFC/MCAN/006 Ability to display and call up details of allocation method via system D FM/F/CFC/MCAN/007 Ability to support multiple sets of information (Budget/Plan/ Revised

Plan etc.) D

FM/F/CFC/MCAN/008 Ability to provide comparisons across periods and automatically analyze variance

E

Sub-Process Name Manage Activity Based Costing (ABC) FM/F/CFC/MABC/001 Ability to integrate with the following modules at on-line basis in

order to monitor and analyse reporting, but should not limited to: - General Ledger - Accounts Payable - Material Management - Inventory Management - Order and Project System - Budget Controlling - Profitability Analysis

C

FM/F/CFC/MABC/002 Ability to monitor and control cross-departmental business processes

C

FM/F/CFC/MABC/003 Ability to support ABC concept C FM/F/CFC/MABC/004 Ability to define cost allocation along the value added chain E





FM/F/CFC/MABC/005 Ability to automatically take resource driver and activity driver from system

C

FM/F/CFC/MABC/006 Ability to provide flexible mapping rules D FM/F/CFC/MABC/007 Ability to upload data from external system, for example, Excel,

Access into application system. E

FM/F/CFC/MABC/008 Ability to determine lifetime of defined rules and relationships E FM/F/CFC/MABC/009 Ability to set security restrictions at various levels for user access

to specific models, period data sets, the type of access (create, change, display)

C

Sub-Process Name Manage Costing Enquiry/ Reporting FM/R/CFC/MCE/001 Ability to provide ‘what-if’ scenarios through system to validate the

benefits of the model C

FM/R/CFC/MCE/002 Ability to provide reports for analyzing cause-effect relationships between activity driver and receiver objects

E

FM/R/CFC/MCE/003 Ability to serve user to follow all costs to their origin, even down to the document level

C

FM/R/CFC/MCE/004 Ability to monitor, analyse and evaluate reports on real time access D FM/R/CFC/MCE/005 Ability to download information to spreadsheet (e.g. Excel) for user

analysis. C

FM/R/CFC/MCE/006 Ability to transfer data to MIS C FM/R/CFC/MCE/007 Ability to comply with Cost Audit Report Rules, 2001 C Sub-Process Name Manage Order and Project Management - General Functions FM/F/CFC/MOP/001 Ability to define the details of the project on-line, but should not

limited to: - Project type - Project ID, Project name - Sub project ID, Sub project name - Project responsible person - Budget, Actual Cost - Start date, finish date - Resource required for the work that is carried out internally in a project

C

FM/F/CFC/MOP/002 Ability to integrate with the following modules at on-line basis in order to monitor and analyse reporting, but should not limited to: - General Ledger - Accounts Payable

C





- Asset Accounting - Material Management - Inventory Management - Budget Controlling - Payroll Accounting

FM/F/CFC/MOP/003 Ability to upload data from external system, for example, Excel, Access into application system

C

FM/F/CFC/MOP/004 Ability to download information to spreadsheet (e.g. Excel) for user analysis.

C

FM/F/CFC/MOP/005 Ability to trace cost/ expense by project/ sub-project C FM/F/CFC/MOP/006 Ability to automatically link wages/ OT/ other benefit from human

resource module to project system module e.g. man-hour rate C

FM/F/CFC/MOP/007 Ability to calculate and post interest from loan to project/ sub-project

C

FM/F/CFC/MOP/008 After project finished, ability to settle costs and expenses occurred in project to fixed asset, WIP or expenses by percentage, pro-rate or actual amount

C

FM/F/CFC/MOP/009 Ability to automatically link to record fixed asset in asset accounting module, after settled

C

FM/F/CFC/MOP/010 After closing project, ability to prohibit to post transactions from other module to this project

C

FM/F/CFC/MOP/011 Ability to commit budget, when posted purchase requisition from purchasing module

D

Sub-Process Name Manage Order and Project Management - Enquiry/ Reporting FM/R/CFC/MOPE/001 Ability to provide flexible and comprehensive information system

that assist to monitor and control project easier C

FM/R/CFC/MOPE/002 Ability to monitor, analyse and evaluate various information, such as - Commercial project reports in hierarchy (single projects, partial projects or across several projects) - One or more projects in details by cost element

C

FM/R/CFC/MOPE/003 Ability to monitor budget/commitment/actual reports by monthly, quarterly and yearly on real time basis

E

FM/R/CFC/MOPE/004 Ability to monitor cumulative budget/ commitment/ actual reports E FM/R/CFC/MOPE/005 Ability to monitor project progress by viewing % of completion D FM/R/CFC/MOPE/006 Ability to check the history data from system, but should not limited E





to: - Start and Finish date - Resources usage - User who change budget - Project Status - User who close project

FM/R/CFC/MOPE/007 Ability to create own reports to meet specific information needs D FM/R/CFC/MOPE/008 Ability to view all information in the project immediately after

entering data via other integrated modules and can run the reports in the background

D

FM/R/CFC/MOPE/009 Ability to view on-line reports in graphic and Gantt chart D FM/R/CFC/MOPE/010 Ability to download reports to Excel spreadsheet, Microsoft word

etc for user analysis E

FM/R/CFC/MOPE/011 Ability to transfer data to EIS (Executive Information System) C Sub-Process Name Manage Profitability Analysis - General Functions FM/F/CFC/MPA/001 Ability to evaluate market segments which can be classified

according to services, customers, strategy business units such as core business/ non-core business or any combinations, which respect to WBSETCL’s profit or contribution margin

C

FM/F/CFC/MPA/002 Profit Centre Accounting- System should be able to address organization requirement of getting profit centre based accounting information and reports in future, requirements to be collected at the time of Business Blueprinting Phase

C

FM/F/CFC/MPA/003 Ability to breakdown service and market-oriented activities to fundamental cost accounting information, such as identifying which services or markets have the highest contribution margin

C

FM/F/CFC/MPA/004 Ability to support and store multiple currencies E FM/F/CFC/MPA/005 Ability to provide time-base distribution such as company-specific,

time-based distribution, seasonal cycles, revenue dependent time series, and service-dependent time series

D

FM/F/CFC/MPA/006 Ability to transfer data from other systems on line, such as - Transfer cost centre costs - Transfer activity-based costs - Transfer billing document

E

FM/F/CFC/MPA/007 Ability to summarise multiple items of sender document into one line item during transfer data

D





Sub-Process Name Manage Profitability Analysis - Planning FM/F/CFC/MPAP/001 Ability to support automatic planning such as calculated according

to previous year or from other systems C

FM/F/CFC/MPAP/002 Ability to provide bottom-up planning e.g. based on planned transmission fees/charges on a lower level, which the system automatically aggregates through the individual planning levels

C

FM/F/CFC/MPAP/003 Ability to provide budgeting on user defined periodic basis C FM/F/CFC/MPAP/004 Ability to provide top-down planning e.g. distributes

comprehensively planned objects, such as service ranges, to the individual service or customer by mean of system algorithms

C

FM/F/CFC/MPAP/005 Ability to upload planning details from external systems electronically (e.g. by way of EXCEL spreadsheets) to system

E

FM/F/CFC/MPAP/006 Ability to support fully integrated planning with other applications C FM/F/CFC/MPAP/007 Ability to settle plan data from Project Management to profitability

analysis C

Sub-Process Name Manage Profitability Analysis - Enquiry/ Reporting FM/R/CFC/MPAE/001 Ability to monitor and analyse data by dimensions/ segments or

management desired view C

FM/R/CFC/MPAE/002 Ability to provide profit/loss reports by service-customer dimension C FM/R/CFC/MPAE/003 Ability to provide drilldown reporting E FM/R/CFC/MPAE/004 Ability to provide line item reporting E FM/R/CFC/MPAE/005 Ability to freeze the selected report data and call up again later C FM/R/CFC/MPAE/006 Ability to define report layout upon specific requirements C FM/R/CFC/MPAE/007 Ability to represent reports by hierarchy or graphical D FM/R/CFC/MPAE/008 Ability to set security restrictions at various levels for user access

to view the reports C

Core Process Fixed Asset Accounting Sub-Process Name Manage Fixed Asset Master Data maintenance FM/F/FAA/MOF/001 Centralised definition of fixed assets categories, description,

multiple depreciation rates, predefined residual values etc. C

FM/F/FAA/MOF/002 Centralised definition of content of Fixed Asset Register to support Companies (Auditor’s Report) Order, 2003 [CARO] and other statutory requirements

C





FM/F/FAA/MOF/003 Ability to maintain parent-child relationship across assets classes C FM/F/FAA/MOF/004 Ability to maintain the following information in the fixed asset

master, but should not be limited to: - Asset number - Group asset number - General information (e.g. description, make/model, quantity, acquisition date, owner unit, using unit) - Posting information (e.g. capitalisation date and amount, asset expiry date) - General ledger account assignment -Accumulated depreciation -Depreciation -Gain/ loss on disposal - Revaluation - Information on the origin of the asset (vendor information e.g. serial number) - Purchasing information (e.g. vendor number, purchase order number, receiving number) - Physical inventory data - Budgeting data (e.g. budget number) - Insurance data/ warranty - Depreciation data - asset useful lives, useful date, residual value, depreciation method - Asset location - Asset class/subclass - Asset type - Project/ job number - Remarks

C

FM/F/FAA/MOF/005 Examples of information required to be maintained within the Fixed Asset system are as follows: - Responsible unit (e.g. zones/ Area Offices) - Physical location of asset - Usage (e.g. building - staff quarters, substation) - Quantity - Unit of measurement - Description/ additional information (e.g. land title number, capital project number)

C





- Source of funding (e.g. capital contribution, own funds) - Acquisition method (e.g. purchasing, donation)

FM/F/FAA/MOF/006 Ability to perform: - Master record creation -Manually -Automatic posting from Material Management System, Asset Database and other relevant system such as Vehicle Database - Master record changes -Deactivate master record (this should be automatic upon retirement of asset) -Delete master record, provided that there is no posting was made to it -Block asset (to block further cost posting into the asset) -Change to location/ reporting unit -Change in assignment of asset to asset class -Change in asset useful lives

C

FM/F/FAA/MOF/007 Ability to carry out mass changes automatically to a large extent for user-definable asset record selection criteria: - Mass change to depreciation methods - Mass change in depreciation rates - Mass change in useful lives - Mass change in asset classification - Mass change in locations/ reporting units

C

FM/F/FAA/MOF/008 Provide audit trail for creation, amendments, transfer and deletion for all asset group and sub groups

E

Sub-Process Name Manage Fixed Assets Register FM/F/FAA/MFA/001 Ability to maintain FA register locally at Area Office/sub-station

levels C

FM/F/FAA/MFA/002 Automatically consolidate FA Register at Area Office/sub-station level into FA Register for the company

C

FM/F/FAA/MFA/003 Ability to prevent Area Office/sub-station offices from entering/updating data in any FA Register other than their own FA Register

C

FM/F/FAA/MFA/004 Ability to record fixed assets as either capitalized or work-in-progress

C

FM/F/FAA/MFA/005 Ability to define fixed assets at different levels such as: - Group asset (main and components) e.g. Land & Building

C





- Asset class/subclass (Group asset belongs to an asset class as per user defined norms) e.g. factory land - Asset type (e.g. tangible and intangible) - Balance sheet (asset class is assigned to GL account code. This forms the balance sheet item)

FM/F/FAA/MFA/006 Ability to decide the asset categorisation at the time of order placement/contract finalisation

E

FM/F/FAA/MFA/007 Ability to maintain parent - child asset relationships C FM/F/FAA/MFA/008 Ability to differentiate between new asset and value

adjustment/upgradation to existing capacity C

FM/F/FAA/MFA/009 Record fixed assets with date placed in service in the past C FM/F/FAA/MFA/010 Record fixed assets with date placed in service in the future C FM/F/FAA/MFA/011 Ability to merge multiple fixed assets into one fixed asset D FM/F/FAA/MFA/012 Provision to rectify errors in recording fixed assets in the same

period or in previous periods E

FM/F/FAA/MFA/013 Ability to record number of units against each fixed assets e.g. chairs - 10 units

C

FM/F/FAA/MFA/014 Ability to record fixed assets taken on lease, assets on other's property etc.

C

FM/F/FAA/MFA/015 Ability to generate Fixed Assets schedule in accordance with the Statutory requirements

C

FM/F/FAA/MFA/016 Ability to generate Fixed Assets schedule in accordance with the Companies Act

C

FM/F/FAA/MFA/017 Ability to generate Fixed Assets schedule in accordance with the Income Tax Act

C

FM/F/FAA/MFA/018 Ability to generate Fixed Assets schedule in accordance with the Regulatory requirements

C

FM/F/FAA/MFA/019 Ability to update Fixed Asset Register upon capitalisation of asset C Sub-Process Name Manage Assignment F/FM/FAA/MA/001 Ability to assign an asset to a specific reporting unit or business

area (e.g. Area Office/sub-station) for internal reporting purposes e.g. When an asset is assigned to a specific reporting unit, the system should automatically post the transactions such as depreciation and gain or loss on disposal, to the account related to this asset to this reporting unit.

C

Sub-Process Name Manage Addition of Fixed Assets





FM/F/FAA/MAF/001 Ability to automatically or manually allocate a unique asset number upon creation of the asset master record

C

FM/F/FAA/MAF/002 Allow for asset additions and capital improvements including: - acquisition and capital improvement costs and dates - maintenance costs and dates - original and extended useful life - mass additions

C

FM/F/FAA/MAF/003 Ability to capture expenditure under "Capital Works In Progress (CWIP)" , till completion/commissioning of Asset

C

FM/F/FAA/MAF/004 Ability to transfer from CWIP to respective Asset Account on completion of work

C

FM/F/FAA/MAF/005 Ability to capitalize asset via: Integration with Accounts Payable - Post the asset acquisition and the corresponding vendor liability in one transaction Integration with Purchasing/ Inventory - Upon receipt of asset (with value), before invoice receipt - Upon receipt of invoice, asset is received (unevaluated) earlier - By moving the item from inventory

C

FM/F/FAA/MAF/006 Ability to capitalise an addition or enhancement to an existing fixed asset in the current fiscal year

C

FM/F/FAA/MAF/007 Ability to process a credit memo, which reduces the acquisition and production costs of an asset

C

FM/F/FAA/MAF/008 Ability to maintain component-wise break-up of the capitalised value of the asset like original cost, installation cost, allocated amount of indirect expenditure, interest capitalised etc.

C

FM/F/FAA/MAF/009 Ability to update the acquisition transactions automatically to the respective account codes in the General Ledger

C

Sub-Process Name Manage Transfer/ Splitting of Fixed Assets FM/F/FAA/MTF/001 Ability to:

- Move an asset, resulting in the need to change asset master data that cannot be otherwise changed (e.g. the asset class, main asset) - Split up an asset or move part of an asset (transfer between asset groups, sub asset group) - Transfer between departments, zones, Area Offices business responsibility units

C





- Transfer material from the inventory (current assets) to a fixed asset (for example, for a replacement part)

FM/F/FAA/MTF/002 Ability to capture information such as: - Date of transfer - Previous department, zone, Area Office, main or sub-asset group - Cost, accumulated depreciation and net book values transferred

E

Sub-Process Name Manage Fixed Asset Disposal/ Retirement FM/F/FAA/MFD/001 Ability to identify "assets not in use/ awaiting disposal" based on

user-defined criteria (e.g. asset class, location). The listing should contain the following information, but should not be limited to: - General master data - location, description, make/ model, acquisition date - Asset history - Asset values (book value)

C

FM/F/FAA/MFD/002 Ability to electronically route proposed disposal listing to specific users for approval within the system

C

FM/F/FAA/MFD/003 Ability to perform the following within the Fixed Asset system: - Perform complete/ partial retirement - Provide simple method of retiring low value assets - Perform mass retirement - Capture cost of retirement (e.g. removal cost)

C

FM/F/FAA/MFD/004 Ability to make provisions against losses on retirement of assets in respect of Assets waiting for disposal

E

FM/F/FAA/MFD/005 Ability to automatically calculate the gain or loss on disposal/retirement

C

FM/F/FAA/MFD/006 Ability to capture disposal information such as: - Date of retirement - Cost, accumulated depreciation and net book values written off - Sales proceeds - Gain/ loss on disposal - Reasons for retirement - Mode of retirement e.g. sold, scrapped, donated etc.

E

FM/F/FAA/MFD/007 Ability to post automatically or manually to the respective account codes in the General Ledger: - Gain or loss on disposal; - Sales proceeds;

C





- Capitalization cost; and - Accumulated depreciation - Depreciation

FM/F/FAA/MFD/008 Ability to automatically determine the corresponding depreciation charge for the partial disposal, based on one of the following entries: - Amount of the acquisition costs being retired - Percentage rate - Quantity

C

FM/F/FAA/MFD/009 Ability to manually amend the partial disposal amount calculated by the system and then recalculate the corresponding depreciation for posting to the General Ledger

C

FM/F/FAA/MFD/010 Ability to post automatically or manually to issue invoice in the Account Receivable

C

FM/F/FAA/MFD/011 Ability to reinstate fixed assets incorrectly retired C Sub-Process Name Manage Depreciation of Fixed Assets FM/F/FAA/MDF/001 Ability to support different methods of depreciating an asset, such

as - SLM - WDV - As per Regulatory Requirement - User-defined rate tables - Sum of digit - Unit of use - Useful life

C

FM/F/FAA/MDF/002 Support change of useful life and effective rate of depreciation C FM/F/FAA/MDF/003 Support change in method of deprecation and rates of depreciation

for a specific fixed asset or group of fixed assets during the life of the asset(s)

C

FM/F/FAA/MDF/004 Ability to maintain multiple depreciation rates vis-à-vis the periods to which they apply and ability to calculate depreciation with retrospective effect wherever required

C

FM/F/FAA/MDF/005 Ability to facilitate adjustment of depreciation of fixed assets prior to and after updates to general ledger

C

FM/F/FAA/MDF/006 Ability to automatically post to the corresponding accumulated depreciation and depreciation expense accounts in the General Ledger

C





FM/F/FAA/MDF/007 Ability to provide at least daily and monthly basis of calculating depreciation

E

FM/F/FAA/MDF/008 Ability to comply calculating depreciation with accounting standard and tax regulation and regulatory requirements

C

FM/F/FAA/MDF/009 Ability to provide for recalculations of depreciation expense on assets re-valued e.g. Depreciation = (revaluation amount remaining/ new estimated life)

C

Sub-Process Name Manage Insurance of Fixed Assets FM/F/FAA/MIF/001 Record all insurance related details against fixed assets C FM/F/FAA/MIF/002 Record multiple insurance policy details against individual fixed

assets D

FM/F/FAA/MIF/003 System generated alerts/reminders to designated users about insurance premium payable, new policies to be taken, policies to be discontinued etc.

C

FM/F/FAA/MIF/004 Ability to automatically update insurance record on passing of the insurance premium bill with the policy details

C

FM/F/FAA/MIF/005 Ability to monitor sale/purchase of insurable assets and update insurance records automatically

C

FM/F/FAA/MIF/006 Ability to update details of claim settled / partly settled / rejected C Sub-Process Name Manage Revaluation of Fixed Assets FM/F/FAA/MRF/001 Ability to capture the following information:

- Revaluation amount - Revaluation date - Revaluation method - Valuers’ reference - Computation of revaluation surplus/ deficit and diminution

C

FM/F/FAA/MRF/002 Ability to keep the original asset cost details separated from the revaluated amounts and a history of revaluation for each asset over time

E

FM/F/FAA/MRF/003 Ability to automatically post revaluation transaction to update relevant accounts in the General Ledger (allowance for revaluation (surplus/deficit), allowance for diminution)

E

Sub-Process Name Manage Physical Inventory of Fixed asset FM/F/FAA/MPI/001 Ability to print asset listing for physical count based on user-

definable criteria E

FM/F/FAA/MPI/002 The following information should be generated for each asset: - By owner unit

E





- By using unit - By location - By asset class / asset category - By Date - By Retirement date - With asset ID - With asset Class - With asset description - With location - With quantity - With value

FM/F/FAA/MPI/003 Ability to capture physical count manually or automatically via data upload (e.g. using bar code scanning device, spreadsheet)

D

FM/F/FAA/MPI/004 Ability to process the results of the inventory manually or automatically by: - Making comparison with information in the database - Retiring the asset if asset is confirmed missing - Change location if asset has changed location - Enter the inventory date in the assets counted and assets identified as missing

C

FM/F/FAA/MPI/005 Ability to capture the following information for all types of adjustments such as: - Date of adjustment - Cost, accumulated depreciation and net book values adjusted - Adjustment reference document (if any) and authorization

C

FM/F/FAA/MPI/006 Ability to manually or automatically adjust the acquisition cost and corresponding depreciation for the missing assets to the General Ledger upon update of Fixed Asset system

C

FM/F/FAA/MPI/007 Ability to ensure that no duplication of the equipment/asset can occur. In other words an item of equipment, once defined, cannot be duplicated within the system.

C

FM/F/FAA/MPI/008 Ability to define continuous assets/equipment applicable to WBSETCL's transmission assets. The system is to provide facility to allow an item of equipment to be defined as a function of its length.

C

FM/F/FAA/MPI/009 Ability to record any environmental issues or regulations required in the operation of the equipment / asset.

C





FM/F/FAA/MPI/010 Ability to record the physical location of each fixed assets C Sub-Process Name Manage Integration FM/F/FAA/MI/001 Ability to provide for automatic integration with General Ledger,

Accounts Payable, Accounts Receivable, Project Management and Budget, including the following capability: - Automatic interfacing of accounting entries to the G/L module; - Drill-back capability to Account Payable (e.g. Invoice, Purchase Order etc)

C

Sub-Process Name Manage FA Reporting and Enquiry FM/R/FAA/MFR/001 Ability to display asset description at individual asset level,

summarised levels (e.g. asset class, asset group, by balance sheet) and by particular asset (e.g. asset number)

C

FM/R/FAA/MFR/002 Ability to provide drill-down from asset descriptive details to: - Balances - Depreciation - GL account code

C

FM/R/FAA/MFR/003 Ability to provide asset information via screen and print report, but should not be limited to: - By date, year (e.g. by year of capitalisation, year of disposal) - By type of transaction (e.g. acquisitions, transferred, retirement, written-off, etc.) - By asset location - for small assets which are portable - By owner unit or using unit (e.g. department, zones, Area Offices) - By asset class (main asset group, sub group, asset number) - By user-specified rules

C

FM/R/FAA/MFR/004 Ability to produce reports for various reporting, flexible report writing tools and on-line enquiry facilities for (but should not limited) to the following: - Financial reporting (e.g. audit and taxation) - Management reporting - Examples of standard reports are listed, but should not be limited to, as follows: - Assets at gross separately from accumulated depreciation - for period and year-to-date - Asset master at summary and detail level - Asset additions - Asset retirements

C





- Asset valuation - gross asset values, accumulated depreciation and NBV - Assets by source of funds (e.g. capital contribution, own funds) - Assets by acquisition method (e.g. purchasing, donation) - Depreciation expense using flexible user selection criteria - Depreciation forecast - GL posting summary - Assets not found at location - Asset found at location other than that assigned in the asset record

FM/R/FAA/MFR/005 Ability to provide ad hoc listings via screen and/or print listings based on user defined specifications such as (but not limited to): - Select and sort by asset category - Select and sort by asset class - Select or exclude fully depreciated assets - Select or exclude retired assets - Select by GL account codes - Select by business units - Select by asset status - Select by asset location - Select by asset life within asset book

C

FM/R/FAA/MFR/006 Ability to provide reports that can analyse asset information: - By owner unit or using unit (e.g. zones, Area Office) - By time period (e.g. year) - By company, asset type, department and location. - By movement (such as addition, transfer or disposal) by account, current month or year-to-date activity

C

FM/R/FAA/MFR/007 Provide for complete asset history, for example: - depreciation, depletion and amortisation current period, year-to-date, accumulated - net book value and residual value for finance, tax and regulatory requirement - remaining life - history transactions with line-item - repair and maintenance tracking - warranty claims and settlements tracking - insurance claims and settlements tracking

C





- acquisition and retirement date FM/R/FAA/MFR/008 Ability to provide the following details or reports for taxation

purposes: Additions - Qualifying cost - Non-qualify cost - Year of assessment of acquisition Disposal/ write off - Qualifying cost - Non-qualify cost - Sales proceeds - Year of assessment of expiry Adjustments/ transfers - Qualifying cost - Year of assessment of adjustment/ transfer Reconciliation of fixed asset movements - Opening balance - Additions - Disposals - Transfer in/ out - Adjustments - Qualifying costs - Non-qualifying costs - Closing balance

C

FM/R/FAA/MFR/009 Generate reports on fixed assets at specific location C FM/R/FAA/MFR/010 Ability to generate reports related to Capital WIP capturing (but

should not be limited to) the following - Description of Work - Account Code - Letter of Award - Scheduled date of Completion - Total Estimated Cost and break-up in terms of material, labour, interest during construction, indirect expenses, etc - Payment - Total Actual Cost and break-up in terms of material, labour, interest during construction, indirect expenses, etc - Date of Commissioning - Source of Funding (Lender's name, loan amount, loan

C





identification, Equity Contribution, etc) The following section is only indicative Financial / MIS Reporting Requirements Sub-Process Name Reporting Requirements for Estimates of Financial Resources FM/R/MIS/EFR/001 Ability to generate report on Financing of Capital Expenditure C FM/R/MIS/EFR/002 Ability to generate report on Revenue Expenditure on O&M C FM/R/MIS/EFR/003 Ability to generate report on Rate of Return on Net Fixed Assets C FM/R/MIS/EFR/004 Ability to generate report on Outstanding Dues to Central Govt.

Undertakings & Others C

FM/R/MIS/EFR/005 Ability to generate report on Efficiency Improvement Parameters C FM/R/MIS/EFR/006 Ability to generate report on Financial Statements of SLDC C FM/R/MIS/EFR/007 Ability to generate reports to meet all requirements under tax laws

of India C

Sub-Process Name Reporting Requirements for Annual Financial Statement (Previous Year - Actual, Current Year - Budgeted and Ensuring Year - Estimates)

FM/R/MIS/AFS/001 Ability to generate a summary of companies budget as per parameters defined in the company's Annual Financial Statement (AFS)

C

FM/R/MIS/AFS/002 Ability to generate report on Estimates of O&M Expenses C FM/R/MIS/AFS/003 Ability to generate report on Estimates of Establishment &

Administration charges C

FM/R/MIS/AFS/004 Ability to generate report on Estimates of Interest Payable C FM/R/MIS/AFS/005 Ability to generate report on Loans from State Government C FM/R/MIS/AFS/006 Ability to generate report on Details of Borrowings C FM/R/MIS/AFS/007 Ability to generate report on Loans and Advances to the

Employees C

FM/R/MIS/AFS/008 Ability to generate report on Capital and Revenue Receipts/Expenditure and Closing Cash Balances

C

Sub-Process Name Reporting Requirements for Revenue Monitoring FM/R/MIS/RM/001 Ability to generate report on Revenue Realised and Remitted into

Banks C

FM/R/MIS/RM/002 Ability to generate report on amount transferred by various bank to main account of the company

C

Sub-Process Name Reporting Requirements applicable to all processes of the module





FM/R/MIS/001 Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

C

FM/R/MIS/002 Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators

C

FM/R/MIS/003 Ability to meet all MYT/ARR/Tariff/APR related processes/reporting requirements of WBSETCL

C

FM/R/MIS/004 Ability to meet all Internal Audit related processes/reporting requirements of WBSETCL

C

FM/R/MIS/005 Ability to support the requirements of Tax Audit and facilitate the preparation of various statements and annexures required therein

C



8.5 Human Resource Management & General Administration

Requirement ID Requirement Description Priority (C/E/D)


Core Process Organization Management (OM) HRM/F/OM/001 Ability to define organization hierarchy, organization structure of

corporate, Zonal, Area Office, Sub Area Office & Sub-station C

HRM/F/OM/002 Ability to generate tree structure giving details of all unique role holders and reporting employees (defining reporting and reviewing relationship) - including dual reporting mechanism for a specific set of employees

C

HRM/F/OM/003 Ability to define various categories of employees across class I,II,III & IV ( list of existing employees stream wise , cadre wise, wing wise or unit wise on any date or cross section of time along with a list of officers and staff who will retire within a specified period

C

HRM/F/OM/004 Ability to define name of functions, sub-functions and positions C HRM/F/OM/005 Ability to maintain reporting structure (hierarchy of positions) - including

dual reporting mechanism for a specific set of employees C

HRM/F/OM/006 Ability to support integration of positions with manpower planning module to understand staffing requirements

C

HRM/F/OM/007 Ability to create new department, functions & positions C HRM/F/OM/008 Ability to maintain change in designations due to promotions, transfers

(Integrate with Promotion Module, Transfer Module) C

HRM/F/OM/009 Ability to define multiple organizational structures (positions) and multiple reporting relationships and integrate with the respective employee data

C

HRM/F/OM/010 Ability to restrict making changes in the OM to authorized persons only C HRM/F/OM/011 Ability to seek confirmation after every change made in the structure,

changes to be made permanent only on authentication by the controller of the authorized person.

C

HRM/F/OM/012 Ability to change/restore/rollback changes to a previous (given) date and report inconsistencies

C

HRM/F/OM/013 Ability to define administrative powers for organizational units position-wise

C

HRM/F/OM/014 Ability to tightly integrate administrative power definitions to work flows and approvals

C


HRM/R/OM/001 Ability to provide reports of total organization hierarchy, organization structure of corporate, Zonal, Area Office, Sub Area Office & Sub-station

C





HRM/R/OM/002 Ability to provide reports on list of vacant positions (Integrate with Manpower Planning Module)

C

HRM/R/OM/003 Ability to provide reports on reporting relationships (Functional, administrative) in a department

C

HRM/R/OM/004 Facility to calculate the cost implications of adding a new Department/Function/Position

C

HRM/R/OM/005 Ability to generate reports on categories of employees across class I,II,III & IV ( list of existing employees stream wise , cadre wise, wing wise or unit wise on any date or cross section of time along with a list of officers and staff who will retire within a specified period )

C

HRM/R/OM/006 Ability to clearly define the hierarchy of Delegation of Power in the organization

C

HRM/R/OM/007 Ability to issue orders advising to take additional charge and charge allowance

C

Core Process Human Resource Policies, Rules and Regulations HRM/F/PRR/001 Ability to define all clauses under WBSEB employees' service

Regulations, time to time circulars and office orders (Since adopted by WBSETCL)

C

HRM/F/PRR/002 Ability to define all clauses under DCRB Regulations , 1985 C

HRM/F/PRR/003 Ability to define all clauses under ROPA, 2009 C

HRM/F/PRR/004 Ability to define all clauses under TA regulations, 2009 C

HRM/F/PRR/005 Ability to define delegation of powers to different authorities C

HRM/F/PRR/006 Ability to define all norms relating to Medical Advance and Medical re-imbursement in respect of employees and their dependants

C

HRM/F/PRR/007 Ability to define all prevailing schemes related to Employee welfare ( including recreation clubs and West Bengal power employees sports and cultural council matters and holiday homes

C

HRM/F/PRR/008 Ability to define all prevailing schemes under corporate social responsibility and monitoring status of implementations

C

HRM/F/PRR/009 Ability to define the structure and members of all employee Unions and Associations along with information of their registered office, office bearers etc (Integrate with the transfer module)

C





HRM/F/PRR/010 Ability to define and communicate with representation of Unions and Associations

C

HRM/F/PRR/011 Ability to define all applicable labour laws and ability to monitor compliance/enforcement of such laws

C

HRM/F/PRR/012 Ability to process JMC matters relating to employees matters (including action taken reports against resolution passed)

C

HRM/F/PRR/013 Ability to process cases for constitution of committees and reconstitution including trustee boards

C

Core Process Policies for Contractual and Outsourced employees C HRM/F/PCO/001 Ability to define all applicable labour laws for contracts labourers of

WBSETCL, particular clauses that are related to decision making by HR&A

C

HRM/F/PCO/002 Ability to define the policy for outsourcing of manpower in various Field Units of WBSETCL

C

HRM/F/PCO/003 Ability to define all Rules, Procedures, Regulations for outsourced employees of WBSETCL

C

Core Process Employee Master (Employee Service Book) HRM/F/EM/001 Ability to store and maintain employee personal data such as employee

no., name, addresses, phone numbers, emergency contact information and email addresses, Salary Bank Account Details, passport details

C

HRM/F/EM/002 Ability to maintain employee's gender, date of birth, blood group, citizenship, marital status, religion, caste etc.

C

HRM/F/EM/003 Ability to maintain an employee’s education, certifications, degrees and any endorsements (Professional Membership)

C

HRM/F/EM/004 Ability to maintain list of all educational Institutes/Colleges identified by AICTE/UGC/recognized Universities (by WBSETCL) and provision for updation of the same

HRM/F/EM/005 Ability to maintain previous (multiple) employment details like name of the organization, department, position held (designation), start/end dates, reason for leaving, last salary drawn, references etc.

C

HRM/F/EM/006 Ability to maintain names, date of birth and contact details of spouse, children, dependents, parents, dependants, nominees under different schemes, etc.

C

HRM/F/EM/007 Ability to maintain employee's recruitment category like physically handicapped/ sportsperson /ex-servicemen / specialist / SC / ST / OBC /

C





compassionate grounds/Others

HRM/F/EM/008 Ability to update employee's recent photograph and photograph of dependent

C

HRM/F/EM/009 Ability to maintain employee's medical details after joining C HRM/F/EM/010 Ability to maintain employee's health problems, medical history and

capture the details (integrate with payroll for reimbursement amount and health problem details, including low medical category)

C

HRM/F/EM/011 Ability to maintain the details of employees in low medical category (like reasons, date of status change, etc)

C

HRM/F/EM/012 Ability to store caste certification verification & police verification report and detailed status

HRM/F/EM/013 Ability to issue NOC for obtaining passport/visa /study abroad or for outside employment

HRM/F/EM/014 Ability to maintain the languages known with details of speak, read and write separately. Clear indication for the mother tongue

C

HRM/F/EM/015 Ability to maintain the details of spouse and relatives in the service of the organization including name, employee no., 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

C

HRM/F/EM/016 Ability to integrate Organization management with employee master C HRM/F/EM/017 Ability to integrate PIS and HRIS with the employee master including

capability to import / export employee related data between WBSEDCL ERP system and WBSETCL ERP system (specifically needed for deputed employees)

C

HRM/F/EM/018 Ability to maintain details of present designation, salary details, reporting hierarchy

C

HRM/F/EM/019 Ability to maintain history of trainings attended (prior to joining & after joining) like name of the course, name of the Institution, month & year of training, duration of the course in days/weeks etc.(integrate with T&D)

C

HRM/F/EM/020 Ability to maintain the awards for which nominated / received 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

C

HRM/F/EM/021 Ability to maintain date of joining, probation period, date of confirmation C





in each grade/post HRM/F/EM/022 Ability to maintain details of promotion from one grade / scale / discipline

to another including any reappointment through internal selections C

HRM/F/EM/023 Ability to maintain full transfer history of the employee including the current & new location, nature of transfer (self-initiated / company initiated), date of joining and date of relieving at different locations, number of times cancelled but kept in abeyance etc

C

HRM/F/EM/024 Ability to maintain present place of posting including date of joining of each unit/office, name of the department, present designation, grade etc.

C

HRM/F/EM/025 Ability to maintain history of disciplinary actions taken / initiated 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/ police department proceedings.

C

HRM/F/EM/026 Ability to maintain details of suspended employees (reasons of suspension, time duration of suspension, restricted privileges etc.)

C

HRM/F/EM/027 Ability to change employee job status (Active-Trainee, Probation, Extended probation, Regular, Contractual, deputation, Suspended, absconding (FIR) & Exit Resigned, VRS, Terminated)

C

HRM/F/EM/028 Ability to date and time stamp all changes in the database enabling data availability on 'as on date/time' basis

C

HRM/F/EM/029 Ability to update the data through work flow on real time and online basis with make checker concept implemented

C

HRM/F/EM/030 Flexibility of additionally capturing any information relating to employee at a later date

C

HRM/F/EM/031 Ability to link employee data with the position based standard responsibility (Job) Matrix

C

HRM/F/EM/032 Ability to maintain concurrent jobs for employees with additional responsibilities/special duties in addition to regular responsibilities

C

HRM/F/EM/033 Ability to link employees with the membership with various Committees (permanent or temporary) and membership of any professional organization

C

HRM/F/EM/034 Ability to update only authenticated data reflected in the employee master on prompt

C

HRM/F/EM/035 Ability to maintain employee data with regards to claims, etc. C HRM/F/EM/036 Ability to maintain and view employee leave details C





HRM/F/EM/037 Ability to maintain employee data with respect to PF, Gratuity, etc. and the nominations for the same

C

HRM/F/EM/038 Ability to create organizational chart of all positions and reporting relationships

C

HRM/F/EM/039 Ability to provide restricted access to different classes of employee master data

C

HRM/F/EM/040 Ability to maintain the insurance related details for each employee, like insurance number, nominee details, amount etc.

C

HRM/F/EM/041 Ability to maintain Audit trial of all changes made to sensitive information C HRM/F/EM/042 Ability to maintain performance appraisal rating of last all years and

promotion details C

HRM/F/EM/043 Updation of all information in Employee Master data since recruitment (such as personal details, addresses, transfers, deputation, change of location (Integrate with Transfers/ Deputation Module)

C

HRM/F/EM/044 Ability to maintain service files documents in scanned form including Proof of Date of Birth, domicile, Bonds, if any, executed, disciplinary cases details, photograph etc.

C

HRM/F/EM/045 Ability to track the physical location of the service file by recording the unique file number and place where it is kept (After HRMS no physical file movement may be required)

C

HRM/F/EM/046 Ability to process departmental House Building Loan (For Class-IV employees) for land purchase, house/flat purchase, construction of residential house, addition/alteration of constructed house and repair of house

E

HRM/F/EM/047 Ability to issue Release Orders to release the loan money by the respective accounting unit against sanction order

E

HRM/F/EM/048 Ability to seek permission for regulation 55 as per WBSETCL (ESR), for acquiring and disposal of any movable and immovable property beyond Rs 5000

C

HRM/F/EM/049 Ability to provide details of lien against employees C HRM/F/EM/050 Ability to provide details of employees applying for employment to

outside organisation ( not more than twice in a year) C

HRM/F/EM/051 Ability to provide details of employees applying for higher education C HRM/F/EM/052 Ability to submit and declare of assets by employees C Reporting Requirements





HRM/R/EM/001 Ability to provide reports of employees based on blood group, length of service, age, qualification, experience, department, salary bands etc.

C

HRM/R/EM/002 Ability to provide reports to HR&A department on employees personal, educational & professional details not updated in the system

C

HRM/R/EM/003 Ability to provide reports on all employee details as per department, class/cadre-wise, location in specified period

C

HRM/R/EM/004 Ability to provide reports on employee counts retired, resigned, suspended, terminated or left, per department, class/cadre-wise, superannuating in a specified period

C

HRM/R/EM/005 Ability to provide reports on status of details of disciplinary proceedings, time, progress, status

C

HRM/R/EM/006 Ability to provide reports on personnel released from one place and not joined other office

C

Core Process House Building Loan HRM/F/HBL/001 Ability to process House Building Loan under tie-up arrangement with

scheduled bank(s) C

HRM/F/HBL/002 Ability for 2nd Charge Mortgage permission is accorded in case of obtaining H.B.Loan from outside agency like Banks/NBFCs in addition to departmental H.B.Loan

C

HRM/F/HBL/003 Ability to process charges of interest and other terms and conditions of tie up arrangements with scheduled banks in respect to HBL

C

HRM/F/HBL/004 Ability to process formal permission in case the employees do not avail of deptt. H.B.Loan but intend to avail housing loan from outside agencies

C

HRM/F/HBL/005 Ability to process receivables from employees of WBPDCL with respect to HBL taken from WBSEB/WBSETCL

C

HRM/F/HBL/006 Ability for reconveyance of Registered mortgaged property through Registered Reconveyance Deed by the Office on complete repayment of H.B.Loans of the Loanees as per verification of HBL recovery statements and final calculation by the Accounts Wing of the Estb. Corp.

C

HRM/F/HBL/007 Ability for reconveyance of Equitable Mortgage as per verification of HBL recovery statements & final calculation by the Establishment Corporate under the Corporate Establishment Department

C

HRM/F/HBL/008 Ability to process waiver of H.B.Loan for the deceased employees with concurrence of the competent authorities.

C

HRM/F/HBL/009 Ability to penalise for non utilisation or delay in utlilisation of HBL C






HRM/R/HBL/001 Ability to generate report son monthly/quarterly /half yearly and yearly statements covering sector wise activities of HBL and retrieve relevant data of loanees of recoveries made and outstanding amount if any linking the same with appropriate financial model

C

HRM/R/HBL/002 Ability to auto-generate NDC or else for grant of HBL, recommendation of sanction for HBL, permission for purchase and sale of properties , conveyance and reconveyance of mortgage deeds

C

HRM/R/HBL/003 Ability to provide reports on all information regarding HBL ( including recovery stats)

C

Core Process Employee Self Service (ESS) Sub Process Employee Details HRM/F/ES/ED/001 Facilitate employee to apply for changes in permanent &

correspondence addresses, details of family members, emergency contact details, contact details, office location, nomination for various schemes like PF /Gratuity, etc.

C

HRM/F/ES/ED/002 Ability to add /update bank information for expense reimbursement, PAN no, passport details, driving license no. etc

C

HRM/F/ES/ED/003 Ability to allow employee to update online through ESS the non critical personal data (such as weight, height, etc.)

C

HRM/F/ES/ED/004 Ability to provide address proof letter to employer for various purposes E

HRM/F/ES/ED/005 Integrate ESS with Employee Master C

HRM/F/ES/ED/006 Ability to remind the employee through self service/e-mail/sms regarding modification or requirement of additional data

C

HRM/F/ES/ED/007 Ability to send the employee confirmations after changes are made online

C

Sub Process Attendance & Leave Management HRM/F/ES/ALM/001 Ability to mark attendance and fill time sheets C

HRM/F/ES/ALM/002 Ability to view list of weekly offs, holidays in an year (Integrate with Time Management Module)

C





HRM/F/ES/ALM/003 Ability to apply for leave under the appropriate category and state the reasons for it

C

HRM/F/ES/ALM/004 Ability to apply for NOC for abroad tour C

HRM/F/ES/ALM/005 Ability to Check the status of leave request C

HRM/F/ES/ALM/006 Ability to approve/cancel/modify leave requests by employees C

HRM/F/ES/ALM/007 Ability to view accrued leave balances C

HRM/F/ES/ALM/008 Ability to approve or cancel leaves of subordinates C

HRM/F/ES/ALM/009 Ability to intimate the controlling officer when an employee goes on unauthorized leave (unmarked attendance) / returns back from unauthorized leave/ extends leave/ reports in the middle of the sanctioned leave period (along with appropriate reduction in sanction)

C


Req. Id Requirement Description HRM/R/ES/ALM/001 Ability to provide reports to subordinates and HR&A in ESS on

attendance & leave details C

HRM/R/ES/ALM/002 Ability to provide reports to HR&A and HoD on employees presently on leave in the department

C

HRM/R/ES/ALM/003 Ability to provide the Manager consolidated status of present/absent employees working under him/her

C

HRM/R/ES/ALM/004 Ability to provide report on attendance details & leave quota/balances C

HRM/R/ES/ALM/005 Ability to provide reports on number of employees for whom leave has not been approved/declined/modified

C

Sub Process Manpower Planning, Recruitment & Selection HRM/F/ES/MPRS/001 Ability to view vacancy list & status of vacancy (Filled/vacant/abolished)

(Integrate with Recruitment Module) C

HRM/F/ES/MPRS/002 Ability to post CVs of references as per the vacancy list C





HRM/F/ES/MPRS/003 Ability to view department-wise manpower strength by HoD C

HRM/F/ES/MPRS/004 Ability to internally apply for a job and view the status of the application C

HRM/F/ES/MPRS/005 Ability to apply for employment to outside organisation through proper channel ( not more than twice in a year)

C

HRM/F/ES/MPRS/006 Ability to record requests by employees for passport/visa /study and outside employment and permission granted/rejected thereof

C


HRM/R/ES/MPRS/006 Ability to provide report on list of vacancies (filled/vacant/abolished) E

Sub Process Compensation & Benefits HRM/F/ES/CB/001 Ability to submit / update declarations for Income Tax calculation C

HRM/F/ES/CB/002 Ability to view compensation and benefit details (Pay Slip) C

HRM/F/ES/CB/003 Ability to view the Performance Linked Incentives (PLI) earned during a year

C

HRM/F/ES/CB/004 Ability to apply for Loans & Advances and Check the status of approval (Integrate with Payroll Module)

C

HRM/F/ES/CB/005 Ability to display and print pay slip information for each pay period, including gross pay, taxes, other deductions and net pay, with pay period and year-to-date totals

C

HRM/F/ES/CB/006 Ability to view Income tax computations C

HRM/F/ES/CB/007 Ability to handle making online application for sanction of LTC/HTC/other entitlements through ESS and approval through workflow

C

HRM/F/ES/CB/008 Ability to view Insurance related details for self C

HRM/F/ES/CB/009 Ability to apply for medical advance, HTC/LTC/Transfer TA/Transfer grant/advance/reimbursements

C

HRM/F/ES/CB/010 Ability to enter and approve general claims and expenses through the system

C






HRM/R/ES/CB/001 Ability to provide report on past salary slips & income tax statements C

HRM/R/ES/CB/002 Ability to provide report on month-wise insurance premium payment receipt

C

Sub Process Training & Development (T&D) HRM/F/ES/TD/001 Ability to view the training calendar and nominate oneself and

subordinate for the same which have been not specified in PMAS form C

HRM/F/ES/TD/002 Ability to approve/reject the Training requests for specific programmes which were not included as training needs in PMAS form

C

HRM/F/ES/TD/003 Ability to view history of past trainings attended E

HRM/F/ES/TD/004 Ability to apply for higher education C

HRM/F/ES/TD/005 Ability to record requests by employees for pursuing higher education and permissions granted/rejected thereof

C


HRM/R/ES/TD/001 Ability to provide reports on training calendar of present/past years C

HRM/R/ES/TD/002 Ability to provide reports on training programmes attended during employment

C

Sub Process Performance Management & Appraisal System (PMAS) HRM/F/ES/PMAS/001 Ability to fill appraisal documents in the system during each stage of

appraisal (Integrate with PMAS Module) C

HRM/F/ES/PMAS/002 Ability to view appraisal documents and provide rating and feedback, view status of appraisal

C

HRM/F/ES/PMAS/003 Ability to handle appraisal documents even in case of dual/multiple reporting officers (across departments)

C


HRM/R/ES/PMAS/001 Ability to provide reports to HR&A on status of completion of appraisal process during each stage of PMS

C





HRM/R/ES/PMAS/002 Ability to provide reports to PMS approving authority & PMS coordinating officer on count of performance appraisal documents received during each stage of appraisal by the PMS approving authority & PMS coordinating officer

C

HRM/R/ES/PMAS/003 Ability to provide reports of employees based on performance appraisal initiated and completed, appraisal ratings

C

Sub Process E-Exit (Full and Final Settlement) HRM/F/ES/EE/001 Ability to request for VRS (integrate with Employee Master for status of

disciplinary proceedings and HBL) C

HRM/F/ES/EE/002 Facilitate employee to fill exit interview form (for resignation) C

HRM/F/ES/EE/003 Ability to apply for NDC (No Demand Certificate)/clearance from various departments at the time of Exit through E-Exit process

C


HRM/R/ES/EE/001 Ability to view clearance request approved/rejected by department and the reason for the same

C

Sub Process Transfers & Promotions HRM/F/ES/TP/001 Ability to make transfer requests by employees C

HRM/F/ES/TP/002 Ability to initiate for NDC at the time of transfer C

HRM/F/ES/TP/003 Ability to check status of selection for promotion after interview E

HRM/F/ES/TP/004 Ability to record request for transfer through employee self service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained (Integrate with ESS)

E

HRM/F/ES/TP/005 Ability to provide promotion letter/increment letter through the system E


HRM/R/ES/TP/001 Ability to view clearance request approved/rejected by department and the reason for the same.

C

HRM/R/ES/TP/002 Ability to generate reports on the total number of employees applied for transfers, number approved/rejected/pending

C





Sub Process Organization Policies & Procedures HRM/F/ES/OPP/001 Ability to view HR Policies & Procedures Handbook including list of

infrastructure facilities for particular level of employees, authority for various approvals (DoP), special or additional powers for authorization

C

HRM/F/ES/OPP/002 Ability to view administration handbook for guidelines on aspects such as Travel, Local Conveyance, empanelled car agency, Guest Houses, Conference Rooms etc.

C

HRM/F/ES/OPP/003 Ability to provide links to the important items hosted in various in-house websites/ intranet e.g. important circulars/ instructions/ policy documents etc.

C

Sub Process Voluntary Retirement Scheme (VRS) HRM/F/ES/VRS/001 Ability to define VRS guidelines C

HRM/F/ES/VRS/002 Ability to request for VRS as per the rules defined for the scheme (Integrate with IR & Legal and Payroll)

C

HRM/F/ES/VRS/003 Ability to approve for VRS as per the rules defined for the scheme (Integrate with Payroll & E-Exit)

C


HRM/R/ES/VRS/001 Ability to generate reports on the total number of employees applied for VRS, number processed/rejected/pending per year

E

Sub Process General HR & Administration Processes HRM/F/ES/GHRMA/001 Ability to Provide workflows. Accommodates multiple levels of review

and approval C

HRM/F/ES/GHRMA/002 Facilitate administrator to create new self-service transactions as and when required.

C

Core Process Time and Leave Management HRM/F/TLM/001 Ability to manage on-line application, tracking and approval of various

kinds of leave through workflow logic and self-service C

HRM/F/TLM/002 Ability to update work schedule/shift pattern of employees C HRM/F/TLM/003 Ability to maintain working hours, weekly offs and national/local holidays C HRM/F/TLM/004 Ability to define overtime facility C HRM/F/TLM/005 Ability to define and process overtime allowances cases beyond ceiling

limit C





HRM/F/TLM/006 Ability to define types of leaves: half pay leave, earned leave, casual leave, study leave, maternity, paternity, child care - all types

C

HRM/F/TLM/007 Ability to define admissible leave for employees of all class C HRM/F/TLM/008 Ability to track attendance and map it with applied leave ( between

applied and leave granted) C

HRM/F/TLM/009 Ability to record employee's punch in/punch out date/time details (integrating with access card machine)

C

HRM/F/TLM/010 Ability to manually update attendance & leave details of employees in case of employees to whom access card is not applicable (employees in field offices)

C

HRM/F/TLM/011 Ability to correct attendance & leave details of employees C HRM/F/TLM/012 Ability to update half day attendances/leaves in the system C HRM/F/TLM/013 Integrate Time and Leave Management with OM, ESS & Payroll Module C HRM/F/TLM/014 Facilitate leave balances to be merged/ transferred/ credited through an

accrual process in the system automatically based on user defined criteria

C

HRM/F/TLM/015 Ability of record keeping and maintenance of historical data C Reporting Requirements

HRM/R/TLM/001 Ability to provide reports on punch in/punch out date/time data C HRM/R/TLM/002 Ability to provide reports on late coming hours (summing up late hours to

automatically debit from employee leave) C

HRM/R/TLM/003 Ability to provide reports on total number of admissible leave and actual leaves taken in a period by an employee

C

HRM/R/TLM/004 Ability to produce report to reflect the half day leave, unauthorized absence, repeated late arrival by employee to job location or employee working less than their normal working hours for Time keeping and disciplinary action

C

Core Process Payroll Sub Process Payroll Management HRM/F/PR/PRM/001 Allow for tight integration with Financial Accounting systems C

HRM/F/PR/PRM/002 Audit trails for all system activities C





HRM/F/PR/PRM/003 Support alert features about scheduled dates like receipt of payments C

HRM/F/PR/PRM/004 Support for transactions in multiple currencies and cross currencies C

HRM/F/PR/PRM/005 Provide customizable ‘workflow’ for all internal processes & approvals associated with the payroll system

C

HRM/F/PR/PRM/006 Provision to define tax rates (including available deductions, exemptions, taxation slab rates, standard deduction, surcharge etc)

C

HRM/F/PR/PRM/007 Provision to define ad-hoc taxes C

HRM/F/PR/PRM/008 Provision to define negative tax rates and amounts C

HRM/F/PR/PRM/009 Provision for TDS calculations (if any) & tracking of TDS payable to the Government of West Bengal

C

HRM/F/PR/PRM/010 Compute TDS based on previous year tax deducted (e.g. 1/12th deducted on a monthly basis)

C

HRM/F/PR/PRM/011 There should be a single employee master and it should be integrated with all the company codes

C

HRM/F/PR/PRM/012 Approval limits for expense reimbursement should be configured based upon the hierarchy limits

C

HRM/F/PR/PRM/013 There should be a field in the master to reflect the company code to the department to which an employee is associated

C

HRM/F/PR/PRM/014 Provision to allocate cost of employee based on his/her associated department

C

HRM/F/PR/PRM/015 TDS, PF or any other such returns should be available online C

HRM/F/PR/PRM/016 Maintain information of the salary bank account C

HRM/F/PR/PRM/017 Ability to allow for the creation of user defined components of Pay like Recurring and Adhoc Allowances, Recurring and Adhoc Deductions , User Defined Allowances & Deductions

C

HRM/F/PR/PRM/018 Ability to define various insurance schemes with premium and group insurance data generation.

C

HRM/F/PR/PRM/019 Ability to allow for the computation of the following elements: Fixed Pay elements applicable to all employees Like Basic, PF, Special Allowance,

C





Conveyance Allowance etc.

HRM/F/PR/PRM/020 Ability to allow the setup of multiple payrolls with different payroll administrators & combining payroll (clearly def. semi variable, static and variable payments)

C

HRM/F/PR/PRM/021 Ability to allow restriction of administrative functions to a few select payroll users

C

HRM/F/PR/PRM/022 Ability to have a data upload facility to upload historical payroll data C

HRM/F/PR/PRM/023 Ability to allow the maintenance of slab-wise details for statutory elements like Income Tax as well as user defined elements

C

HRM/F/PR/PRM/024 Provision to calculate reduction in salary based on attendance policy C

HRM/F/PR/PRM/025 Ability to generate Form 16 C

HRM/F/PR/PRM/026 Ability to generate TDS challan & return C

HRM/F/PR/PRM/027 Ability to allow the following calculation of onetime payment of allowance and / or deduction: Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance, Foundation day, etc, By Amount: enter amount to be deducted or payable, by Days: enter number of Days for system to compute the amount based on Basic Pay or gross Pay and/or any other component of Pay, By Percentage: enter percentage for system to compute the amount based on basic pay or gross pay and/or any other component of pay

C

HRM/F/PR/PRM/028 Allow for input of start and end date for recurring payment / deduction C

HRM/F/PR/PRM/029 Ability to automatically update Payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions in the middle of month)

C

HRM/F/PR/PRM/030 Ability to allow Back dated calculations C

HRM/F/PR/PRM/031 Ability to have a full and Final settlement process in place (Integrate with E Exit)

C





HRM/F/PR/PRM/032 Ability to allow a final settlement report for each terminated employee C

HRM/F/PR/PRM/033 Ability to allow provision to suspend Payroll runs or control final settlement processing on a case to case basis

C

HRM/F/PR/PRM/034 Ability to have the provision to run separate bonus/ incentive runs C

HRM/F/PR/PRM/035 Ability to provide the Ability to handle unlimited pay account codes and drawing banks

C

HRM/F/PR/PRM/036 Ability to have a provision to process Arrear and backdated Payment calculations

C

HRM/F/PR/PRM/037 Provision to recover advances in subsequent pay periods with a single transaction

C

HRM/F/PR/PRM/038 Ability to maintain earnings history information (i.e., a record of all pay of all activity) for each employee for a user-specified period of time

C

HRM/F/PR/PRM/039 Ability to support multiple banks or savings institutions per employee C

HRM/F/PR/PRM/040 Linkage with Punishments i.e. suspension should result in non-payment of subsistence allowance (Integrate with IR & Legal for input)

C

HRM/F/PR/PRM/041 Ability to calculate HRA Rebate as per the prevailing Income Tax Law/Rules

C

HRM/F/PR/PRM/042 Ability to handle tax exemptions as per the prevailing Income Tax Law/Rules

C

HRM/F/PR/PRM/043 Ability to handle Gratuity Calculations C

HRM/F/PR/PRM/044 Ability to process casual leaves for the part time sweeper and other part time employees

C

HRM/F/PR/PRM/045 Ability to handle Provident Fund/VPF rules like Calculate and deduct contributions according to the respective Statutory Acts/ Company policy etc, Maintain individual GPF/VPF accounts and generate individual account slip for every financial year

C

HRM/F/PR/PRM/046 Ability to conduct full and final settlement of employee during Exit C

HRM/F/PR/PRM/047 Ability to notify (flag) individuals of any outstanding balances when employee is terminated (Integrate with ESS in case of E-Exit process)

C





HRM/F/PR/PRM/048 Ability to record an employee's selection of benefit, retirement and deduction options

C

HRM/F/PR/PRM/049 Ability to automatically recover salary advances C

HRM/F/PR/PRM/050 Ability to define multiple payment methods (Bank Transfer/Cheque Payment)

C

HRM/F/PR/PRM/051 Ability to require approval before a specific payment is made to an employee

C

HRM/F/PR/PRM/052 Ability to forward the overtime schedule to the top management for approval if the amount of overtime is over a defined percentage of the basic salary (Integrate with Time Management Module)

C

HRM/F/PR/PRM/053 Ability to maintain a salary range for each job family or job class/career band

C

HRM/F/PR/PRM/054 Ability to automatically adjust calculations for mid-pay period salary, advanced salary, and employment actions

C

HRM/F/PR/PRM/055 Ability to convert the payroll to an excel sheet C

HRM/F/PR/PRM/056 Ability to assign work calendar (scheduled work days, scheduled holidays, etc.) to one or more employee groups

C

HRM/F/PR/PRM/057 Ability to default standard holiday data, as well as user-defined holiday data

C

HRM/F/PR/PRM/058 Ability to create and maintain work calendars over user-defined years C

HRM/F/PR/PRM/059 Ability to provide input to Finance & Accounts Module for salary payment based on attendance. Statutory and voluntary deductions

C

HRM/F/PR/PRM/060 Ability to calculate arrears in case promotion is made with retrospective effect

C

HRM/F/PR/PRM/061 Ability to support salary fitment on promotion. The fitment made should automatically reflect in payroll

C

HRM/F/PR/PRM/062 Ability to update salary details on promotion, Succession Planning (Integrate with Promotion Module & Succession Planning)

C

Sub Process Support for allowances, reimbursements, loans etc. HRM/F/PR/ARL/001 Ability to support encashment of Leave, Tours and travel and also on

retirement with consequent tax adjustments C





HRM/F/PR/ARL/002 Ability to release of festival advance and other advances (user defined) against salary

C

HRM/F/PR/ARL/003 Ability to Employee-wise recovery position, recovery list and outstanding balances list - month-wise or as user defined

C

HRM/F/PR/ARL/004 Ability for payment of medical reimbursement, allowances, recovery and taxation (if any) thereon

C

HRM/F/PR/ARL/005 Ability to support Recovery of club/ union contributions C

HRM/F/PR/ARL/006 Ability for provision of Housing loan or any other loan component to be adjusted against the employee salary

C

HRM/F/PR/ARL/007 Ability to support payment of educational allowance, transfer allowances and any other user defined allowances

C

HRM/F/PR/ARL/008 Ability to support recovery of all other types of loans with reports like recoveries made, overdue list etc.

C

HRM/F/PR/ARL/009 Ability to support calculation of incremental arrears with consequent tax adjustments

C

HRM/F/PR/ARL/010 Ability to support payment of salary arrears as per the industry level settlements with tax adjustments. Also support payment of arrears calculated in user defined installments or in lump sum

C

HRM/F/PR/ARL/011 Ability to define loans and its various characteristics such as periodicity, interest rate, ceilings details etc.

C

HRM/F/PR/ARL/012 Ability to attach loan sanctioning rules to every loan type C

HRM/F/PR/ARL/013 Ability to allow payroll to deduct the amount due from an employee (in case of loans/advances etc.)

C

Sub Process Personal Taxation HRM/F/PR/PT/001 Ability to Define tax rules to determine employees tax liability as per

changes in statutory legislation for actual tax liability of employee C

HRM/F/PR/PT/002 Ability to capture employee asset details such as various land holdings, investments in shares, any bank deposits and various sources of income

C

HRM/F/PR/PT/003 Ability to provide investment declaration form in electronic format. The employee will be required to fill and submit the form electronically so as to automatically updation of salary record and tax calculation by the system

C





HRM/F/PR/PT/004 Ability to ensure support for major statutory reports / certificates of taxes in the user defined format

C

Sub Process Deductions HRM/F/PR/DDC/001 Ability to establish deduction limits for each deduction based on various

parameters like: Employee, Job Classification, Company, Benefit plan, Salary

C

HRM/F/PR/DDC/002 Ability to make deductions effective: In the current period, In any pay period or periods selected, In any user-defined frequency selected, Between user-defined start and stop dates, Until an user defined limit is reached

C

HRM/F/PR/DDC/003 Ability to have Start and stop dates for deductions should be maintained: On the Employee Master file, On employee level

C

HRM/F/PR/DDC/004 Ability to reverse deduction to be included in next pay check if incorrectly withheld / Option with user

C

HRM/F/PR/DDC/005 Ability to determine deduction amounts by: Amount of earnings, Percent of earnings, Number of hours

C

HRM/F/PR/DDC/006 Ability to prioritize deductions: Using the deduction code, Using a separate priority number

C

HRM/F/PR/DDC/007 Ability to be prompted by system when employee status changes to leave to determine how deductions will be paid while on leave: take when return lump sum

C

HRM/F/PR/DDC/008 Ability to apply or stop various deductions based on employee status changes

C

Sub Process Pay slip Run HRM/F/PR/PSR/001 Ability to provide for online ad-hoc calculation of employees pay slip /

salary amount C

HRM/F/PR/PSR/002 Ability to perform on-line calculation of pay and benefits for terminated employee based upon termination date

C

HRM/F/PR/PSR/003 Ability to evaluate different scenarios for change in pay-roll structures C

HRM/F/PR/PSR/004 Ability to provide an impact analysis tool for analysis of impact of revision of any / all components like pay, allowances, deductions etc.

C

HRM/F/PR/PSR/005 Ability to display the status of the Payroll calculations C





HRM/F/PR/PSR/006 Ability to run Payroll multiple times before finalization to ensure accurate pay computation

C

HRM/F/PR/PSR/007 Ability to post the amount of salary paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include: Element, Amount, GL Account, Cost Centre

C

HRM/F/PR/PSR/008 Ability to Post salary payment advice including multiple payment methods such as bank, cash and cheque to General Ledger

C

HRM/F/PR/PSR/009 Ability to generate pay slip with following detail: Taxable and non-taxable components in separate columns, Tax till date, Calculated, Recovered, Projected, Loan balances and no. of installments deducted / left, Provident fund opening balance, interest till date, closing balance etc.

C

Sub Process PF & Terminal Benefit Management HRM/F/PR/PFTB/001 Ability to support pooling the monthly contribution of PF in to the online

PF management system C

HRM/F/PR/PFTB/002 Ability to pre-define PF rate (both for employee and Purchaser contribution)

C

HRM/F/PR/PFTB/003 Allows differentiation of employees (e.g. PF not deductible based on eligibility criteria)

C

HRM/F/PR/PFTB/004 Ability to Support PF settlement process including generation of settlement sheets and relevant vouchers for accounting

C

HRM/F/PR/PFTB/005 Ability to support calculation of periodic interest and crediting the amount to the accounts

C

HRM/F/PR/PFTB/006 Ability to perform PF application processing, loan sanctioning, loan disbursement, modification of loan installments, loan short closure, recovery through payroll, final settlement during closing/transfer for different type of PF loans (support linkage with loans against PF)

C

HRM/F/PR/PFTB/007 Ability to deduct loan installments (& separately track deductions, loan balance etc)

C

HRM/F/PR/PFTB/008 Ability to have facility to Credit sanctioned PF loan / withdrawal amount directly to their respective accounts through CBS

C

HRM/F/PR/PFTB/009 Ability to Generate all types of MIS reports as per request of Bank (like PF ledger, PF loan ledger, Pension rule, PF rule, Gratuity rule (online) etc.)

C





HRM/F/PR/PFTB/010 Ability to maintain nominee details and payment to nominee in case of death of an employee (Integrate with Employee Master)

C

HRM/F/PR/PFTB/011 Ability to provide PF Returns and other statutory forms C

HRM/F/PR/PFTB/012 Ability to adjust PF deductions (& other allowances) between lending company and WBSETCL (applicable for employees on deputation)

C

HRM/F/PR/PFTB/013 System should generate all types of reports/registers related to PF management

C

HRM/F/PR/PFTB/014 Ability to allow multiple user-defined messages to be printed on Cheques C

HRM/F/PR/PFTB/015 Ability to prepare statutory dues statement details & bank clearance month wise as per statutory scheme and remittance activity to the designated bank account

C

HRM/F/PR/PFTB/016 Ability to prepare statutory returns as to be limited with payroll and trust management functions monthly, yearly and regular employee wise including other class of employees.

C

HRM/F/PR/PFTB/017 Ability to generate various information as to be required time to time by the statutory authority relating to PF settlement, PF loan, trustee activity information, statutory pension information and information as pertaining to contractual employees, etc

C

HRM/F/PR/PFTB/018 Ability to process the statutory pension cases at the time of retirement/death/resignation/transfer

C

HRM/F/PR/PFTB/019 Ability to generate various information as required by the statutory authority from time to time regarding awarding contract to the contractors with job details , payroll information, compliance to statutory authority in respect of contractors' employees, etc.

C

Sub Process Investment of Gratuity Management HRM/F/PR/GM/001 Ability to perform gratuity calculation, provision & accounting employee-

wise as per user defined rules C

HRM/F/PR/GM/002 Ability to perform forfeiture of Gratuity in case of dismissals etc. C

HRM/F/PR/GM/003 Ability to generate gratuity payment cheques C

HRM/F/PR/GM/004 Ability to maintain nominee details and payment to nominee in case of death of an employee

C





HRM/F/PR/GM/005 Ability to generate all types of reports/registers related to Gratuity management

C

Sub Process Pension Management HRM/F/PR/PNM/001 Ability to have multiple pension schemes so that company's Pension

scheme available in public sector can be incorporated C

HRM/F/PR/PNM/002 Ability to intimate the employees three months before their retirement about their PF subscription, PF Loan, Gratuity and Pension claim forms etc.

C

HRM/F/PR/PNM/003 Ability to maintain nominee details to facilitate pension processing C

HRM/F/PR/PNM/004 Ability to support pension disbursement and support multiple payment modes for pension

C

HRM/F/PR/PNM/005 Ability to calculate family pension and payment C

HRM/F/PR/PNM/006 Ability to support all related accounting procedures including generation of vouchers and related reports

C

HRM/F/PR/PNM/007 Ability to perform Income tax calculation and deduction for pension payment as per Government of West Bengal guidelines

C

Sub Process Deputation HRM/F/PR/DEP/001 Ability to handle employees joining and going out on deputation / LIEN

along with details like: Leave salary contribution, Pension, PF,etc., Economic rehabilitation with nomination & other details

C

Reporting Requirements for Payroll Module

HRM/R/PR001 Ability to generate reports on list of employees based on pay scales C HRM/R/PR002 Ability to have provision for generating ad-hoc payroll reports & provision

for generating user defined reports C

HRM/R/PR003 Ability to generate reports on list of employees for whom system notified error in payroll run

C

HRM/R/PR004 Ability to generate reports about percentage of salary increments by employee, by Area Office, by certain jobs family within all Area Offices

E

HRM/R/PR005 Ability to produce reports on employee cost by employee/Organization unit/Job family, etc.

E





HRM/R/PR006 There should be a report generated before posting of salaries at month end. This would ensure that the system allows checking of data prior to posting

C

Core Process Employee Status Change Sub Process Transfers (Deputation/Job Rotation) HRM/F/ESC/TRF/001 Ability to automate Transfer process C

HRM/F/ESC/TRF/002 Ability to record Transfer Policy & Procedure C

HRM/F/ESC/TRF/003 Ability to prepare Transfer list (integrate with Recruitment Module for Vacancy List) based on the user defined criteria - e.g. employees who completed 3 years in one location/department etc.

C

HRM/F/ESC/TRF/004 Ability to generate transfer orders C

HRM/F/ESC/TRF/005 Ability to record the transfer orders cancelled, approved or deferred C

HRM/F/ESC/TRF/006 Ability to request transfers by employees (subject to minimum eligibility criteria specified in transfer policy) and approve/reject transfer requests of employees (Integrate with ESS Module)

E

HRM/F/ESC/TRF/007 Ability to process NDC, obtain clearance from other departments/sections and issue the same

C

HRM/F/ESC/TRF/008 Ability to capture details of officers on deputation to outside agencies/or deputation to WBSETCL

C

HRM/F/ESC/TRF/009 Ability to generate lists of transfer requests/recommendations received to be reviewed by the Competent Authority for deciding on transfers with/without promotions. The office may also transfer an employee without any request/recommendation as per the Transfer Policy

C

HRM/F/ESC/TRF/010 Ability to integrate with list of workmen exempted from transfer for being medically incapacitated, being office bearers of recognized unions and association

C

HRM/F/ESC/TRF/011 Ability to integrate with compensation and benefit module E

HRM/F/ESC/TRF/012 Ability to update new designation, change of cadre/class, salary details etc. in Transfer Database (Integrate with OM & Employee Master Data Module)

C





HRM/F/ESC/TRF/013 Ability to maintain complete history of employee transfers since recruitment (Integrate with Employee Master, Promotion Module)

C


HRM/R/ESC/TRF/001 Ability to generate report on transfer history/past services ( integrate with medical history - Employee Service Master)

C

HRM/R/ESC/TRF/002 Ability to generate reports on count of employees transferred in a specified period

C

HRM/R/ESC/TRF/003 Ability to generate reports on total pending, approved/rejected cases of transfer

C

HRM/R/ESC/TRF/004 Ability to generate report for employees in difficult area/terrain beyond a specified time

C

HRM/R/ESC/TRF/005 Ability to generate reports on status of officers/staff whether released or not released or whether joined/not joined ( along with dates) as per transfers/promotion orders as on particular date or cross section of time is available readily from this system

C

Sub Process Promotion HRM/F/ESC/PM/001 Ability to automate CPS/APS processes C

HRM/F/ESC/PM/002 Ability to implement Company’s Career path for various cadres, streams, grades and scales as well as special schemes like Assured Promotion Scheme, Fast Track Promotion Scheme etc.

C

HRM/F/ESC/PM/003 Ability to define rules for promotion eligibility in terms of tenure, seniority, residual service, performance, achievements, disciplinary actions, low medical category, etc.

C

HRM/F/ESC/PM/004 Ability to enforce relaxations in eligibility norms to reserved category candidates, allocating certain percentage of vacancies for these categories

C

HRM/F/ESC/PM/005 Ability to define grade advancements within a channel (seniority/merit/time based)

C

HRM/F/ESC/PM/006 Ability to carry out the entire promotion process through work flows including on-line preparation/printing of Promotion Appraisal Forms/ Booklet recording of Recommending Authorities Comments/generation of scores/status regarding pending vigilance cases

C

HRM/F/ESC/PM/007 Ability to process cases suitable or unsuitable for promotion as well as pending cases if any based on performance, in interview and other

C





parameters. ( Linkage with other modules)

HRM/F/ESC/PM/008 Ability to generate single page bio-data report for each employee due for promotion (promotion calendar to be made user definable)

C

HRM/F/ESC/PM/009 Ability to allow promotion only on reporting at new place in case of officer getting transferred on promotion and generate periodical detailed report on non- reporting

C

HRM/F/ESC/PM/010 Ability to upload Promotion List and print Promotion Letters of candidates found suitable for promotion (Integrate with Recruitment Module for Vacancy List and Integrate with PMS Module for annual performance appraisal ratings)

C

HRM/F/ESC/PM/011 Ability to issue order of promotion under Clause 5.5 of APS/CPS C

HRM/F/ESC/PM/012 Ability to arrive at the surplus and vacant positions (Integrate with Manpower Planning Module)

C

HRM/F/ESC/PM/013 Ability to record request for transfer through employee self service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained (Integrate with ESS)

E

HRM/F/ESC/PM/014 Ability to notify to MR/IR (Employee Services Department) on their email addresses/SMS about the employees to be promoted as per APS

C

HRM/F/ESC/PM/015 Ability to notify to Promotion Department on their email addresses about the employees to be promoted as per APS.

C

HRM/F/ESC/PM/016 Ability to record interview ratings of employee short listed for promotion C

HRM/F/ESC/PM/017 Ability to handle Back Dated promotions with respect to Promotion Policy C

HRM/F/ESC/PM/018 Ability to approve promotion list by appropriate ordering/approving authority (Integrate with ESS Module)

C

HRM/F/ESC/PM/019 Ability to enforce deferred dates of promotions under CPS due to punishment imposed

C

HRM/F/ESC/PM/020 Ability to update new designation, change of cadre/class, salary details etc. in Promotion Database (Integrate with OM & Employee Master Data Module)

C

HRM/F/ESC/PM/021 Ability to generate Promotion Orders C





HRM/F/ESC/PM/022 Ability to record the promotion orders cancelled, approved or deferred C

HRM/F/ESC/PM/023 Ability to give input to Payroll Administrator to update salary details on promotion as per the Promotion Database (Integrate with Payroll Module)

C

HRM/F/ESC/PM/024 Ability to draw a competency matrix in the system and define the competencies /skills/roles/responsibilities required at each level/position for the purpose of promotion (included in Competency Management also)

C

HRM/F/ESC/PM/025 Ability to intimate the outcome of various stages of promotion (interview, first shortlist etc.) to the employees through ESS Module

C

HRM/F/ESC/PM/026 Ability to redefine the promotion process on change of policy C

HRM/F/ESC/PM/027 Ability to record transfer option of an employee at the time of promotion and generate reports for the management for making transfers on promotion (Integrate with Transfer Module)

C

HRM/F/ESC/PM/028 Ability to maintain complete history of employee transfers since recruitment (Integrate with ESS, Employee Master)

C


Req. Id Requirement Description HRM/R/ESC/PM/001 Ability to generate a list of eligible candidates for promotion of different

grades and streams in consideration of period spent under suspension , extra ordinary leave without pay etc

C

HRM/R/ESC/PM/002 Ability to generate list of pending cases with requirement of particulars C

HRM/R/ESC/PM/003 Ability to generate reports on status of officers/staff whether released or not released or whether joined/not joined ( along with dates) as per transfers/promotion orders as on particular date or cross section of time is available readily from this system

C

HRM/R/ESC/PM/004 Ability to generate seniority list of all officers and staff ( with particulars like dob, doj, qualifications) on any date/time

C

HRM/R/ESC/PM/005 Ability to provide reports on total employees promoted during specific period, category wise, unit wise, designation wise (all details)

C

HRM/R/ESC/PM/006 Ability to provide reports on employees not selected for promotion or cases deferred or pending or dropped with reasons

C





Core Process Training & Development (T&D) HRM/F/TD/001 Provision to define training - short-term, long-term, trainable and non

trainable training needs and Provision to capture ad-hoc courses offered by various entities

C

HRM/F/TD/002 Ability to design selection criteria for various in-house/ external trainings especially higher studies

C

HRM/F/TD/003 Grading training institutions (external) by the training dept. professionals C HRM/F/TD/004 Ability to provide training feedback by the employee supervisor 6 months

post training for training effectiveness C

HRM/F/TD/005 Ability to capture Training Policy and customize process to update/edit the policy

C

HRM/F/TD/006 Ability to issue letter of permission for undergoing higher studies C HRM/F/TD/007 Ability to issue orders granting higher studies without pay C HRM/F/TD/008 Ability to issue permission for acting as examiner/faculty member/guest

lecturer in different technical/management institutes C

HRM/F/TD/009 Ability to capture Training needs of various classes of employees through PMS Form (Integrate with PMS Module)

C

HRM/F/TD/010 Ability to capture Training needs of employees met/not met during the quarter/year

C

HRM/F/TD/011 Ability to formulate and update Annual Training Calendar with list of Training Programmes, Batch size, target group etc.

C

HRM/F/TD/012 Ability to provide input to Finance & Accounts Module for payment to Trainers/Institutes

C

HRM/F/TD/013 Ability to update list of Trainers/Institutes for various training programmes

C

HRM/F/TD/014 Ability to record participant's attendance in training programmes and employees nominated but did not attend a training programme

C

HRM/F/TD/015 Ability to notify HoD/employees about the nomination for training programme

C

HRM/F/TD/016 Ability to define and print training nomination letters to be sent to employees for invitation

C

HRM/F/TD/017 Ability to customize training feedback form, effectiveness form and training nomination letters

C

HRM/F/TD/018 Ability to manually update training feedback provided by participants in the online feedback form

C

HRM/F/TD/019 Ability to analyze training feedback C





HRM/F/TD/020 Ability to seek nomination from employees/HoD for training programmes not included in Training Calendar

C

HRM/F/TD/021 Ability to capture Training facilities available within the organization C HRM/F/TD/022 Ability to book training rooms by departments for specific training

programmes C

HRM/F/TD/023 Ability to capture course content of all training programmes along with list of Target group, batch size

C

HRM/F/TD/024 Ability to support the process of Induction Training for new recruitees by integrating with the recruitment module

C

HRM/F/TD/025 Ability to maintain topic/subject-wise database of internal & external faculty, number and details of courses conducted by them quarterly, half-yearly, yearly and cumulative

C

HRM/F/TD/026 Ability to capture external employees of other organizations trained C HRM/F/TD/027 Ability to maintain training budget (for each category of training) - cost of

training - actual expenses. Link the TA/DA/Hotel expenses payment records to find out total cost of training. (The TA bill passing system should be linked to the Training system to ensure feedbacks)

C

HRM/F/TD/028 Ability to maintain data for internal training exam and certification obtained by staff

C

HRM/F/TD/029 Ability to maintain data on external certifications obtained by the staff C HRM/F/TD/030 Ability to have online registration, cancellation, reminder, and

confirmation of training classes C

HRM/F/TD/031 Ability to upload external brochures or training programme received from external institutes

C

HRM/F/TD/032 Define the competency inventory for unique roles in the organization across all classes

C

HRM/F/TD/033 Ability to raise Requisition / Purchase Orders (PO) for clearing professional fees of Trainers/Institutes/Stationery/Photocopy of training course content/material etc.

C

HRM/F/TD/034 Ability to monitor Planned Training against actual training conducted based on user defined parameters such as number of trainings, budget, participants etc.

C

HRM/F/TD/035 Ability to maintain training database with full training history of all employees

C

HRM/F/TD/036 Ability to raise requests for guest house booking for guests & other field employees nominated for training (Integrate with ESS & Guest House

C





Module)

HRM/F/TD/037 Ability to view status of requests for guest house booking for guests & other field employees nominated for training (Integrate with ESS)

C

HRM/F/TD/038 Ability to provide details of vocational training and GoI (apprenticeship) - only period of training, name and age/CSR training ( integrate with payroll and recruitment module)

C


HRM/R/TD/001 Ability to produce individual and departmental training reports C HRM/R/TD/002 Ability to provide report with the participant list and total training hours for

each employee during specific period C

HRM/R/TD/003 Ability to provide reports on Training Needs not specified by employees in PMAS Form

C

HRM/R/TD/004 Ability to support the Cost benefit analysis for External training institutes or individual trainer

C

HRM/R/TD/005 Ability to calculate total Training Cost in a year against the T&D Budget C HRM/R/TD/006 Ability to provide reports on training programmes nominated for but not

attended during employment (reasons for not attending) C

HRM/R/TD/007 Ability to provide reports on vocational training and GoI (apprenticeship) training ( integrate with payroll and recruitment module)

C

Core Process Compensation & Benefits HRM/F/CB/001 Ability to maintain the compensation and benefits policies of the

organization C

HRM/F/CB/002 Ability to perform Income Tax calculation C HRM/F/CB/003 Ability to calculate compensation and benefit details (Pay Slip) of each

employees C

HRM/F/CB/004 Ability to issue orders granting Band Pay: PB-5 under SSLS scheme C HRM/F/CB/005 Ability to issue orders granting annual increments C HRM/F/CB/006 Ability to approve loans and advances of employees (by appropriate

authority) C

HRM/F/CB/007 Ability to Check Loan Balances (Integrate with Payroll Module) C HRM/F/CB/008 Ability to handle making online application for sanction of LTC/HTC/other

entitlements through ESS and approval through workflow C

HRM/F/CB/009 Ability to process application for medical advance, HTC/LTC C





reimbursements HRM/F/CB/010 Ability to approve general claims and expenses through the system C HRM/F/CB/011 Ability to track loan requests made by employees and send reminders,

Feedback & Grievances C

HRM/F/CB/012 Ability to track and record all compensation payment made towards accident related cases under Workmen Compensation Act of 1923

E

HRM/F/CB/013 Ability to show details on all aspects, place of accident (office), cause, report on how the accident happened, witnesses, name of investigation officer, and other officers involved in the process at the field, investigation details and determination of compensation amount

E


Req. Id Requirement Description HRM/R/CB/001 Ability to provide report on past salary slips & income tax statements C HRM/R/CB/002 Ability to provide report on expense requests

approved/claimed/rejected/paid C

HRM/R/CB/003 Ability to provide report on month-wise/year-wise accident compensation sanctioned and all details related to it

E

HRM/R/CB/004 Ability to provide report on month-wise insurance premium payment receipt

C

Core Process Performance Management & Appraisal System (PMAS) HRM/F/PMAS/001 Ability to automate the process of PMAS C

HRM/F/PMAS/002 Ability to generate marks on attendance C

HRM/F/PMAS/003 Ability to capture PMAS Policy and customize process to update/edit the policy

C

HRM/F/PMAS/004 Ability to define the structure of appraisal process (each stage of PMAS) C

HRM/F/PMAS/005 Ability to define the various stakeholders in PMAS (Integrate with Employee Master)

C

HRM/F/PMAS/006 Ability to define Performance Rating Scale C

HRM/F/PMAS/007 Ability to help employees select approving authority for PMAS (Integrate with OM & Employee Master)

C





HRM/F/PMAS/008 Ability to define the performance appraisal form C

HRM/F/PMAS/009 Ability to notify/send reminders controlling officer, PMAS coordinating officer & Director (HR&A) on PMS process deadlines

C

HRM/F/PMAS/010 Ability to initiate target setting by employee C

HRM/F/PMAS/011 Ability to approve target setting by employee's senior officer C

HRM/F/PMAS/012 Ability to initiate mid year appraisal by employees and record any changes in Targets

C

HRM/F/PMAS/013 Ability to review mid-year performance of employees by employee's senior and record his feedback and performance ratings

C

HRM/F/PMAS/014 Ability to set year-end targets by employees C

HRM/F/PMAS/015 Ability to approve year-end targets by employee's senior C

HRM/F/PMAS/016 Ability to initiate year-end target setting by employees C

HRM/F/PMAS/017 Ability to review year-end performance of employees by employee's senior and record his feedback and performance ratings

C

HRM/F/PMAS/018 Ability to compute annual performance ratings of employees automatically based on mid-year and year-end performance ratings

C

HRM/F/PMAS/019 Ability to review completion of target setting, mid-year review and year-end review by PMAS Coordinating Officer

C

HRM/F/PMAS/020 Ability to define self-assessment form E

HRM/F/PMAS/021 Ability to fill Training Needs in the appraisal form by employees C

HRM/F/PMAS/022 Ability to approve Training Needs of employees C

HRM/F/PMAS/023 Ability to provide input to other Personnel Decisions such as Promotion Module, Succession Planning Module, T&D Module, Performance Linked Incentive, Job Rotations

C

HRM/F/PMAS/024 Ability to capture PMAS Guidelines (Employee's guide and Evaluator's guide)

C





HRM/F/PMAS/025 Design PMAS database to capture annual performance ratings of employees of all classes

C

HRM/F/PMAS/026 Ability to record annual performance ratings of employees in PMS Database

C

HRM/F/PMAS/027 Ability to maintain appraisal records and ratings of employees for all appraisal years

C

HRM/F/PMAS/028 Ability to route the Appraisal form / Evaluation sheet through the respective levels for each of the employees

C

HRM/F/PMAS/029 Ability to group employees based on categories of performance appraisal ratings

C

HRM/F/PMAS/030 Ability to generate memo letters / mails /SMS workflows for the employee in case of unsatisfactory performance

C

HRM/F/PMAS/031 Ability to review and expunge the adverse ratings of employees C

HRM/F/PMAS/032 Ability to scan appraisal documents manually filled by employees (on field etc.)

C

HRM/F/PMAS/033 Ability to automatically generate if PAR/declaration of assets are not received by the appropriate department

C


HRM/R/PMAS/001 Ability to generate report on employee ratings in the last three years C

HRM/R/PMAS/002 Ability to provide reports on count/list of total employees completing the target setting, mid-year and year-end appraisal

C

HRM/R/PMAS/003 Ability to provide reports on count/list of total employees for whom target setting, mid-year review and year-end review has been completed/pending

C

HRM/R/PMAS/004 Ability to provide reports on count/list of employees based on categories of performance appraisal ratings

C

HRM/R/PMAS/005 Ability to generate reports for vigilance clearance and detailed status of vigilance proceedings as well as submission of declaration of assets

C

HRM/R/PMAS/006 Ability of generate performance reports and detailed status C

HRM/R/PMAS/007 Ability to provide reports of special PARs and detailed status for the probation period

C





Core Process Succession Planning (SP) HRM/F/SP/001 Ability to automate the process of Succession Planning C HRM/F/SP/002 Ability to capture SP Policy and process to update/edit the policy C HRM/F/SP/003 Ability to record and maintain various career options/paths available to

employees in the organization C

HRM/F/SP/004 Ability to define Vacancy and Talent Database (Integrate with Recruitment Module)

C

HRM/F/SP/005 Ability to define the Talent Assessment Database Form for each position/vacancy to capture the details of vacancy, eligibility criteria & evaluation criteria

C

HRM/F/SP/006 Ability to identify key positions (employees who are retiring in a span of next 3 years) to formulate the vacancy list (Integrate with Employee Master Data Module)

C

HRM/F/SP/007 Ability to define the eligibility criteria (Age, PMAS Rating, Attendance Records, Vigilance Records) for employees to be included in Talent Database (Integrate with PMAS, Time Management Module)

C

HRM/F/SP/008 Ability to define the list of employees eligible for the Talent Assessment Process and capture their professional experience details, age, department, location, past PMAS rating of 8 years (Integrate with Employee Master Data Module, PMAS Module)

C

HRM/F/SP/009 Ability to provide list of employees short listed for Talent Evaluation Process

C

HRM/F/SP/010 Ability to update Interview Assessment Sheet Format including the rating scale

C

HRM/F/SP/011 Ability to update list of Interviewing Authority for each function C HRM/F/SP/012 Ability to inform short listed employees and Interviewing authority for

date, time and venue for conducting interviews of short listed employees D

HRM/F/SP/013 Ability to update list of questions for interview C HRM/F/SP/014 Ability to update interview ratings of employees in Talent Assessment

Database under Evaluation Criteria C

HRM/F/SP/015 Ability to update list of top 3 successors for each positions in Vacancy and Talent Database

C

HRM/F/SP/016 Ability to define Individual Development Plan (IDP) Database and form for IDP of successors

C

HRM/F/SP/017 Ability to send the IDP to PMAS for finalize IDP of successors C HRM/F/SP/018 Ability to update the status of IDP completion in IDP Database C





HRM/F/SP/019 Ability to update list of Successors of last years C HRM/F/SP/020 Ability to notify administrator to update successor details after

deployment in OM Module (Integrate with OM Module) C

HRM/F/SP/021 Ability to record history of succession planning process of all years C Reporting Requirements

HRM/R/SP/001 Ability to provide reports on list of employees due for retirement in a span of 3 years

C

HRM/R/SP/002 Ability to provide reports on number and details of Vacancies (Integrate with Recruitment Module)

C

HRM/R/SP/003 Ability to provide reports of employees eligible/rejected for Talent Assessment Process

C

HRM/R/SP/004 Ability to provide reports of employees short listed/rejected for Talent Evaluation Process

C

HRM/R/SP/005 Ability to provide reports of top 3 successors for each position C HRM/R/SP/006 Ability to provide reports on employees undergoing/completed IDP C HRM/R/SP/007 Ability to provide reports on assessment rating of interviewed employees C HRM/R/SP/008 Ability to provide reports on employees participated/selected/rejected in

succession planning process C

Core Process Staffing Sub Process Manpower Planning HRM/F/ST/MP/001 Capability to automate manpower requirement/planning based on

competencies, skills, experience, qualification and other criteria C

HRM/F/ST/MP/002 Capability to make provisions for direct employment/ promotion/ recruitment to specialist categories/part time or contractual employees

C

HRM/F/ST/MP/003 Capability to project cadre-wise/grade-wise manpower requirements for a specified period based on data relating to new upcoming units/resignations/dismissals/future retirement etc.

C

HRM/F/ST/MP/004 Capability to analyze the unit-wise, cadre-wise, grade-wise resources available and required and do a gap analysis with specific time frame

C

HRM/F/ST/MP/005 Facility to create new posts or modify existing posts through appropriate approval

C

HRM/F/ST/MP/006 Capability to issue alerts before any position falling vacant due to retirement/term of temporary or contractual employee getting over

C





HRM/F/ST/MP/007 Capability to generate a consolidated manpower plan (Department-wise/Section-wise/Unit-wise) for approval through work-flow management system

C

HRM/F/ST/MP/008 Capability to identify critical posts (by function) C

HRM/F/ST/MP/009 Capability to integrate with the recruitment/promotion module for filling up of vacancies

C

Sub Process Recruitment HRM/F/ST/REC/001 facility to include the entire process of recruitment in the system

including the budget involved in it. It may also include other new areas C

HRM/F/ST/REC/002 Facility to define positions for internal or external recruitment (define vacancies based on sanctioned strength and existing employee strength for each department/unit/section etc)

C

HRM/F/ST/REC/003 Facility to define the requirements for recruitment of deceased dependents

C

HRM/F/ST/REC/004 Facility to record the details of the applicants of deceased dependents C

HRM/F/ST/REC/005 Facility to furnish the list of applicants of deceased dependents found eligible for being called for interview/selection

C

HRM/F/ST/REC/006 Facility to carry out recruitment for different grade/rank of employees and Part time employees

C

HRM/F/ST/REC/007 Facility to record the time taken to assess the financial condition of the deceased dependent applicants and accordingly take decisions on the eligibility of the application

C

HRM/F/ST/REC/008 Support vacancy and post based roster system for recruitment C

HRM/F/ST/REC/009 Facility to define the specifications of the vacancy in terms of qualifications, work experience, location considerations, skills/competencies required, additional certifications / professional qualifications, etc. ( T& D module - integrate)

C

HRM/F/ST/REC/010 Facility to derive competencies automatically from the job or position competency requirements into vacancy competency requirements

C

HRM/F/ST/REC/011 Facility for managing recruitment for special categories requiring relaxation in norms

C





HRM/F/ST/REC/012 Facility to draw recruitment schedule in accordance with the requirement plan

C

HRM/F/ST/REC/013 Facility to indicate that an applicant has applied for the post through another hiring process within the organization

C

HRM/F/ST/REC/014 Facility for generating advertisement for recruitment for internal / external candidates for publication on HRMS portal, Media and websites

C

HRM/F/ST/REC/015 Support provision for approval of advertisement from Competent Authority

C

HRM/F/ST/REC/016 Linkage to resumes received from the extranet (careers page on websites or homepages on external job sites)

C

HRM/F/ST/REC/017 Ability to import resumes from external job sites into the resume database

C

HRM/F/ST/REC/018 Facility to receive on-line responses C

HRM/F/ST/REC/019 Facility to attach documents / credentials in soft form as a part of the application or at any other time as decided by the institution

C

HRM/F/ST/REC/020 Facility to auto generate unique identity number for each new applicant C

HRM/F/ST/REC/021 Facility to create workflow for approval of application through various levels

C

HRM/F/ST/REC/022 Facility to capture details of the Recruitment Policy and to alert users if there is any violation of the policy

C

HRM/F/ST/REC/023 Facility to route recruitments through various levels of approvals and review. Audit trails of the entire approval process should be available

C

HRM/F/ST/REC/024 Facility to report generation for all the above functionalities with a provision for dynamic querying

C

HRM/F/ST/REC/025 Ability to re-induct a person into the organisation after a gap in service ( Integrate with employee master)

D

Sub Process Selection HRM/F/ST/SEC/001 Facility to design tests to be conducted in written or online modes C

HRM/F/ST/SEC/002 Facility for generation of call letters for written test/interview with allocation of Roll numbers (same as unique identity numbers allocated during recruitment phase) and venue. Should support manual intervention in changing venue/centre subsequently.

C





HRM/F/ST/SEC/003 Facility to create a competency framework (matrix) for various competency types (functional/ behavioral/ leadership) with desired proficiency levels for each position/grade

C

HRM/F/ST/SEC/004 Facility to create various competencies and categories into various competency types viz. Ability, Skill, Knowledge, etc.

C

HRM/F/ST/SEC/005 Facility to maintain various types of tests and maintain a question/answer database of each type of test (functional, psychometric, analytical etc.) to be administered as part of the selection process

C

HRM/F/ST/SEC/006 Facility to define the evaluation criteria and generation of results post-evaluation

C

HRM/F/ST/SEC/007 Ability to track interview results / Applicant's progression C

HRM/F/ST/SEC/008 Generation of merit list of candidates on user configurable criteria such as category-wise, centre-wise, alphabetically, roll no.-wise, score-wise etc.

C

HRM/F/ST/SEC/009 Ability to record payments made to the panel members/invigilators/candidates etc.

C

HRM/F/ST/SEC/010 Capability to maintain details of the candidates resorting to unfair means C

HRM/F/ST/SEC/011 Provision to record comments of interviewers at various levels of interviews

C

Sub Process Hiring HRM/F/ST/HIR/001 Generation of system driven regret letters and/or offer / appointment

letters through both manual as well as electronic modes (with terms and conditions for appointment)

C

HRM/F/ST/HIR/002 Ability to issue orders of appointment on contract basis C

HRM/F/ST/HIR/003 Ability to issue orders of re-engagement (or extension) of retired officers, on contract basis with re-employment terms

C

HRM/F/ST/HIR/004 Ability to issue order on completion of probation period C

HRM/F/ST/HIR/005 Facility to maintain checklist for verification and acknowledgement of various aspects related to joining viz., medical reports, testimonials, other relevant certificates, etc.

C





HRM/F/ST/HIR/006 Should allow for maintaining a checklist of details to be mentioned in each employee's personnel file

C

Sub Process Confirmation HRM/F/ST/CNF/001 Facility to change employment status from probation to confirmed/not

confirmed after one year from the date of joining C

HRM/F/ST/CNF/002 Facility to integrate with the PAR (Performance Appraisal Report) of the employee on probation

C

HRM/F/ST/CNF/003 Facility to attach scanned copy of the vigilance clearance certificate after one year of the employee's joining

C

HRM/F/ST/CNF/004 Facility to attach service continuity certificate for checking unauthorized attendance of the employee on probation

C

HRM/F/ST/CNF/005 Facility to attach scanned copy of the police verification certificate and medical fitness certificate of the employee hired on probation

C

Reporting Requirements for Staffing Module

HRM/R/ST/001 Facility to generate reports on Recruitment cost incurred/employee and cost per recruitment agency per project

C

HRM/R/ST/002 Facility to generate report on the time taken by each agency to recruit for a position

C

HRM/R/ST/003 Facility to generate reports on Time taken for filling up a vacancy i.e. from paper advertisement to appointment letter

C

HRM/R/ST/004 Facility to generate reports on the time taken for deceased dependent recruitment (i.e. from receiving application till appointment)

C

HRM/R/ST/005 Facility to generate reports on No. of days taken to respond to an applicant

E

HRM/R/ST/006 Facility to generate reports on year-wise manpower profile of WBSETCL C HRM/R/ST/007 Facility to generate reports on total manpower strength (Category-wise,

designation-wise in different corporate and field offices of WBSETCL (for each quarter)

C

HRM/R/ST/008 Facility to generate reports on Education and Age profile employees C HRM/R/ST/009 Facility to generate reports on the details of contractual employees in

WBSETCL E

HRM/R/ST/010 Facility to generate reports on the Recruitment, appointment and C





confirmation details for each quarter HRM/R/ST/011 Facility to generate reports on the Superannuation details C HRM/R/ST/012 Facility to generate reports on the Separation details (category wise) C Core Process Grievance Redressal HRM/F/GR/001 Facility to store and update Grievance Redressal Policies & Procedures C HRM/F/GR/002 Facility to edit the policies by specified level of authorities C HRM/F/GR/003 Facility to issue docket number for different classes of employees

separately C

HRM/F/GR/004 Facility to define composition of the GR committees C HRM/F/GR/005 Facility to list various techniques to facilitate communication C HRM/F/GR/006 Facility to store various GR forms for printing C HRM/F/GR/007 Facility to maintain checklist of the documents that employees need to

submit as part of the procedures C

HRM/F/GR/008 Facility to draw schedule for GR meetings C HRM/F/GR/009 Facility to design surveys C HRM/F/GR/010 Facility to alert the users periodically when a deadline is approaching

nearer C

HRM/F/GR/011 Facility to track/monitor the status of a pending case C Reporting Requirements for Grievance Redressal Module

Req. Id Requirement Description HRM/R/GR/001 Number of court cases filed at labor court & high court, industrial tribunal

& other competent authority C

HRM/R/GR/002 Number of grievances disposed per year C HRM/R/GR/003 Facility to generate reports on the total number of complaints docketed

for a specified period C

HRM/R/GR/004 Facility to generate reports on the total number of grievances handled during a specified period

C

HRM/R/GR/005 Facility to generate reports on the various types of grievances handled during a specified period

C

HRM/R/GR/006 Facility to generate reports on the average time taken to resolve a grievance

C





Core Process Legal HRM/F/LG/001 Facility to maintain database of empanelled lawyers and arbitrators and

their fees structure C

HRM/F/LG/002 Facility to maintain and update all engagement orders, hearing and outcomes

C

HRM/F/LG/003 Facility to maintain lawyers communications along with gist of the orders C HRM/F/LG/004 Facility to maintain compliance of the orders of different courts C HRM/F/LG/005 Facility to maintain record of category of court cases at high court such

writ, civil revisions, appeal, contempt of court etc. C

HRM/F/LG/006 Facility to maintain details of appeals filed by the company against different orders

C

HRM/F/LG/007 Facility to maintain all relevant database for all courts, tribunals, Compensation court, gratuity tribunal including appellate forums

C

HRM/F/LG/008 Facility to maintain database regarding arbitration C HRM/F/LG/009 Facility to maintain database regarding conference with different legal

professionals/bodies/associations C

HRM/F/LG/010 Facility to maintain legal opinions given by different legal professionals/legal cell

C

HRM/F/LG/011 Facility to maintain database regarding cases for out of court settlement through empowered committee

C

HRM/F/LG/012 Facility to check/monitor status of all pending cases including cases on service matters related to employees and contract/ outsourced labourers

C

HRM/F/LG/013 Facility to maintain checklists for defending any case filed against the company

C

HRM/F/LG/014 Facility to design awareness programs on legal issues C HRM/F/LG/015 Facility to record bills of the advocates and compare that with their

charge rates and appearance dates C

HRM/F/LG/016 Facility to maintain checklists of the supporting documents that an advocate needs to submit while raising bills

C

HRM/F/LG/017 Facility to alert users if advocate bills are stored into the system without all supporting documents

C

HRM/F/LG/018 Facility to interface with existing legal software (in WBSEDCL but data maintained for WBSETCL also)

C





Reporting Requirements for Legal Module

HRM/R/LG/001 Facility to generate reports on total number of awareness programs conducted on legal issues during a specified period

C

HRM/R/LG/002 Facility to generate reports on the total amount of payout on litigation cases during a specified period

C

HRM/R/LG/003 Facility to generate report on review of court cases at the site offices. C HRM/R/LG/004 Facility to generate reports on the total number of legal cases filed

against the company by employees (per year) against disciplinary actions /non settlement of terminal dues/other issues

C

HRM/R/LG/005 Facility to generate reports on the total number of legal cases filed against the company by others during a specified period

C

HRM/R/LG/006 Facility to generate reports on the total number of employee court cases decided in favour of the company

C

HRM/R/LG/007 Facility to generate reports of pending cases allotted to particular advocates by any office

C

HRM/R/LG/008 Facility to generate reports of pending cases according to involvement of outstanding dues

C

HRM/R/LG/009 Facility to generate reports of pending cases according to date/month of filing the cases

C

HRM/R/LG/010 Facility to generate reports on amount of revenue allowed by court in favour of company after disposal of cases

C

HRM/R/LG/011 Facility to generate reports advocate wise and office wise legal expenditure

C

HRM/R/LG/012 Facility to generate reports on amount realised through out of court settlement

C

Core Process HR&A Dashboard HRM/F/HRMDB/001 The number of reports/MIS to be generated need to be discussed with

top management before finalization C

Core Process Administration Sub Process Travel Management HRM/F/AD/TM/001 Ability to automate the process of Travel Request C





HRM/F/AD/TM/002 Ability to define Travel Request (Rail/Air/Road/) Forms C

HRM/F/AD/TM/003 Ability to define & select calendar and time schedules for travel planning C

HRM/F/AD/TM/004 Ability to define Country/state/city for travel planning C

HRM/F/AD/TM/005 Ability to select type of Travel (Local/Domestic/International Travel) C

HRM/F/AD/TM/006 Ability to select mode of travel (Rail/Air/Road) C

HRM/F/AD/TM/007 Ability to recommend Train Name & Number, Flight Number / Name of Carrier

C

HRM/F/AD/TM/008 Ability to add number, name, age, department, function of travelers C

HRM/F/AD/TM/009 Ability to raise Travel Requisition for Local/Domestic/International Travel C

HRM/F/AD/TM/010 Ability to select the cost centre while raising travel requests C

HRM/F/AD/TM/011 Ability to define approving authority and reviewing authority for checking/approving/declining travel requests

C

HRM/F/AD/TM/012 Ability to select approving and reviewing authority for approval of travel requests

C

HRM/F/AD/TM/013 Ability to provide any additional comments before submitting the travel request (lowest fair/berth preference)

C

HRM/F/AD/TM/014 Ability to approve/decline/modify travel request of employees by approving authority (Link with ESS)

C

HRM/F/AD/TM/015 Ability to check status of approval/decline of travel requests C

HRM/F/AD/TM/016 Ability to resubmit travel requests if declined C

HRM/F/AD/TM/017 Ability to notify Travel Desk of approved travel requests submitted C

HRM/F/AD/TM/018 Ability to raise request for cancellation of travel tickets or booking of Taxis for Local/Domestic Travel

C





HRM/F/AD/TM/019 Ability to create request for booking of taxis for Local/domestic Travel C

HRM/F/AD/TM/020 Ability to approve/cancel/modify requests for taxi bookings E

HRM/F/AD/TM/021 Ability to create, change, display, review and release travel advances C

HRM/F/AD/TM/022 Generation of reminder letters if tours and travels final bill is not submitted by employee within the prescribed time

C

Req. Id Requirement Description HRM/R/AD/TM/001 Ability to provide expenditure reports for separate cost centers C

HRM/R/AD/TM/002 Ability to provide reports on employees for whom travel request has been approved/declines/modified

C

HRM/R/AD/TM/003 Ability to provide reports on all past travel requests with details on travel advance cleared/per-diem/allowances claimed and actually paid

C

Sub Process E-Payment HRM/F/AD/EP/001 Ability to raise request for expenses such as medical

reimbursement/travel reimbursement/stationery/local conveyance etc. C

Sub Process Conference Room Booking HRM/F/AD/CRB/001 Ability to automate conference room / seminar hall / auditorium booking C

HRM/F/AD/CRB/002 Ability to raise requests for conference room booking based on availability

C

HRM/F/AD/CRB/003 Ability to cancel/modify conference room booking C

HRM/F/AD/CRB/004 Ability to approve/decline conference room booking C

HRM/F/AD/CRB/005 Ability to add/remove approving authority for approval of conference room booking

C

HRM/F/AD/CRB/006 Ability to add/delete list of conference rooms C

HRM/F/AD/CRB/007 Ability to integrate with finance to generate bill for providing conference hall on rent

C

Sub Process Guest House Room Booking





HRM/F/AD/GRB/001 Ability to automate Guest House / Inspection Bunglow / Circuit House booking

C

HRM/F/AD/GRB/002 Ability to raise requests for booking of rooms C

HRM/F/AD/GRB/003 Ability to add/delete list of rooms C

HRM/F/AD/GRB/004 Ability to show availability of Guest Houses/rooms on a specific date, time and by the concerned employee/department and purpose

C

HRM/F/AD/GRB/005 Ability to raise requests to cancel/modify room bookings C

HRM/F/AD/GRB/006 Ability to approve/decline request for room bookings C

HRM/F/AD/GRB/007 Ability to add approving authority for approval for room booking C

HRM/F/AD/GRB/008 Ability to accommodate request of extending/shortening booking period for already booked room

C

HRM/F/AD/GRB/009 Ability to approve/decline request for extending/shortening booking period for already booked room

C

HRM/F/AD/GRB/010 Ability to raise requests for guest house booking for guests & other field employees

C

HRM/F/AD/GRB/011 Ability to view status of requests for guest house booking for guests & other field employees

C

HRM/F/AD/GRB/012 Ability to approve requests for guest house booking for guests & other field employees by administrator

C

HRM/F/AD/GRB/013 Ability to integrate with finance to generate bill for providing GH on rent C

Sub Process Departmental quarter allotment HRM/F/AD/DQA/001 Ability to maintain and update the policies regarding departmental

quarter allotment C

HRM/F/AD/DQA/002 Ability to process application for quarter allotment C

HRM/F/AD/DQA/003 Ability to view/update the list of present occupants of the quarters, and list of vacant quarters

C

HRM/F/AD/DQA/004 Ability to deduct the quarter rent from the salary of the occupants (integrate with the Payroll module)

C





HRM/F/AD/DQA/005 Ability to issue the No Demand Certificate when occupants vacate the quarters and consequently stop deducting rent from salary (integrate with Payroll module)

C


HRM/R/AD/DQA/001 Ability to provide reports on the list of present occupants of the quarters, quarters they are occupying, and list of vacant quarters

C

HRM/R/AD/DQA/002 Ability to provide reports on the total number of applications processed regarding quarter allotment in a year

C

Sub Process Hiring and renting of space or accommodation HRM/F/AD/HRSA/001 Ability to maintain and update the policies (including DoP) for hiring and

renting of space or accommodation C

HRM/F/AD/HRSA/002 Ability to issue orders (according to DoP) for hiring/renting of space and generate bills accordingly (integrate with the Accounts module)

C


HRM/R/AD/HRSA/001 Ability to provide reports on total rooms booked/available for booking E

HRM/R/AD/HRSA/002 Ability to provide department-wise reports on total costs of room bookings per month/quarter/year

E

Sub Process Civil Maintenance Control of Building and Assets, Lifts, Vehicles, printers, computers, furniture, stores

HRM/F/AD/CM/001 Ability to maintain database and show details of all departmental quarters, pump house, inspection bunglows and house-rent matters and information such as year, details of employee occupants, house rent collected etc.

C

HRM/F/AD/CM/002 Ability to maintain database and show information related to rooms, furniture, allotment of space in Vidyut Bhavan and other corporate offices, Abikhshan Bhavan and database related to canteen outsourcing

C

HRM/F/AD/CM/003 Ability to maintain database and show details on matters related to Liaison Office, New Delhi

D

HRM/F/AD/CM/004 Ability to maintain details and show matters related to retention of quarters and other allied jobs with respect to all categories of employees

C





HRM/F/AD/CM/005 Ability to maintain database and show details on different administrative matters including Accommodation/House Rent/ Taxes/Land matters, Vehicle/excess fuel consumption, Telephone/Leased Line/Cash Track Machine etc.

C

HRM/F/AD/CM/006 Ability to maintain and show all details in database on purchase of stationeries and equipments and vendors

C

HRM/F/AD/CM/007 Ability to maintain all details and show database on engagement of HG/NVF

C

HRM/F/AD/CM/008 Ability to maintain all details and show database on matters relating to Joint Management Council Meetings (Tier-2) and other Tiers

C

HRM/F/AD/CM/009 Ability to maintain all details and show database on receiving and dispatching all letters/Circulars etc. of different Offices under Vidyut Bhavan to outside Offices through Central Receipt & Dispatch Section

C

HRM/F/AD/CM/010 Ability to maintain and show all details on procurement of Air & Railway tickets

C

HRM/F/AD/CM/011 Ability to maintain and show all details on maintenance of Telephone (PBX) system

C

HRM/F/AD/CM/012 Ability to maintain and show all details on maintenance of vehicles of Vidyut Bhavan/and other corporate office

C

HRM/F/AD/CM/013 Ability to maintain and show all details on maintenance of electrical equipment of Vidyut Bhavan/and other corporate office

C

HRM/F/AD/CM/014 Ability to raise request for maintenance/replacement of various office equipments/telephones

C

HRM/F/AD/CM/015 Ability to maintain and show all details on maintenance of office stationary store

C

HRM/F/AD/CM/016 Ability to raise requisition for stationary by each department C

HRM/F/AD/CM/017 Ability to maintain and show all details on Operation of Telephone Hub C

HRM/F/AD/CM/018 Ability to maintain and show all details on all matters related to supervision of all Guest House

C


HRM/R/AD/CM/001 Ability to provide reports on all departmental quarters I.Bs and House-rent matters and information such as year, details of employee

E





occupants, house rent collected etc

HRM/R/AD/CM/002 Ability to provide reports on rooms, furniture, allotment of space in Vidyut Bhavan and other corporate office and database related to canteen outsourcing, IB GH outsourcing

E

HRM/R/AD/CM/003 Ability to provide reports on matters related to Liaison Office, New Delhi D

HRM/R/AD/CM/004 Ability to provide reports on retention of quarters and other allied jobs with respect to all categories of employees

E

HRM/R/AD/CM/005 Ability to provide reports on different administrative matters including Accommodation/House Rent/ Taxes/Land matters, Vehicle/excess fuel consumption, Telephone/Leased Line/Cash Track Machine etc.

E

HRM/R/AD/CM/006 Ability to provide reports on engagement of HG/NVF/Private Security personnel/part time employees

E

HRM/R/AD/CM/007 Ability to provide reports on Joint Management Council Meetings (Tier-2) and other Tiers

E

HRM/R/AD/CM/008 Ability to provide reports on receiving and dispatching all letters/Circulars etc. of different Offices under Vidyut Bhavan to outside Offices through Central Receipt & Dispatch Section

E

HRM/R/AD/CM/009 Ability to provide reports on procurement of Computer & peripherals and Liveries and consumable items

E

HRM/R/AD/CM/010 Ability to provide reports on procurement of Printed Articles and pre-printed computer stationary

E

HRM/R/AD/CM/011 Ability to provide reports on procurement of stationary items and purchase through petty cash & Courier Service

E

HRM/R/AD/CM/012 Ability to provide reports on procurement of Mobile Phone, Photocopy, Fax, Typewriter and its maintenance job

E

HRM/R/AD/CM/013 Ability to provide reports on procurement of Air & Railway tickets E

HRM/R/AD/CM/014 Ability to provide reports on maintenance of Telephone (PBX) system E

HRM/R/AD/CM/015 Ability to provide reports on maintenance of vehicles of Vidyut Bhavan E

HRM/R/AD/CM/016 Ability to provide reports on maintenance of electrical equipment of Vidyut Bhavan and other corporate office

E





HRM/R/AD/CM/017 Ability to provide reports on request for maintenance of any equipment in vidyut bhavan and other corporate office

E

HRM/R/AD/CM/018 Ability to provide reports on inventory of office stationery store E

HRM/R/AD/CM/019 Ability to provide reports on Operation of Telephone Hub E

HRM/R/AD/CM/020 Ability to provide reports on all matters related to supervision of Guest House

E

Sub Process Public Relations HRM/F/AD/PRL/001 Ability to define and update the PR strategies and policy periodically C

HRM/F/AD/PRL/002 Ability to prepare and monitor the production of publicity brochures, handouts, direct mail leaflets, promotional videos, photographs, films and multimedia programmes through ERP

C

HRM/F/AD/PRL/003 Ability to organize events including press conferences, exhibitions, open days and press tours through the system

C


HRM/R/AD/PRL/001 Ability to provide reports on the total number of publicity brochures, handouts, direct mail leaflets and other materials produced within a specified time

C

HRM/R/AD/PRL/002 Ability to provide reports on the total number of press conferences, exhibitions, etc organized within a specified time

C

Sub Process Procurement and issuance of medicines HRM/F/AD/PIM/001 Ability to automate the requisition process for purchasing medicines C

HRM/F/AD/PIM/002 Ability to automate the tendering process for purchasing medicines C

HRM/F/AD/PIM/003 Ability to update the stock amount, number of medicines issued in past months, etc.

C

HRM/F/AD/PIM/004 Ability to calculate the total amount spent on purchasing medicines against the allocated budget, remaining balance, etc.

C






HRM/R/AD/PIM/001 Ability to provide reports on the total number of medicines purchased within a specified time, number issues, stocks in balance, etc.

C

HRM/R/AD/PIM/002 Ability to provide reports on the total amount spent on purchasing medicines against the allocated budget, remaining balance, etc.

C

Sub Process Employee welfare and CSR HRM/F/AD/EW/001 Ability to maintain the history of employee welfare and CSR initiatives

undertaken over time, separately C

HRM/F/AD/EW/002 Ability to calculate the amount spent on employee welfare and CSR initiatives separately

C


HRM/R/AD/EW/001 Ability to provide separate reports on the total number of employee welfare and CSR initiatives undertaken within a specified time with amount spent on each

C

Core Process Performance Linked Incentive Scheme HRM/F/PLI/001 Ability to automate the revised PLI scheme for WBSETCL E HRM/F/PLI/002 Ability to capture the time to revisions/edit any changes in the PLI

scheme E

HRM/F/PLI/003 Ability to take input from the corporate and departmental scorecards to update data such as target setting etc for computing the PLI for WBSETCL

E

HRM/F/PLI/004 Ability to calculate the amount disbursable for PLI for all employees in each department and unit of WBSETCL

E

HRM/F/PLI/005 Ability to calculate and maintain the history of PLIs earned by each employee in a year (integrate with PMAS and Payroll modules)

E

HRM/F/PLI/006 Ability to make comparisons of year wise PLIs earned by functions/departments

E


HRM/R/PLI/001 Ability to provide reports on the total amount disbursed as PLIs in each year (department wise as well as employee wise within a department)

E

Core Process E - Exit (Full and Final Settlement) HRM/F/EE/001 Facilitate E-Exit process for employees at the time of exit. For

retirement, send reminder of the retirement date to the employee one year in advance

C





HRM/F/EE/002 Ability to fill exit interview form by superior & HR (for resignation) C HRM/F/EE/003 Ability to process NDC (No Demand Certificate)/clearance from various

departments at the time of Exit through E-Exit process C

HRM/F/EE/004 Ability to notify (flag) individuals of any outstanding balances from various departments such as payroll, time office, purchase, establishment procurement- whichever applicable) when employee exits (Integrate with Payroll & other department Modules in case of E-Exit process)

C

HRM/F/EE/005 Ability to generate and print Leaving Certificate / Experience Certificate once all approvals are granted

C

HRM/F/EE/006 Ability to maintain case details of the employees reinstated/reappointed after being terminated

C

HRM/F/EE/007 Ability to retrieve details of terminated employees in case he/she is reinstated or reappointed

C

HRM/F/EE/008 Ability to calculate back pay or other entitlements of reinstated/reappointed employees (as applicable)

C


HRM/R/EE/001 Ability to view clearance request approved/rejected by department and the reason for the same

C

HRM/R/EE/002 Ability to generate reports on the total number of employees applied for resignations/VRS, number approved/rejected/pending

C

HRM/R/EE/003 ability to view the complete report on the e exit formalities which would be available whenever it wants to be seen

C



8.6 Document Management System & Workflow Management System



The Bidder must ensure that the proposed ERP Solution covers the Document Management System (DMS) and Workflow Management System (WMS). The document and workflow management systems must have the following basic components:

DMS/001 Ability for hierarchy-based document review and approval system C DMS/002 Ability to capture for bringing documents into the system C DMS/003 Ability for storing and archiving documents C DMS/004 Ability for indexing and retrieval tools to locate documents C DMS/005 Ability of distribution for exporting documents from the system C DMS/006 Ability to ensure security to protect documents from unauthorized

access C

DMS/007 Facility to write notes on the document C



SECTION: 9 ANNEXURE



Annexure: 1 List of WBSETCL Business Locations (as on 31.07.2010) Sl. No. Head Quarter Locations

1. Corporate Office (Vidyut Bhavan, Kolkata) 2. IT, Communication & Testing Head Office (Abhikshan Bhavan, Kolkata) 3. SLDC (Howrah) 4. Central Store (Shyam Nagar, 24 North Parganas) 5. WBSETCL Training Institute, Kolkata (Proposed)

Sl. No. Transmission (O&M) Area offices (including 400kV Sub-stations)

1. Alipurduar Area Office 2. Arambag Area Office (400kV Arambag Sub-station) 3. Bankura Area Office 4. Barasat Area Office 5. Behala Area Office 6. Berhampur Area Office 7. Burdwan Area Office 8. Chandan Nagar Area Office 9. Durgapur Area Office (400kV Durgapur Sub-station) 10. Haldia Area Office 11. Howrah Area Office 12. Jalpaiguri Area Office 13. Jeerat Area Office (400kV Jeerat Sub-station) 14. Kasba Area Office 15. Kharagpur Area Office 16. Kharagpur Area Office (400kV Kharagpur Sub-station) (Proposed) 17. Krishna Nagar Area Office 18. Malda Area Office 19. Midnapur Area Office 20. Purulia Area Office 21. Raiganj Area Office 22. Salt Lake Area Office 23. Siliguri Area Office

Sl. No. 220kV, 132kV & 66kV Sub-stations

1. 220kV Asansol Sub-station 2. 220kV Domjur Sub-station 3. 220kV Durgapur Sub-station 4. 220kV Gokarna Sub-station 5. 220kV Howrah Sub-station 6. 220kV Kasba Sub-station 7. 220kV Kolkata Leather Complex Sub-station 8. 220kV Krishnanagar Sub-station 9. 220kV Laxmikantopur Sub-station 10. 220kV Midnapur Sub-station 11. 220kV N.J.P. Sub-station 12. 220kV New Bishnupur Sub-station 13. 220kV New Haldia Sub-station



14. 220kV Rajarhat-New Town AA-I Sub-station 15. 220kV Rishra Sub-station 16. 220kV Satgachia Sub-station 17. 220kV Singur Sub-station 18. 220kV Subhasgram Sub-station 19. 132kV Adisaptagram Sub-station 20. 132kV Alipurduar Sub-station 21. 132kV Amtala Sub-station 22. 132kV Ashoknagar Sub-station 23. 132kV Bagnan Sub-station (Proposed) 24. 132kV Balurghat Sub-station 25. 132kV Bankura Sub-station 26. 132kV Barasat Sub-station 27. 132kV Barjora Sub-station 28. 132kV Bashirhat Sub-station 29. 132kV Behala Sub-station 30. 132kV Belmuri Sub-station 31. 132kV Berhampur Sub-station 32. 132kV Bighati Sub-station 33. 132kV Birpara Sub-station 34. 132kV Birshingha Sub-station 35. 132kV Bishnupur Sub-station 36. 132kV Bolpur Sub-station 37. 132kV Bongaon Sub-station 38. 132kV Chalsa Sub-station 39. 132kV Chanditala Sub-station 40. 132kV Chandra Kona Road Sub-station 41. 132kV Contai Sub-station 42. 132kV Coochbehar Sub-station 43. 132kV Dalkhola Sub-station 44. 132kV Darjeeling Sub-station 45. 132kV Debogram Sub-station 46. 132kV Dharampur Sub-station 47. 132kV Dhulian Sub-station 48. 132kV Egra Sub-station 49. 132kV Falta Sub-station 50. 132kV Food Park Sub-station (Proposed) 51. 132kV Gangarampur Sub-station 52. 132kV Haldia Sub-station 53. 132kV Hind Motor Switching Station 54. 132kV Hizli Sub-station 55. 132kV Jangipara Sub-station 56. 132kV Jhargram Sub-station 57. 132kV Kakdwip Sub-station (Proposed) 58. 132kV Kalna Sub-station (Proposed) 59. 132kV Kalyani Sub-station



60. 132kV Katwa Sub-station 61. 132kV Khanyan Sub-station 62. 132kV Kharagpur WBIIDC Sub-station 63. 132kV Khatra Sub-station (Proposed) 64. 132kV Kolaghat Sub-station 65. 132kV Kurseong Sub-station (Proposed) 66. 132kV Lalgola Sub-station 67. 132kV Liluah Sub-station 68. 132kV Mahachanda Sub-station 69. 132kV Mahispota Sub-station (Proposed) 70. 132kV Malda Sub-station 71. 132kV Mankar Sub-station 72. 132kV Moinaguri Sub-station 73. 132kV Najirpur Sub-station (Proposed) 74. 132kV North Bengal University Sub-station 75. 132kV Pingla Sub-station 76. 132kV Purulia Sub-station 77. 132kV Raghunathganj Sub-station 78. 132kV Raghunathpur Sub-station 79. 132kV Raiganj Sub-station 80. 132kV Raina Sub-station 81. 132kV Rajarhat-New Town AA-III Sub-station 82. 132kV Rampurhat Sub-station 83. 132kV Ranaghat Sub-station 84. 132kV Sainthia Sub-station 85. 132kV Salt Lake Gas Insulated Sub-station (Proposed) 86. 132kV Salt Lake Sub-station 87. 132kV Samsi Sub-station 88. 132kV Siliguri Sub-station 89. 132kV Sonarpur Sub-station 90. 132kV Tamluk Sub-station 91. 132kV Tarakeshwar Sub-station 92. 132kV Titagarh Sub-station 93. 132kV Ukhra Sub-station 94. 132kV Uluberia Sub-station 95. 66kV Bagula Sub-station 96. 66kV Banerhat Sub-station 97. 66kV Hamiltonganj Sub-station 98. 66kV Hasimara Sub-station 99. 66kV Kalimpong Sub-station

100. 66kV Kamakhyaguri Sub-station 101. 66kV Nagrakata Sub-station 102. 66kV Odlabari Sub-station

Sl. No. Transmission Line Maintenance Sub-Area Office (TLMS)

1. Burdwan TLMS 2. Purulia TLMS



Sl. No. Field Zonal Offices (FZO)

1. Bankura FZO 2. Berhampur FZO 3. Chinsurah FZO 4. Durgapur FZO 5. Kolkata FZO 6. Midnapure (Tamluk) FZO 7. Siliguri FZO

Sl. No. Camp Offices (CO)

1. Dalkhola CO 2. Durgapur CO (Proposed) 3. Haldia CO 4. Kakdweep CO 5. Kalna CO (Proposed) 6. Kharagpur CO 7. Midnapore CO 8. Nazirpur CO (Proposed) 9. Rajarhat CO 10. Subhashgram CO

Sl. No. Transmission Testing Offices

1. Alipurduar Testing Unit 2. Beharampur Testing Unit 3. Burdwan Circle 4. Durgapur Circle 5. Kolkata Circle - I 6. Kolkata Circle - II 7. Krishnanagar Testing Unit 8. Malda Circle 9. Midnapur Circle 10. Purulia Testing Unit 11. Siliguri Circle

Sl. No. Total No. of Locations Total Nos.

1. Head Quarter Locations 52. Transmission (O&M) Area offices (including 400kV Sub-stations) 233. 220kV, 132kV & 66kV Sub-stations 1024. Transmission Line Maintenance Sub-Area Office (TLMS) 25. Field Zonal Offices (FZO) 76. Camp Offices (CO) 107. Transmission Testing Offices 11

GRAND TOTAL: 160



Annexure: 2 Bid Datasheet Tender Title Supply, Installation & Implementation of and Support for

Enterprise Resource Planning (ERP) Solution in WBSETCLTender No. CE(Procurement)/WBSETCL/ERP/2010-11/05 Type of Bidding International Competitive Bidding (ICB) Method of selection Quality & Cost Based Selection (QCBS) Date of issue of Tender Document 05-August-2010 Last date of sale of Tender Document

13-August-2010 (up to 03.00PM)

Last date of submission of clarifications on Tender Document

19-August-2010 (up to 05.00PM)

Date* and time of pre-bid conference

25-August-2010, 11.00AM

Venue of pre-bid conference West Bengal State Electricity Transmission Company Limited (WBSETCL), Seminar Hall-I, 7th Floor, ‘D’ Wing, Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Last date* and time of Bid submission

20-September-2010, 02.00PM

Place of Bid submission Office of the Chief Engineer (Procurement), West Bengal State Electricity Transmission Company Limited (WBSETCL), 10th Floor, ‘D’ Wing, Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Date* and time of Bid opening 20-September-2010, 03.00PM Place of Bid opening Office of the Chief Engineer (Procurement),

West Bengal State Electricity Transmission Company Limited (WBSETCL), 10th Floor, ‘D’ Wing, Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Bid Security to be submitted along with the Bid

INR 45,00,000 (Indian Rupee Forty Five Lakh Only) by way of crossed bank Demand Draft (DD) / Pay Order (PO) / Banker’s Cheque (BC) of any Scheduled Bank drawn in favour of West Bengal State Electricity Transmission Company Limited payable at Kolkata, or by Bank Guarantee as per the Purchaser’s format given in Form: 6

Minimum period of Bid validity One hundred and eighty (180) calendar days from the next day of the last date of Bid submission

Designation & contact details of Nodal Officer of the Purchaser

Chief Engineer (Procurement) West Bengal State Electricity Transmission Company Limited (WBSETCL), 10th Floor, ‘D’ Wing, Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India. Phone: +91 (33) 2359 1956 Fax: +91 (33) 2359 1894 E-mail: [email protected]

* In case of any change due to unforeseen event, notification of change will be posted on WBSETCL website



Annexure: 3 Pre-qualification Criteria for Bidders Sl. No.

Parameters Requirement description Supporting evidence^ required

Part-A: ERP Product and ERP Product Vendor 1. Implementation of

proposed ERP Product globally

The proposed ERP Product must have been successfully implemented in at least ten organizations globally in last seven years (period ending July 2010) with at least 300 transactional users covering at least three of the following five ERP functions together: (i) Plant Maintenance Management (ii) Project Planning & Management (iii) Procurement & Materials Management (iv) Financial Management (v) Human Resource Management

Project completion certificate from Customers of the referred projects indicating functions and number of transactional users in each project

2. Implementation of proposed ERP Product in Electricity Transmission / Distribution Utilities in India

The proposed ERP Product must have been successfully implemented in at least one Electricity Transmission / Distribution Utility in India

Project completion certificate from Customer of the referred project

3. Implementation of proposed ERP Product for Government Customers (PSU / Central / State) in India

The proposed ERP Product must have been successfully implemented in at least one Government Customer (PSU / Central / State) in India with at least 300 transactional users covering at least three of the following five ERP functions together: (i) Plant Maintenance Management (ii) Project Planning & Management (iii) Procurement & Materials Management (iv) Financial Management (v) Human Resource Management

Project completion certificate from Customer of the referred project indicating functions and number of transactional users

4. Financial stability of ERP Product Vendor

(a) The annual turnover of the ERP Product Vendor must be at least INR 600 Crore in each of the last three financial years ending March 2010 (b) The net worth of the ERP Product Vendor must be positive in each of the last three financial years ending March 2010

Certificate from CA in practice

5. Local presence The ERP Product Vendor must have at least one office in India

Shops & Establishment Certificate from Appropriate Authority

6. India Localization feature in the proposed ERP Product

The ERP Product must have India Localization features supporting taxes, duties, levies and other statutory requirements for addressing local compliance requirements

Self-certificate by ERP Product Vendor

7. Hardware & RDBMS Compliance

The ERP Product must be available on RISC/EPIC, HP-UX, IBM-AIX and Sun Solaris platforms and reputed RDBMS like Oracle / DB2 / MS SQL

Certification Report



Sl. No.

Parameters Requirement description Supporting evidence^ required

Part-B: Implementation Partner (IP) 1. Experience of the

Bidder as Primary Contractor in implementing ERP Solution globally

The IP must have implemented ERP Solution (with proposed ERP Product) in at least two organizations globally with at least 300 transactional users in each project in last seven years (period ending July 2010)

Project completion certificate from Customers of the referred projects indicating number of transactional users in each project

2. Experience of the Bidder as Primary Contractor in implementing ERP Solution in Electricity Transmission / Distribution Utilities globally

The IP must have implemented ERP Solution in at least one Electricity Transmission / Distribution Utility globally in last seven years (period ending July 2010) covering at least three of the following five ERP functions together: (i) Plant Maintenance Management (ii) Project Planning & Management (iii) Procurement & Materials Management (iv) Financial Management (v) Human Resource Management

Project completion certificate from Customer of the referred project indicating functions

3. Experience of the Bidder as Primary Contractor in implementing ERP Solution for Government Customers (PSU / Central / State) in India

The IP must have implemented / have been implementing ERP Solution in at least one Government Customers (PSU / Central / State) in India in last seven years (period ending July 2010)

Project completion certificate (for completed project) / order copy (for ongoing project) from Customer of the referred project

4. Experience of the Bidder as Primary Contractor in system integration in India

The IP must have implemented at least one project in India as System Integrator having 100 geographically dispersed locations (where ERP implemented)

Customer certificate confirming the role of IP as System Integrator

5. Financial stability of the IP

(a) The annual turnover of the IP must be at least INR 600 Crore in each of the last three financial years ending March 2010 (b) The net worth of the IP must be positive in each of the last three financial years ending March 2010

Certificate from CA in practice

6. Local presence The IP must have at least one office in India Shops & Establishment Certificate from Appropriate Authority

7. ERP Product Vendor Authorization

The IP must be authorized by ERP Product Vendor for execution of this Project and subsequent services

Authorization certificate of ERP Product Vendor

8. CMMi certification The IP must have at least CMMi Level 5 certification

Copy of the Certificate*

9. Availability of Resources

The IP must have at least (a) 50 full-time certified ERP Consultants of the proposed ERP Product in India; and (b) 500 full-time ERP Consultants in India

Self-declaration by IP

^ Upgrade projects will not be considered as implementation experience of the Bidder * Bidder undergoing assessment for not more than one year (after expiry of its earlier certificate) can submit a certificate for ongoing assessment issued by the assessment agency



Annexure: 4 Technical Qualification Criteria for Bidders Sl. No.

Parameters Supporting evidence^ required

Maximum marks

Methodology for computation / awarding of marks

(a) (b) (c) (d) (e) 1. Implementation of the

proposed ERP Product in Electricity Transmission / Distribution Utilities globally covering at least three of the five ERP functions requested by the Purchaser

Project completion certificate from Customers of the referred projects indicating functions

5 The rating will be given as below: No. of Implementations Rating*>= 9 A 7 or 8 B 5 or 6 C 3 or 4 D 1 or 2 E

2. Implementation of the proposed ERP Product in Electricity Transmission / Distribution Utilities in India covering at least three of the five ERP functions requested by the Purchaser


5 The rating will be given as below: No. of Implementations Rating*>= 5 A 4 B 3 C 2 D 1 E

3. Implementation of the proposed ERP Product for Government Customers (PSU / Central / State) in India covering at least three of the five ERP functions requested by the Purchaser



4. Experience of the Bidder as Primary Contractor in implementing ERP Solution in Electricity Transmission / Distribution Utilities globally covering at least three of the five ERP functions requested by the Purchaser


5 The rating will be given as below: No. of Implementations Rating*>= 9 A 7 or 8 B 5 or 6 C 3 or 4 D 1 or 2 E

5. Experience of the Bidder as Primary Contractor in implementing ERP Solution in Electricity Transmission / Distribution Utilities in India covering at least three of the five ERP functions requested by the Purchaser





Sl. No.


Maximum marks


(a) (b) (c) (d) (e) 6. Experience of the Bidder

as Primary Contractor in implementing ERP Solution for Government Customers (PSU / Central / State) in India covering at least three of the five ERP functions requested by the Purchaser


5 The rating will be given below: No. of Implementations Rating*>= 5 A 4 B 3 C 2 D 1 E

7. Bidder having at least one office in Kolkata

Shops & Establishment Certificate from Appropriate Authority

2 --

8. Meeting Technical Requirement Specifications (TRS) provided at SECTION: 7

Sheets duly filled in by the Bidder and countersigned by the ERP Product Vendor

10 Refer Note-1 for methodology of computation of marks against this parameter.

9. Meeting Functional Requirement Specifications (FRS) provided at SECTION: 8

Sheets duly filled in by the Bidder and countersigned by the ERP Product Vendor

15 Refer Note-2 for methodology of computation of marks against this parameter.

10. Approach & Methodology for Core Implementation and Roll-out [Minimum parameters for evaluation: understanding of the Purchaser’s business and issues, understanding of objective of the Project, implementation plan, roll-out plan, training strategy & plan, change management strategy & plan, data migration / entry strategy, project plan & resource deployment plan]

Necessary write-up (in not more than 15 pages)

10 The Bidder will be required to make a presentation to the representatives of the Purchaser on this aspect. The proposed Project Manager along with the identified key resources should be present during the presentation. In addition, the Bidder will be required to arrange a live demonstration at his own cost at select client site in India (where ERP solution is operational) for the representatives of the Purchaser.

Project plan & resource deployment plan in specified format (refer Form: 10)

3



Sl. No.


Maximum marks


(a) (b) (c) (d) (e) 11. Approach & Methodology

for Maintenance and Support [Minimum parameters for evaluation: maintenance and support strategy & plan, resource deployment plan, contingency plan, call logging & resolution methodology, SLA maintenance methodology]

Necessary write-up (in not more than 15 pages)

5 The Bidder will be required to make a presentation to the representatives of the Purchaser on this aspect. The proposed Project Manager along with the identified key resources should be present during the presentation.

12. Key Resources (CVs) proposed

Latest CVs in specified format (refer Form: 9)

25# Latest CVs to be submitted for the following key positions: • Project Manager • Functional Leads • Lead Programmer • Database Administrator • Infrastructure Lead • Transmission Sector

Specialist • Change Management Expert

Refer Note-3 for methodology of computation of marks against this parameter.

Total Maximum Marks:(“Maximum Technical Score”)

100

^ Upgrade projects will not be considered as implementation experience of the Contractor # This includes mandatory 15 marks to be scored by the Bidder * Marks for each Rating will be computed as per following: A: 100% of the Maximum marks (indicated in column (d)) B: 80% of the Maximum marks (indicated in column (d)) C: 60% of the Maximum marks (indicated in column (d)) D: 40% of the Maximum marks (indicated in column (d)) E: 20% of the Maximum marks (indicated in column (d))



Note-1: Evaluation of responses to Technical Requirement Specifications (TRS) ERP Product Vendor shall respond to the questions bearing the ‘*’ mark under Technical Requirements as mentioned in SECTION: 7 in the form of “Yes” / “No” based on which the evaluation would be done by the Purchaser. Also, the functionalities as expressed through the questions without the ‘*’ mark would be required to be mandatory compliant with proposed ERP Product by the ERP Product Vendor. Criteria Marks If Bidder replies 90% or above of the total requirements as “Yes” 10 If Bidder replies 80% to 90% of the total requirements as “Yes” 8 If Bidder replies 70% to 80% of the total requirements as “Yes” 6 If Bidder replies 60% to 70% of the total requirements as “Yes” 4 If Bidder replies 50% to 60% of the total requirements as “Yes” 2 If Bidder replies < 50% of the requirement as “Yes” 0

Note-2: Evaluation of responses to Functional Requirement Specifications (FRS) Based on criticality, the Purchaser has classified the business requirements as Critical (C), Essential (E) and Desirable (D). Further, Bidder has to respond to every single requirement stating whether the requirement is supported through standard feature / function (“out-of-the-box” solution) or supported through customization or supported through a Third Party “Bolt-on” solution. The overall rating for each of the responses would be granted as per the following matrix:

Criticality*Availability of function

Critical (C)

Essential (E)

Desirable (D)

Supported through standard feature/ function (“out-of-the-box” solution) (Code: SUP)

6 4 2

Supported through customization (Code: CST) 3 2 1 Supported through a Third Party “Bolt-on” solution (Code: BLT)

2 1 0.5

* If response against any of the line item is blank/null or not as per the specified nomenclature, then the response will be considered as “Supported through customization” and rating will be granted accordingly.

Scoring would be done by the Purchaser as per the above-mentioned rating and then scores would be summarized for every major process. Score to individual requirement would be calculated as given below (following table is for illustration purpose only): Availability of function C E D Total Supported through standard feature / function (“out-of-the-box” solution) (Code: SUP)

No. of Functions: 40 10 10 60 Score: 240 40 20 300

Supported through customization (Code: CST)


Supported through a Third Party “Bolt-on” solution (Code: BLT)


Total Functions: 60 25 15 100 Total Score: 290 60 25 375

Maximum Possible Score*: 60x6=360

25x4=100

15x2=30

490

Marks obtained (out of 15): = (375 / 490) x 15 = 11.48 (rounded-off to nearest 2 decimals)

* Considering that all functions are met through standard feature / function (“out-of-the-box” solution)



Note-3: Evaluation of profiles (CVs) of key resources Following parameters will be used for evaluating the profiles of key resources proposed for this Project. Only one CV must be proposed for each of the following positions. Detailed CV of all these key resources must be submitted in the standard format given in Form: 9. Important Note: Minimum qualifications stipulated under column (c) are mandatory qualifications and obtaining score of full 15 marks under Part-A [column (d)] is one of the mandatory conditions to become techno-commercially qualified Bidder.

Sr. No.

Position Minimum qualifications [Note: Upgrade projects will not be considered as implementation experience of the Resource]

Part-A: Marks for meeting Minimum

qualifications

Desirable qualifications [Note: Upgrade projects will not be considered as implementation experience of the Resource]

Part-B: Maximum additional marks for meeting

Desirable qualification(s)

Total maximum

marks [Part-A + Part-B]

(a) (b) (c) (d) (e) (f) (g) 1. Project

Manager (Full-time)

(i) Experience of implementing three full life cycle (end-to-end) ERP projects as Project Manager

(ii) Experience of implementing one full life cycle (end-to-end) ERP projects as Project Manager with proposed ERP Product

(iii) Experience of implementing five full life cycle (end-to-end) ERP projects

3.0 (iv) Experience of implementing full life cycle (end-to-end) ERP projects as Project Manager (0.5 marks per additional project, maximum of two projects)

(v) Experience of implementing ERP in Electricity Transmission / Distribution Utilities (0.5 marks per project, maximum of two projects)

(vi) Experience of implementing at least one full life cycle (end-to-end) ERP project in PSU in India (0.5 marks)

(vii) PMI / ITIL Certification (0.5 marks)

3.0 6.0

2. Functional Lead - Plant Maintenance Management

(i) Experience of implementing two full life cycle (end-to-end) ERP projects as Module Lead

(ii) Experience of implementing one full life cycle (end-to-end) ERP project with proposed ERP Product

1.5 (iii) Certification in proposed ERP (0.4 marks) (iv) Experience of implementing at least one

ERP project in Electricity Transmission / Distribution Utility (0.4 marks)

(v) Experience of implementing at least one ERP project in PSU in India (0.2 marks)

1.0 2.5



Sr. No.



qualifications




Total maximum


(a) (b) (c) (d) (e) (f) (g) 3. Functional

Lead - Project Planning & Management






1.0 2.5

4. Functional Lead - Procurement & Materials Management






1.0 2.5

5. Functional Lead - Financial Management






1.0 2.5

6. Functional Lead - Human Resource Management & General Administration






1.0 2.5



Sr. No.



qualifications




Total maximum


(a) (b) (c) (d) (e) (f) (g) 7. Lead

Programmer (i) Experience of programming in

proposed ERP for two full life cycle (end-to-end) ERP projects

(ii) Certification in proposed ERP

1.0 -- 0.0 1.0

8. Database Administrator

(i) Experience of database administration for two full life cycle (end-to-end) ERP projects

(ii) Certification in proposed database

0.5 -- 0.0 0.5

9. Infrastructure Lead

(i) Experience in setting-up at least two data centre and designing two telecommunication networking projects involving 10 or more geographically dispersed locations

1.0 -- 0.0 1.0

10. Transmission Sector Specialist

(i) B. Tech. or equivalent qualification (ii) Ten (10) years experience of

working across functional areas of transmission business in Electricity Utilities at executive level

1.0 (iii) Experience of working in Electricity Utilities at executive level (0.1 marks per additional year of experience, maximum of 10 years)

1.0 2.0

11. Change Management Expert

(i) Experience in two full life cycle (end-to-end) ERP projects as Change Management Expert or equivalent

1.0 (ii) Experience of implementing at least one ERP project in Electricity Transmission / Distribution Utility (0.5 marks)

1.0 2.0

TOTAL 15.0 10.0 25.0



Annexure: 5 Standards of Performance Sr. No.

User Activity Maximum permissible time LAN WAN

1. Menu Navigation-To display the menu as per the defined user role and profile

< 1 sec < 3 sec

2. Screen Opening-To display the selected data entry screen from the menu chosen

< 2 sec < 5 sec

3. Field Navigation-To navigate between the data entry fields in the screen

< 1 sec < 2 sec

4. Look-up Response Time-To display items from list of values < 1 sec < 2 sec 5. Look-up Response Time-To display items from table < 5 sec < 8 sec 6. Screen Navigation-Time taken to navigate from one screen (tab

page) to another which does not involve processing in earlier screen

< 1 sec < 2 sec

7. Transaction Commit-Response time taken to commit a simple transaction like Stores Issue Voucher, Stores Receipt Voucher etc.

< 2 sec < 3 sec

8. Query Retrieval Response Time-Simple query < 5 sec < 10 sec 9. Query Retrieval Response Time-Medium complexity query < 8 sec < 12 sec 10. Query Retrieval Response Time-High complexity query <15 sec < 20 sec 11. Reports Generation Response Time-Simple report < 5 sec < 10 sec 12. Reports Generation Response Time-Medium complexity report < 30 sec < 50 sec 13. Reports Generation Response Time-High complexity report < 1 min < 3 min



Annexure: 6 List of Deliverables Sl. No.

Scope Deliverable(s)

1. Preparation of Project Charter

• Project Charter

2. Supply and installation of ERP Application, Database and Related Software

• ERP Product licenses for all functions / modules and all related technical documents

• Licenses for ERP related software (other than ERP Product)

• All database, clustering tools, integration tools, other tools or any other software to make the ERP Solutions work

3. Preparation of Bill of Materials and Request for Proposal for supply, installation and implementation of ICT infrastructure and assistance to the Purchaser in entire process of ICT infrastructure procurement, installation and implementation

• RFP for supply, installation and implementation of ICT infrastructure; covering

o ICT infrastructure sizing and specifications o Bill of materials for ICT infrastructure

4. Data collection, data preparation, data cleansing, data entry and data migration (including master & transaction data)

• Data Preparation, Conversion & Migration Strategy document

• Templates for collection of master and transaction data • Codification of materials, equipments, etc. • Data Conversion / Entry Schedule and Plan • Data Conversion / Entry Progress report with issues

and resolution • Completed Data Conversion / Entry Report • Sign-off on Completed Data Conversion / Entry Report

5. Business Process Analysis • ‘As-Is’ Analysis of specified business processes • Gap Analysis Report covering process changes

required for ERP implementation 6. Conceptualizing, Designing,

Developing, Configuring and Testing of the ERP Solution

• ‘To-Be’ business processes • Business Solution Design Document • System Architecture • System Configuration Report • Business Solution Design Simulation • Sign-off on Business Solution Design Simulation • Functional Specifications and Technical Specifications

for all developments • Details of reports, integrations, enhancements and

forms built • User Manual, Technical, Functional and any other

manuals • Developed code (software) • Reports containing details of interfaces and integration



Sl. No.

Scope Deliverable(s)

made with legacy systems • Installation Progress and Completion Report • System testing plan, schedule, use cases and sign-off • Integration testing plan, schedule, use cases and sign-

off • Load testing plan, schedule, use cases and sign-off • Performance testing plan, schedule, use cases and

sign-off • Acceptance testing plan, schedule, use cases and sign-

off 7. Conducting Training

Programs and Change Management Workshops

• Training & change management strategy and plan describing the proposed approach and methodology, calendar / timelines, course contents, course duration, training materials, training tools, training logistics etc.

• Training Materials for o ERP Product / Solution Overview Training o Technical Training o Functional Training o End User Training o Change Management Workshops

• Results of test conducted after each training program and change management workshops

• Feedback from participants • Sign-off on completion of Training Programs and

Change Management Workshops 8. Audit and quality control

services • Review report and validation certificate for ICT

Infrastructure sizing done by IP • Audit and Quality Control Plan • Solution Review Report with recommendation • Sign-off on action taken on recommendations • Development Review report with recommendation • Sign-off on action taken on recommendations

9. Annual Technical Support (ATS) for the specified period

• ATS Contract Agreement • New versions / releases (incl. next generation release) • Upgrades, bug fixes, functionality enhancements and

patches to cater to changes (including tax, legal, statutory and policy requirements)

• Issue log reports • Issue resolution reports • Response time reports • New User/Technical/Product/Training Manuals

10. Handholding and Annual Maintenance Support (AMS) for the specified period

• AMS Contract Agreement • Issue log reports • Issue resolution reports • Response time reports • Updated Functional and Technical Manuals



SECTION: 10 FORMS



Form: 1 Letter of Application

(On Company Letterhead of the Bidder)

Date: / /2010

The Chief Engineer (Procurement),

West Bengal State Electricity Transmission Company Limited (WBSETCL),

10th Floor, ‘D’ Wing, Vidyut Bhavan,

Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Subject: Application for “Supply, Installation & Implementation of and Support for Enterprise Resource Planning (ERP) Solution in WBSETCL”

Dear Sir,

• Being duly authorized to represent and act on behalf of <Name of Applicant>

______________________________ (hereinafter referred to as "the Applicant"), and having

reviewed and fully understood all the pre-qualification criteria provided, the undersigned

hereby apply to be pre-qualified by yourselves as a Bidder for “Supply, Installation &

Implementation of and Support for ERP Solution in WBSETCL”.

• Attached to this letter are authenticated copies of original documents defining:

o The Applicant's legal status:

o The principal place of business:

o The place and date of incorporation/registration:

o Original or certified copies of Power of Attorney in favour of Authorised Signatory in the

standard format (refer Form: 7)

• You and your authorized representatives are hereby authorized to conduct any inquiries or

investigations to verify the statements, documents, and information submitted in connection

with this application, and to seek clarification from our bankers and clients regarding any

financial and techno-commercial aspects. This Letter of Application will also serve as

authorization to any individual or authorized representative of any institution referred to in the

supporting information, to provide such information deemed necessary and requested by

yourselves to verify statements and information provided in this application, or with regard to

the resources, experience, and competence of the applicant(s).

• You and your authorized representatives may contact the person(s) indicated in Form: 2 and

Form: 3 for further information. The undersigned is (are) fully authorized to act on behalf of the

Applicant.

• This Application is made in the full understanding that:



o Bids by pre-qualified Bidders will be subject to verification of all information submitted

against pre-qualification criteria at the time of tendering;

o You reserve the right to (i) Amend the scope and value of any contracts to be tendered

under this Project. In such event, tenders will only be called from pre qualified Bidders

who meet the revised requirements and (ii) Reject or accept any application, cancel the

pre-qualification process, and reject all applications; and

o You and your personnel and agencies shall not be liable for any such actions and shall

be under no obligation to inform the Applicant of the grounds for them.

• Appended to this Application, we give details of the participation of each Party, including capital

contribution and profit/loss agreements, to the Consortium. We also specify the financial

commitment in terms of the percentage of the value of the contract, and the responsibilities for

execution of the contract.

• We confirm that, in the event we tender, the tender as well as any resulting contract will be:

o Signed so as to legally bind all Members, jointly and severally: and

o Submitted with a Consortium Agreement providing the joint and several liabilities of all

Members in the event, the Contract is awarded to us.

• The undersigned declare that the statements made and the information provided in the duly

completed Application are complete, true and correct in every detail.

Signature Signature

___________________ ___________________

Name & Designation Name & Designation

For and on behalf of For and on behalf of

(Name of Applicant or (Name of Consortium Member(s))

Lead Member of a Consortium)

Company Seal: Company Seal:

Place:

Date:



Form: 2 Particulars of ERP Product Vendor Sl. No.

Description Response

A General Information 1. Name of the Firm 2. Nationality of the Firm 3. Complete Address of Head/Registered Office 4. Name of the Contact Person 5. Telephone Number (with ISD & STD Code) 6. Fax Number (with ISD & STD Code) 7. E-Mail Address 8. Type of Firm (Proprietary / Partnership / Private / Public) 9. Year and Place of Establishment 10. Firm is:

Member of a group of Companies (if Yes, give name, address, connection and description of other Companies)

Subsidiary of a large organization (if Yes, give full details of the holding Company)

11. Net worth (for global operations) at the end of the last three financial years ending March 2010 (Please attach document certified by CA in practice)

12. Annual revenue (for global operations) in the last three financial years ending March 2010 from ERP Product business (Please attach certified annual reports for last three years)

13. List of countries where offices located 14. List of countries where ERP implemented B Indian Operations 1. Head of Indian Operations 2. Indian Head/Registered Office Address 3. Name of the Contact Person 4. Telephone Number (with ISD & STD Code) 5. Fax Number (with ISD & STD Code) 6. E-Mail Address 7. Number of offices in India 8. Number of Development Centres in India 9. Net worth (for Indian operations) at the end of the last

three financial years ending March 2010 (Please attach document certified by CA in practice)

10. Annual revenue (for Indian operations) in the last three financial years ending March 2010 from ERP Product business (Please attach certified annual reports)

11. Please attach copies of Income Tax Returns for the last three financial years ending March 2010, Service Tax Registration Number issued by the Competent Authorities with details of PAN/TAN/ECC/CST



Sl. No.

Description Response

12. Number of full time employees ERP Development Related Others

13. Alliances / Partners C Proposed ERP Product 1. Name 2. Version, if any 3. Release, if any 4. Database 5. Front-end 6. Dependencies on hardware 7. Dependencies on other software 8. Dependencies on other tools D Support and Upgrades 1. Describe support offered with respect to upgrades, bug

fixes, changes in statutes, functional assistance, etc.

2. List support offices in India 3. Number of staff available for ERP support

In India Internationally

Location: Date: Signature of Authorised Signatory: Name of Authorised Signatory: Designation of Authorised Signatory: Official seal of the Company:

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.



Form: 3 Particulars of Implementation Partner Sl. No.

Description Response*

A General Information 1. Name of the Firm 2. Nationality of the Firm 3. Complete Address of Head/Registered Office 4. Name of the Contact Person 5. Telephone Number (with ISD & STD Code) 6. Fax Number (with ISD & STD Code) 7. E-Mail Address 8. Type of Firm (Proprietary / Partnership / Private / Public) 9. Year and Place of Establishment 10. Firm is:

Member of a group of Companies (if Yes, give name, address, connection and description of other Companies)

Subsidiary of a large organization (if Yes, give full details of the holding Company)

11. Net worth (for global operations) at the end of the last three financial years ending March 2010 (Please attach document certified by CA in practice)

12. Annual revenue (for global operations) in the last three financial years ending March 2010 from ERP Product business (Please attach certified annual reports for last three years)

13. List of countries where offices located 14. List of countries where ERP implemented B Indian Operations 1. Head of Indian Operations 2. Indian Head/Registered Office Address 3. Name of the Contact Person 4. Telephone Number (with ISD & STD Code) 5. Fax Number (with ISD & STD Code) 6. E-Mail Address 7. Number of years in India 8. Number of offices 9. Number of employees working on

Implementation of proposed ERP Support of proposed ERP Others

10. Number of Consultants for proposed ERP Technical Functional

11. Number of employees categorized as Certified by proposed ERP Product Vendor

(implementation as well as support) Certified by other ERP Product Vendor Others



Sl. No.

Description Response*

12. Net worth (for Indian operations) at the end of the last three financial years ending March 2010 (Please attach document certified by CA in practice) for the proposed ERP implementation business

13. Annual revenue (for Indian operations) in the last three financial years ending March 2010 from ERP Product business (Please attach certified annual reports) for the proposed ERP implementation business

14. Please attach copies of Income Tax Returns for the last three financial years ending March 2010, Service Tax Registration Number issued by the Competent Authorities with details of PAN/TAN/ECC/CST

15. Alliances with ERP Product Vendors and other Software Vendors

C Other information 1. Provide details of the implementations of the proposed

ERP Product internationally in electricity utilities

2. Provide details of largest implementation internationally and in India of the ERP Product in terms of turnover of the company where implemented

3. Provide details of largest implementation internationally and in India of the ERP Product in terms of number of users

4. Provide details of projects in progress internationally and in India for the proposed ERP Product

5. Indicate number of experienced Consultants to work on developing interfaces between proposed ERP and other non-ERP applications on your rolls

6. Indicate number of experienced Consultants who have experience in implementing the ERP with India localization features on your rolls

7. Please provide details of quality accreditation such as CMMi

8. Provide details of partnership with the ERP Product Vendor

Location: Date: Signature of Authorised Signatory: Name of Authorised Signatory: Designation of Authorised Signatory: Official seal of the Company:

* Notes: (i) Where the information cannot be provided in the above format, please furnish the information on a separate sheet. Please ensure proper reference between the row number (in above format) and the additional sheet used. (ii) Similar forms to be filled-up for other member organisations (excluding the ERP Product Vendor) which form part of the Consortium for this Project.



Form: 4 Intimation for Consortium Formation

To:

The Chief Engineer (Procurement),

West Bengal State Electricity Transmission Company Limited (WBSETCL),

10th Floor, ‘D’ Wing, Vidyut Bhavan,

Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Dear Sir,

At the outset, we would like to thank you for providing us this opportunity and inviting us to Bid

for “Supply, Installation & Implementation of and Support for ERP Solution in WBSETCL” with

Reference to the Tender No.: _____________________

As per the provisions of clause 3.3 of the Tender Document, we,

Sl. No.

Name of the Consortium Member

Referred to the Consortium as Remarks, If any

1 M/s 2 M/s 3 *M/s

* No of rows to be inserted depending on the number of other member organization

would like to offer our Bid as Member(s) of a Consortium. M/s. ___________________________

will be the Lead Member of the Consortium. Authorised Signatory of the Lead Member is

authorized to sign the Bid and all documents/correspondences pertaining to this Contract, submit

bills, receive payments and instructions and incur liabilities on behalf of the Consortium. A copy

of the duly executed Consortium Agreement to this effect (refer Form: 5) and duly attested by a

Public Notary is enclosed for your reference.

Thanking you.

Yours faithfully,

Implementation Partner (Lead Member): _____________________________________

Other Consortium Member(s): _____________________________________



Form: 5 Proforma for Consortium Agreement

This Consortium Agreement made and entered into on ________ day of 2010.

BY AND BETWEEN

___________________________ (Name of the Lead Member), a Company registered under the

laws of __________________________ (Name of the Country) with its Head/Registered Office

at __________________________ (Address of the Head/Registered Office) and a place of

business in __________________________ (Address of place of business) (hereinafter referred

to as “The Lead Member”) and represented by Mr/Mrs/Ms.

_____________________________________ (Name of Authorized Signatory).

AND

______________________________ (Name of the other Member), a Company registered under

the laws of __________________________ (Name of the Country) with its Head/Registered

Office at __________________________ (Address of the Head/Registered Office) and a place

of business in __________________________ (Address of place of business) (hereinafter

referred to as “The Member”) and represented by Mr/Mrs/Ms.

_____________________________________ (Name of Authorized Signatory).

All and/or each of them hereinafter referred to as “The Lead Member” or “Member” as the case

may be.

WITNESSETH

WHEREAS WEST BENGAL STATE ELECTRICITY TRANSMISSION COMPANY LIMITED

(hereinafter referred to as “The Purchaser”) has issued Tender No. ____________________

Dated ________________ for “Supply, Installation & Implementation of and Support for ERP

Solution in WBSETCL”. The Purchaser intends to select the suitable Bidder through competitive

bidding process for the above said Project.

WHEREAS the Parties are interested in jointly preparing and submitting an Application to Bid for

the Project mentioned above as a Consortium.



1.0 PURPOSE OF THIS AGREEMENT 1.1 The purpose of this Agreement is to define the principles of collaboration among the

Parties to:

1.1.1 Submit an Application jointly to Bid for the “Supply, Installation & Implementation of and

Support for ERP Solution in WBSETCL” as a Consortium.

1.1.2 Negotiate and sign Contract in case of award.

1.1.3 Provide and perform the supplies and services which would be ordered by the Purchaser

pursuant to the Contract.

1.2 NAME (If Applicable)

1.2.1 For the purpose of participating in the Bid, the name of the Consortium shall be

“________________”.

2.0 LEGAL RELATIONSHIP OF THE MEMBERS 2.1 This Agreement shall not be construed as establishing or giving effect to any legal entity

such as, but not limited to, a company, a partnership, etc. It shall relate solely towards

the Purchaser for “Supply, Installation & Implementation of and Support for ERP Solution

in WBSETCL” for and related execution works to be performed pursuant to the Contract

and shall not extend to any other activities.

2.2 The Parties shall be jointly and severally responsible and bound towards the Purchaser

for the performance of the works in accordance with the terms & conditions of the Tender

Document and Contract.

3.0 LEAD MEMBER ___________________________ (Name of Member) shall act as Lead Member of the

Consortium. As such, it shall act as the coordinator of the Member’s combined activities and shall

carry out the following functions:

3.1 To ensure the technical, commercial and administrative co-ordination of the Project.

3.2 To lead the contract negotiations of the Project with the Purchaser.

3.3 The Lead Member is authorized to submit bills, receive payments and instructions and

incur liabilities for and on behalf of Consortium Members.

3.4 In case of an award, act as channel of communication between the Purchaser and the

Consortium to execute the Contract.

4.0 SCOPE OF WORK AND SERVICES OF EACH MEMBER 4.1 Scope of Work and Services: The Scope of Work and Services for each Member shall be

defined as follows:

4.1.1 __________________ (Name of Member) shall be responsible for the following (Define

the Scope of Work):



1.

2.

3.

4.

4.1.2 __________________ (Name of Member) shall be responsible for the following (Define

the Scope of Work):

1.

2.

3.

4.

4.2 Participation Share of each Member:

Lead Member %

Other Member %

4.3 Financial Commitment of each Member in terms of Contract Value:

Lead Member %

Other Member %

4.4 Sharing of Profit and Loss by each Member:

Lead Member %

Other Member %

5.0 SECURITIES 5.1 Securities, in the form of Bank Guarantees, required under the Tender Document and/or

Contract shall be provided in the name of Consortium as the case may be.

6.0 LIABILITY 6.1 Liability of the Parties with Respect to Claims of the Purchaser: Both the Parties to the

Purchaser for the Performance of the Scope of Work under the Contract.

7.0 DURATION OF THE AGREEMENT 7.1 The present Agreement is valid until successful completion of the Contract and full and

final settlement of all accounts and disputes, if any, between the Parties and the

Purchaser, except if the Purchaser has decided previously not to award the Contract to

the Parties, in which case the Parties are free from any obligation under this Agreement.

IN WITNESS WHEREOF, this agreement executed on the ______ day of ________ (month)

2010 by the duly Authorized Representatives of the Parties hereto.



For and on behalf of M/s. __________________________

(Lead Member)

Name:

Company Seal:

For and on behalf of M/s. __________________________

(Other Member)

Name:

Company Seal:

Notary Seal:



Form: 6 Proforma for Bid Security

PROFORMA FOR BANK GUARANTEE (FOR BID SECURITY) (To be stamped in accordance with Stamp Act, if any, of the Country of the issuing Bank)

Bank Guarantee No.: __________________ Date: ______________________ To, West Bengal State Electricity Transmission Company Limited (WBSETCL), Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India. Dear Sir, In accordance with your Notice Inviting Tender (NIT) No. ________________ having its Registered Head Office at ___________ (hereinafter called the Bidder) wish to participate in the said Tender for ____________________. As an irrevocable Bank Guarantee against Bid Security for an amount of ____ is required to be submitted by the Bidder as a condition precedent for participation in the said Tender, which amount is liable to be forfeited on the happening of any contingencies mentioned in the Tender Document, we, the _______________________ Bank at _________________ having our Head Office / Registered Office at __________________ (Address of Bank) guarantee and undertake to pay immediately on demand by West Bengal State Electricity Transmission Company Limited the amount of __________ (in words and figures) without any reservation, protest, demur and recourse. Any such demand made by said Purchaser shall be conclusive and binding on us irrespective of any dispute of difference raised by the Bidder. This Guarantee shall be irrevocable and shall remain valid up to @ _________. If any further extension of this guarantee is required, the same shall be extended to such required period on receiving instructions from M/s ____________________ on whose behalf this Guarantee is issued. All rights of West Bengal State Electricity Transmission Company Limited under this Guarantee shall be forfeited and the Bank shall be relieved and discharged from all liabilities there under unless WBSETCL brings any suit or action to enforce a claim under this Guarantee against the Bank within ninety (90) calendar days from the above mentioned expiry date of validity or, from that of the extended date. In witness whereof the Bank, through its authorised Officer, has set its hand and stamp on this __________ day of __________ 2010 at ____________.

WITNESS:

____________________________ ____________________________ (Signature and Name) (Signature and Name) ____________________________ ____________________________ (Official address) (Designation with Bank Stamp)

Attorney as per Power of Attorney No. ___________________________

Date:

@ This date should be initially for two hundred and forty (240) calendar days from the next day of the last date of Bid submission and may be extended from time to time.



Form: 7 Proforma for Power of Attorney

POWER OF ATTORNEY IN FAVOUR OF AUTHORISED SIGNATORY

KNOW ALL MEN BY THESE PRESENTS THAT I, ____________________________________

a Company incorporated under the Companies Act, 1956 (or equivalent Act/Law in case of

Foreign Bidders) and having its registered office at ___________________________________

(hereinafter referred to as “the Company”) has been authorised by the Board of Directors of the

Company, inter alia, to execute contracts in the name of and for and on behalf of the Company.

Whereas I consider it necessary and expedient that __________________________________

of the Company be given the authority and power to sign Tender, Contract, Deeds and

Instruments including amendments in connection with Tender for “Supply, Installation &

Implementation of and Support for ERP Solution in WBSETCL” floated by West Bengal State

Electricity Transmission Company Limited (WBSETCL / Purchaser) vide Tender Notice No.

___________________________.

I accordingly hereby nominate, constitute and appoint above named ________________

severally, as my lawful attorney to do all or any of the acts specifically mentioned immediately

herein above.

I, the Executant do hereby agree and undertake to ratify and confirm whatever either of

the said Attorney shall lawfully do or cause to be done under and by virtue of this power of

Attorney and the Acts of Attorney to all intents and purposes are done as if I had done the same

on behalf of the Company if these presents had not been made.

IN WITNESS whereof I, ______________________ has executed these presents this

the ____________day of ___________ at ________________.

Specimen Signature of Attorney Signature of Executant

Name : Name :

Designation : Designation :

Name of Company:

Specimen Signature of Attorney Signature of Executant

Name : Name :

Designation : Designation :

Name of Company:

Signature of Attorney attested

Company Seal: Company Seal:



Form: 8 Proforma for Declaration

I, (name of the Director or equivalent officer) of (address) hereby states that:

I am currently a Director (or equivalent officer) of______________________________.

I understand that the Purchaser has provided an offer in relation to “Supply, Installation &

Implementation of and Support for ERP Solution in WBSETCL”.

I confirm that neither the Contractor nor any of the Contractor’s Personnel shall engage in any

personal, business or professional activity (except activities which are specifically excluded in

conflict clause) which conflicts or could conflict with any of their obligations in relation to this

Project.

I confirm that I have made enquiries of all appropriate persons and taken other steps as

appropriate so as to obtain the knowledge and information as required to make this declaration.

Words and expressions which are defined in the Tender Document issued by the Purchaser

have the same meaning when used in this Declaration.

I confirm that I have responded to this Tender Document strictly in line with it’s requirement as

per the formats provided in the same and I understand that deviations from any

clause/instruction of the Tender Document will result in rejection of my proposal at any phase of

the Bid evaluation.

AND I MAKE this solemn declaration conscientiously believing the same to be true.

MADE AND DECLARED at this __________ day of _______________ 2010.

___________________

Authorized Signatory

Place:

Date:



Form: 9 Key Resources proposed Provide details of key resources of Project Implementation Team including resources of other Consortium Member(s) as applicable. Sl. No.

Name of Resource* Designation Role Proposed Remarks

1. Project Manager (Full-time) 2. Functional Lead - Plant

Maintenance Management

3. Functional Lead - Project Planning & Management

4. Functional Lead - Procurement & Materials Management

5. Functional Lead - Financial Management

6. Functional Lead - Human Resource Management & General Administration

7. Lead Programmer 8. Database Administrator 9. Infrastructure Lead 10. Transmission Sector

Specialist

11. Change Management Expert

* Important Note: Except in case of resignation or severe injury or death of proposed resource, replacement of key resources is strictly not allowed in the entire duration of the contract without prior permission and formal approval of the Purchaser. In case replacement is inevitable (only in the circumstances as specified above), the same should be done within thirty (30) calendar days by providing another resource having equivalent profile (in terms of qualification, experience, certification etc.) after obtaining formal approval from the Purchaser. In such cases, IP must get the proposed resource interviewed by ERP Product Vendor and get the confirmation from ERP Product Vendor that proposed resource is capable to execute the Scope of Work of this Project. Same should be duly attached along with the application for change of the resource to the Purchaser for their review and approval. Please provide the detailed CV of all the key resources (as mentioned above) in the format given below: Sl. No.

Attribute Remarks

1. Proposed position (only one candidate shall be nominated for each position)

2. Name of Firm 3. Name of Staff 4. Designation 5. Date of Birth 6. Nationality 7. Language (Speak / Read / Write)



Sl. No.

Attribute Remarks

8. Education (indicate college/university and other relevant specialized education of staff members, giving names of institutions, degrees obtained and year of completion)

9. Membership and professional association 10. Other training (indicate significant training /

certification which are relevant for this Project)

11. Details of relevant projects where staff has worked (Name of the ERP Product must be mentioned in each ERP project)

Project 1 Name: Project Detail: Position Held (from month/year-to month/year): Individual’s Role & Responsibilities: Individual’s Deliverables: Key Achievements:

Project 2 Name: Project Detail: Position Held (from month/year-to month/year): Individual’s Role & Responsibilities: Individual’s Deliverables: Key Achievements:

Project N Name: Project Detail: Position Held (from month/year-to month/year): Individual’s Role & Responsibilities: Individual’s Deliverables: Key Achievements:



Sl. No.

Attribute Remarks

12. Countries of work experience 13. Employment Record From month/year-To month/year:

Employer: Position held: Role & Responsibilities: From month/year-To month/year: Employer: Position held: Role & Responsibilities: From month/year-To month/year: Employer: Position held: Role & Responsibilities:

14. Details of Certification(s)

15. Signature of Staff / Authorised Signatory

16. Date & Place



Form: 10 Project Plan & Resource Deployment Plan (a) Project Plan: The proposed Project Plan shall commensurate with the requirements laid down in clause 6.5 (Scope of Work):

Sl. No.

Key Activity Key Deliverable(s) Name of Key Resource(s)

Project Plan Total Input (Man-days)

M1 M2 M3 M4 …. Mn W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

(A) Phase 1: Core Implementation 1. 2. 3. 4. 5. 6. … … (B) Phase 2: Roll-out 1. 2. 3. 4. 5. 6. … … TOTAL (Phase 1 + Phase 2)

Nomenclature: M1: Month-1; M2: Month-2; M3: Month-3; Mn: Month-n W1: Week-1; W2: Week-2; W3: Week-3; W4: Week-4



(b) Resource Deployment Plan: The Resource Deployment Plan shall commensurate with the requirements laid down in clause 6.5 (Scope of

Work):

Sl. No.

Name of Resource

Role assigned Key tasks assigned

On-site / Off-site

Resource Deployment Plan Total Input (Man-days)

M1 M2 M3 M4 …. Mn W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

(A) Phase 1: Core Implementation 1. On-site

Off-site 2. On-site

Off-site 3. On-site

Off-site … On-site

Off-site (B) Phase 2: Roll-out 1. On-site

Off-site 2. On-site

Off-site 3. On-site

Off-site … On-site

Off-site TOTAL (Phase 1 + Phase 2) On-site

Off-site Nomenclature: M1: Month-1; M2: Month-2; M3: Month-3; Mn: Month-n W1: Week-1; W2: Week-2; W3: Week-3; W4: Week-4



Form: 11 Price Bid Note: It is mandatory to provide each detail in the exact format as given below otherwise Bid may be considered non-responsive and the Purchaser reserves the right to accept or reject such Bid. (i) Summary of Charges Sl. No.

Description Total Base Price (INR)

Taxes (INR)

Duties (INR)

Levies (INR)

Others (INR)

Total Price (INR)

1. Group-A: Prices for Supply of ERP Product licenses and Supply of licenses for ERP related software (other than ERP Product), database, clustering tools, integration tools, other tools etc.

2. Group-B: Prices for Implementation Services 3. Group-C: Prices for Annual Technical Support (ATS) Services [for

ERP Product]

4. Group-D: Prices for Annual Maintenance Support (AMS) Services [For ERP Solution]

Grand Total Price [Group (A+B+C+D)] OR Contract Price #

Contract Price# (in figures): Indian Rupee _______________________________________ Contract Price# (in words): Indian Rupee _________________________________________________________________________________



(ii) Group-A: Prices for Supply of ERP Product licenses and Supply of licenses for ERP related software (other than ERP Product), database, clustering tools, integration tools, other tools etc. Sl. No.

Description Unit Quantity

Unit Price (INR)

Total Base Price (INR)

Taxes (INR)

Duties (INR)

Levies(INR)

Others (INR)

Total Price (INR)

a b c= a x b d e f g h=c+d+e+f+g 1. License fees for Transactional

users Nos. 468

2. License fees for Employee Self Service (ESS) users

Nos. 1736*

3. License fees for Payroll users Nos. 3288 4. Any other item proposed (please

specify and include more rows if required)

Total Price of Group-A: Notes: (a) This price shall be inclusive of all ERP and Third Party bolt-on software licenses and related costs, costs of database, clustering tools, integration

tools, developed code and other requisite software, tools etc. Please indicate price break up of all components of proposed ERP Solution (b) This price shall also include the cost of multiple ERP instances to be maintained both during and after ERP implementation such as

development, testing, training, production, maintenance etc. (c) Please provide a copy of the proposed Product Licensing Policy / End User License Agreement

* Considering that all the Transactional users will have access to ESS module and would not require additional ESS license for them



(iii) Group-B: Prices for Implementation Services Sl. No.

Description Quantity Unit Price Total Base Price (INR)

Taxes (INR)

Duties (INR)

Levies (INR)

Others (INR)

Total Price (INR)

a b c d e f g h=c+d+e+f+g1. ERP implementation services as

per the Scope of Work Not Applicable

2. Consultancy services for supply, installation & implementation of ICT infrastructure as specified in clause 6.5.2

Not Applicable

3. Data collection, data preparation, data cleansing, data entry and data migration (including master & transaction data) as specified in clause 6.5.3

Not Applicable

4. Audit and quality control services as specified in clause 6.5.4 g)

Not Applicable

5. Designing and conducting training programs and change management workshops as specified in clause 6.5.4 h)

Not Applicable

6. Any other item proposed (please specify and include more rows if required)

Not Applicable

Total Price of Group-B:



(iv) Group-C: Prices for Annual Technical Support (ATS) Services [for ERP Product] Sl. No.


Unit Price (INR)


Taxes (INR)

Duties (INR)

Levies (INR)

Others (INR)

Total Price (INR)

a b c= a x b d e f g h=c+d+e+f+g(a) ATS Support for Implementation period: From the date of signing of End User License Agreement (EULA) up to the date of Final

Acceptance of ERP Solution 1. Lump-sum (b) ATS Support for Post implementation period: Five (5) calendar years from the date of Final Acceptance of ERP Solution 2. Year-1 3. Year-2 4. Year-3 5. Year-4 6. Year-5 Total Price of Group-C:

(=1+2+3+4+5+6)



(v) Group-D: Prices for Annual Maintenance Support (AMS) Services [For ERP Solution] Sl. No.


Unit Price (INR)


Taxes (INR)

Duties (INR)

Levies (INR)

Others (INR)

Total Price (INR)

a b c= a x b d e f g h=c+d+e+f+g (a) AMS Support for Implementation period: From the date of first Go-live of ERP Solution up to the date of Final Acceptance of ERP Solution 1. Lump-sum (b) AMS Support for Post implementation period: Five (5) calendar years from the date of Final Acceptance of ERP Solution 2. Year-1 3. Year-2 4. Year-3 5. Year-4 6. Year-5 Total Price of Group-D:

(=1+2+3+4+5+6)



(vi) Group-E: Man-day Rate for deploying resources Please note that this information must be provided by the Bidder; however this will not be used for the purposes of Bid evaluation. These rates should be valid (fixed) for next five (5) calendar years coinciding with duration of AMS. Sl. No.

Description Base Price (INR per Man-day)

Taxes (INR)

Duties (INR)

Levies (INR)

Others (INR)

Total Price (INR)

c d e f g h=c+d+e+f+g1. Project Manager 2. Functional Lead 3. Lead Programmer 4. Database Administrator 5. Infrastructure Lead 6. Transmission Sector Specialist 7. Change Management Expert 8. Functional Consultants (Team Members) 9. Programmers (Team Members)



Form: 12 Schedule of Payments Sl. No.

Milestone Payment*

Group-A: Payment against Supply of ERP Product licenses and Supply of licenses for ERP related software (other than ERP Product), database, clustering tools, integration tools, other tools etc. 1. Supply of Transactional user licenses incl. all

associated system software & tools 100% of Total Price of respective Group-A item under Column ‘h’ in Form: 11

2. Supply of Employee Self Service (ESS) user licenses

100% of Total Price of respective Group-A item under Column ‘h’ in Form: 11

3. Supply of Payroll user licenses 100% of Total Price of respective Group-A item under Column ‘h’ in Form: 11

4. Any other item proposed 100% of Total Price of respective Group-A item under Column ‘h’ in Form: 11

Group-B: Payment against Implementation Services 5. Completion and sign-off on Project Charter 5% of Total Price of Group-B 6. Completion of Business Solution Design

phase activities and sign-off on Business Solution Design Document (BSDD)

10% of Total Price of Group-B

7. Approval on RFP for Supply, Installation & Implementation of ICT Infrastructure


8. Completion of Business Solution Design Simulation phase activities and sign-off on Business Solution Design Simulation (BSDS) Document


9. Completion and sign-off on User Acceptance Test (UAT)


10. Completion and sign-off on Phase 1 (Core Implementation)


11. Completion and sign-off on Phase 2 (Roll-out) 25% of Total Price of Group-B (5% of Total Price of Group-B will be paid against completion and sign-off on roll-out at each cluster identified as per clause 6.4.3

12. Completion and sign-off on final Stabilization Test


13. Completion of Stabilization Period and Final Acceptance of ERP Solution / Issuance of project completion certificate


Group-C: Payment against Annual Technical Support (ATS) Services [for ERP Product] 14. Annual Technical Support (ATS) for ERP

Product 100% of Annual ATS price quoted in Form: 11 for a given year will be paid** at the beginning of each ATS period

Group-D: Payment against Annual Maintenance Support (AMS) Services [For ERP Solution] 15. Annual Maintenance Support (AMS) for ERP

Solution 25% of Annual AMS price quoted in Form: 11 for a given year will be paid** at the end of each quarter of support

* Taxes, duties, levies etc. will be paid as per prevailing rate ** After adjusting penalty amount payable (if any)



Form: 13 Proforma for Contract Performance Guarantee

PROFORMA FOR BANK GUARANTEE (FOR CONTRACT PERFORMANCE GUARANTEE) (To be stamped in accordance with Stamp Act, if any, of the Country of the issuing Bank)

Bank Guarantee No.: __________________

Date: ______________________

To,

West Bengal State Electricity Transmission Company Limited (WBSETCL), Vidyut Bhavan, Bidhan Nagar, Block-DJ, Sector-II, Kolkata-700 091, West Bengal, India.

Dear Sir,

In consideration of the.... [Purchaser’s Name]........ (Hereinafter referred to as the ‘Purchaser’

which expression shall unless repugnant to the context or meaning thereof, include its

successors, administrators and assignees) having awarded to M/s..... [Contractor’s

Name].............. with its Registered/Head Office at............................. (Hereinafter referred to as

the ‘Contractor’), which expression shall unless repugnant to the context or meaning thereof,

include its successors, administrators, executors and assignees), a Contract by issue of the

Purchaser’s Letter of Acceptance No. ................ dated .................. and the same having been

acknowledged by the Contractor, for …………… [Contract sum in figures and words] for ……….

[Scope of Work] and the Contractor having agreed to provide a Contract Performance Guarantee

for the faithful performance of the entire Contract equivalent to ten percent (10%) of the Contract

Price of the aforesaid work under the Contract to the Purchaser.

We............... [Name & Address of the Bank]..…........ having its Head Office at...................

(hereinafter referred to as the ‘Bank’, which expression shall, unless repugnant to the context of

meaning thereof, include its successors, administrators, executors and assignees) do hereby

guarantee and undertake to pay the Purchaser, on demand any and all monies payable by the

Contractor to the extent of .............. (*) ............... as aforesaid at any time up to.........................

(@) ........... [days/month/year] without any demur, reservation, contest, recourse or protest

and/or without any reference to the Contractor. Any such demand made by the Purchaser on the

Bank shall be conclusive and binding notwithstanding any difference between the Purchaser and

the Contractor or any dispute pending before any Court, Tribunal, Arbitrator or any other

authority. The Bank undertakes not to revoke this guarantee during its currency without previous

consent of the Purchaser and further agrees that the guarantees herein contained shall continue

to be enforceable till the Purchaser discharges this guarantee or till ……………[day/month/year]

whichever is earlier.



The Purchaser shall have the fullest liberty, without affecting in any way the liability of the Bank

under this guarantee, from time to time to extend the time for performance of the Contract by the

Contractor. The Purchaser shall have the fullest liberty, without affecting this guarantee, to

postpone from time to time the exercise of any powers vested in them or of any right which they

might have against the Contractor, and to exercise the same at any time in any manner, and

either to enforce or to forbear to enforce any covenants, contained or implied, in the Contract

between the Purchaser and the Contractor or any other course or remedy or security available to

the Purchaser. The Bank shall not be released of its obligations under these presents by any

exercise by the Purchaser of its liberty with reference to the matters aforesaid or any of them or

by reason of any other act or forbearance or other acts of omission or commission on the part of

the Purchaser or any other indulgence shown by the Purchaser or by any other matter or thing

whatsoever which under law would, but for this provision have the effect of relieving the Bank.

The Bank also agrees that the Purchaser at its option shall be entitled to enforce this Guarantee

against the Bank as a principal debtor, in the first instance without proceeding against the

Contractor and notwithstanding any security or other guarantee that the Purchaser may have in

relation to the Contractor’s liabilities.

Our liability under this Bank Guarantee shall not exceed …………………..

This Bank Guarantee shall be valid up to and including ………………………

We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only

and only if the Purchaser serve upon Bank a written claim or demand within ninety (90) calendar

days from the above mentioned expiry date of validity or, from that of the extended date.

Dated this.................... day of .......................... 2010 at.................................

WITNESS

.................................... (Signature)

............................... (Signature)

.................................... (Name)

..................................... (Name)

................................... (Official Address)

................................................. (Designation with Bank Stamp)

................................................. Attorney as per Power of Attorney No................... Dated............................

Note: The stamp papers of appropriate value shall be purchased in the name of guarantee issuing Bank.



Form: 14 Proforma for Contract Agreement CONTRACT AGREEMENT

THIS AGREEMENT made the _____________ day of __________________, _____, between _____________________________ of ____________________ (hereinafter “the Purchaser”), of the one part, and __________________________________________________________ of ______________________________ (hereinafter “the Contractor”), of the other part: WHEREAS the Purchaser invited bids for Supply, Installation & Implementation of and Support for ERP Solution in WBSETCL and has accepted a Bid by the Contractor for the same in the sum of ________________________________________________ (hereinafter “the Contract Price”). NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:

(a) the Purchaser’s Notification (LoA) to the Contractor of Award of Contract; (b) the Bid Forms (including Price Bid) submitted by the Contractor; (c) the Special Conditions of Contract; (d) the General Conditions of Contract; (e) the Scope of Work (including FRS and TRS); (f) ____________________________ (g) ____________________________

This Contract shall prevail over all other Contract documents. In the event of any discrepancy or inconsistency within the Contract documents, then the documents shall prevail in the order listed above.

3. In consideration of the payments to be made by the Purchaser to the Contractor as indicated in this Agreement, the Contractor hereby covenants with the Purchaser to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the Contract.

4. The Purchaser hereby covenants to pay the Contractor in consideration of the provision of the goods and services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of __________________ on the day, month and year indicated above. Signed by ________________________________ (for the Purchaser) Signed by ________________________________ (for the Contractor / Lead Member)



Form: 15 Compliance with the Scope of Work The following table depicts key components of the Scope of Work. Please fill the following form:

Sr. No.

Scope of Work Response

A Product Related 1. Proposed ERP Product Name of the

product 2. Proposed ERP Product

Version Version Name

/ Number 3. Modules proposed Name of

Modules 4. Is the ERP Product

latest? Yes/No

5. Annual Technical Support from ERP Product Vendor for a period of five (5) calendar years from the date of Final Acceptance of ERP Solution

Yes/No

6. Does the ERP Product support 24x7 operations since the business units work on all the three shifts and requisitions from the stores may happen at any time of the day.

Yes/No

7. Database(DB) proposed

Name of DB product

8. DB server configuration, administration, trouble shooting and Performance tuning

Yes/No

9. Installation of applications, database and related tools

Yes/No

10. Maintenance of database and other tools including application of patches

Yes/No

11. Taking necessary backup, performing necessary restores

Yes/No

12. High availability/failover system is considered (clustering etc.)

Yes/No

13. Bolt-on Application Name of Bolt-on

14. Brief functionality of bolt-on software Functionality 15. Developed code for the

software The title, rights and IPR over such customization will be passed on to the Purchaser

Yes/No

B Implementation Related 16. Detailed Project Plan

indicating the key phases and activities of the Project and the expected timeline is proposed in Techno-commercial Bid

Yes/No

17. The Contractor will Yes/No



Sr. No.


conduct an ‘As-Is’ business process and information requirement study at the Purchaser’s unit level

18. Based on ‘As-Is’ Business Process and Information Requirement study, the Bidder will prepare a task level ‘To-Be’ Business Process document

Yes/No

19. Solution Development 20. Configuration of modules as per agreed ‘To-

Be’ process Yes/No

21. Based on the agreed Business Solution Design Document, the Bidder will prepare solution prototype (including all customization, interfaces etc).

Yes/No

22. Interfacing of bolt-ons Yes/No 23. System Integration Tests will be done Yes/No 24. Availability of ESS screens in English Yes/No 25. Provide the entire necessary ICT

infrastructure (Hardware, networking, all software and other tools) during development and testing phase.

Yes/No

26. Business Solution Design Simulation

27. The Purchaser expects that the prototype validation will go through multiple iterations (often referred to as Business Solution Design Simulation sessions). Changes to the solution must be presented to the users in next round of BSDS. This will be an iterative process till the BSDS is signed-off as acceptable by PMU

Yes/No

28. The BSDS validation must be conducted in a formal set up with proper test scripts prepared by the Contractor and approved by the Purchaser. The feedback provided to the Bidder after each round of BSDS must be documented and submitted to PMU. The action on feedback will be approved by PMU.

Yes/No

29. User Acceptance Testing



Sr. No.


30. User acceptance tests shall be carried both on the development server & on production server to ascertain the full load capability of the production environment (Full load and stress test).

Yes/No

31. Performance and stress testing will be done using tools other than those provided by the ERP Product Vendor.

Yes/No

32. Go-live Acceptance Test

33. The Go-live Acceptance Tests shall be conducted jointly by the Bidder and the Purchaser in accordance with the approved test scripts.

Yes/No

34. Access Control Matrix for User roles in ERP

35. The Bidder will submit an Access Control Matrix Template to the Purchaser. Once the template is filled up by the Purchaser, the Bidder will configure the Access Control Matrix in the ERP application.

Yes/No

C Master Data Related 36. Preparation of master

data list in consultation with the Purchaser for machinery, parts, consumables, stores, raw material etc

Yes/No

37. Preparation of codification scheme for all the master data, wherever applicable, in consultation with the Purchaser

Yes/No

38. Preparation of codes for all the above mentioned products in consultation with the Purchaser

Yes/No

39. Data preparation and entry of all master data in the ERP Solution

Yes/No

D Data Conversion Related 40. Identifying the data

elements to be converted/collected based on business

Yes/No



Sr. No.


requirements 41. Preparing formats in

which the identified data elements must be collected to facilitate data conversion/preparation, clearly categorizing mandatory and optional elements

Yes/No

42. Data preparation, data entry, data migration and data digitization of data provided by the Purchaser in physical register or any other form

Yes/No

43. The Bidder must validate the data in terms of format.

Yes/No

44. The Bidder will prepare necessary data conversion scripts and document the same. He will also identify / provide necessary reports to facilitate verification of data converted.

Yes/No

45. The Bidder will execute data conversion on test instance for each data element and get sign-off from the Purchaser in terms of adequacy and correctness.

Yes/No

46. The Bidder will clean the data entered by them from the register after validation by the Purchaser

Yes/No

47. Bidder should assign a resident full-time Project Manager with qualifications as specified in this Tender Document

Yes/No



Sr. No.


E Document Management System 48. Document digitization

and indexing Yes/No

49. Document history creation

Yes/No

F Handholding and Maintenance Support 50. Provide on-site post

implementation support for a period of five (5) calendar years

Yes/No

51. The Contractor shall deploy at least four (4) dedicated skilled resources at the Purchaser premise for help desk support from 9AM to 7PM for all working days (considering six days a week - from Monday to Saturday) of the Purchaser and its business units for a period of five (5) calendar years from the date of first Go-live of ERP Solution. Help Desk support shall include, but not limited to, basic menu / screen level support, addressing general queries of users, logging requests, assigning requests to specific help desk individuals, recording resolution, tracking overall time taken for resolution, etc.

Yes/No

52. The Contractor shall provide technical support, in a suitable on-site and off-site combination, from 9AM to 7PM for all working days (considering six days a week - from Monday to Saturday) of the Purchaser and its business units for a period of five (5) calendar years from the date of first Go-live of ERP Solution. If off-site support model is proposed by the Contractor, total (fixed & variable) cost of network connectivity (leased line/VPN) between Contractor’s Support Centre and Purchaser’s data centre has to be borne by the Contractor and also at least two (2) technical persons should be deployed at data centre for day-to-day operations. Technical support shall include, but not limited to, installation of new versions / releases (including next generation release) upgrades, bug fixes, functionality enhancements, patches to cater to changes (including tax, legal, statutory and policy requirements), any modification or enhancement to existing business, changes

Yes/No



Sr. No.


to configurations, customizations, database administration, data back-up and archiving, security and other technical assistance.

53. Have you suggested appropriate SLA for maintenance support?

Yes/No

54. Annual Technical Support (ATS) of ERP Product for a period of five (5) calendar years from the date of supply of licenses

Yes/No

55. The support should include supply of new versions / releases (including next generation release) upgrades, bug fixes, functionality enhancements and patches to cater to changes (including tax, legal, statutory and policy requirements) along with related documentation within thirty (30) calendar days of their availability in India and not later than twelve (12) calendar months after they are released in the Country of Origin as well as other technical support from ERP Product Vendor’s help desk.

Yes/No

G Training and Change Management 56. ERP Product / Solution

Overview Training for Steering Committee & Project Management Unit members at the beginning of implementation

Yes/No

57. Technical Training for Purchaser’s Technology Team members at the beginning of the implementation

Yes/No

58. Functional Training for Purchaser’s Core Team members at the beginning of implementation

Yes/No

59. End User Training for Purchaser’s end users spread across all the location before each Go-live

Yes/No

60. Change management Yes/No



Sr. No.


programs as per agreed plan

H ICT Infrastructure Procurement 61. Network (LAN & WAN)

design for Purchaser’s business locations

Yes/No

62. Visit to key locations for IT Hardware & Network Infrastructure requirement and sizing

Yes/No

63. A tentative hardware list is provided

Yes/No

64. Submission of final RFP document for procurement of ICT Infrastructure (including BOM with detailed specifications) within ninety (90) calendar days from the date of signing of Contract Agreement

Yes/No

65. Assistance in techno-commercial evaluation of bids received

Yes/No

66. Inspection of goods and materials delivered by the Successful Bidder

Yes/No