Tender No.ITC-ERP-II/2018 - icf.gov.inicf.gov.in/ICF_ITC_TENDER_2018/Tender_No_ITC-ERP-II...

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Tender for ICF-ERP Project

Tender No.ITC-ERP-II/2018

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Table of Contents:

S.No. Description

Page No.

From To

1. NOTICE FOR INVITATION TO TENDERS 3 3

2. INSTRUCTIONS TO BIDDERS 4 10

3. GENERAL CONDITIONS OF CONTRACT 11 21

4. SPECIAL CONDITIONS OF CONTRACT 22 56

5. SCOPE OF WORK 57 97

6. TECHNICAL SPECIFICATIONS 98 116

7. FUNCTIONAL REQUIREMENT SPECIFICATIONS 117 256

8. PROJECT MILESTONES FOR ICF 257 257

9. ANNEXURES TO TENDER DOCUMENT 258 282

10. CHECK LIST FOR BIDDERS 283 283

11. SCHEDULE OF RATES 284 290

12. FORMAT FOR STAGE-WISE TIME SCHEDULE 291 291

13. ABBREVIATIONS 292 293

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1.0 Notice for Invitation to Tenders:

INTEGRAL COACH FACTORY (ICF)

Office of Sr.EDP Manager, ICF, Chennai-60038

Tel: 04426147165, Fax No. 04426260294

Tenders are invited by Sr.EDP Manager, ICF, Chennai-600038 for and on behalf of the

President of India for the following work:

S.No. Name of the project

1 Supply, installation, and implementation of Integrated SAP ERP System at

Integral Coach Factory on turnkey basis duly augmenting the existing SAP

ERP system

Tender No : ITC-ERP-II-2018

Tender Date : 15.03.2018

Complete details of the Tender are

available at ICF website at URL

: www.icf.indianrailways.gov.in

Tender InformationIT Centre

Mode of tendering : Open (Advertised) Tender

Type of tender : Two Bid System

Estimated cost of work : Rs.19,17,67,904/-

Last date for submission of queries : 17.30 hrs on 29.03.2018

Time and date of Pre-Bid Meeting : 11:00 Hrs on 05.04.2018

Last date for reply to Pre-Bid queries : 18:00 hrs. on 12.04.2018

Last Date for submission of tender : 15:00 Hrs. on 25.04.2018

Date and time of opening of tender : 15:30 hrs on 25.04.2018

Earnest money : Rs. 11,08,840/-

Cost of Tender Document : Rs. 10,000/-

Sr.EDP Manager

Integral Coach Factory

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2.0 INSTRUCTIONS TO BIDDERS:

2.1 A two bid system will be followed in this tender. Bidders are required to furnish TWO sealed

covers, one containing Technical particulars as called for in the specifications to be superscribed

as “Technical Bid” and the other containing the commercial details including Price, Taxes,

Duties etc., to be superscribed as “Commercial Bid”.

2.2 Contracts made under this tender will be governed by Indian Railways General Conditions of

Contract (GCC) for Services – January 2018 and General/Special Conditions covered under this

document. In case of any conflict, the latter shall prevail.

2.3 The tender document and Indian Railways General Conditions of Contract (GCC) for Services -

January 2018 can be downloaded from ICF Internet site. URL:www.icf.indianrailways.gov.in

Tender InformationIT Centre

2.4 Offers must be complete in all respects. Bidders must offer compliance against each item/ detail

given in the Functional/Technical specifications. Commercial offer must be made strictly as per

format given in rate schedule given in tender document.

2.5 The Bids must be submitted along with the Bid Form (First and Second sheets) as per pro-forma

given at Annexure - II of the Indian Railways General Conditions of Contract (GCC) for

Services – January 2018

2.6 The authorized representative of the bidder must duly attest all documents and alterations if any.

Such representative should be duly authorized by the Secretary of the Bidder Organization in Pro-

forma given at Annexure - 2.

2.7 Please refer Chapter II of Indian Railways General Conditions of Contract (GCC) for Services –

January 2018 for eligibility of Bidders. Only eligible Bidders should participate in the Tender.

The Company should not have been Blacklisted in any manner whatsoever by Government of

India or any organization belonging to Government of India, or any department of Government of

India or any of the organization, or public enterprises of Government of India. An undertaking to

the above aspect has to be submitted by the Bidder as per Pro-forma at Annexure - 3.

2.8 The bidder Company is expected to have established Service/Development centres in Chennai/

Bengaluru. The details of such centres shall be provided as per formats at Annexure - 5 and

Annexure - 6.

2.9 The submission of the bid will be deemed to imply that the bidder fully understands the scope of

work involved.

2.10 Incomplete offers will be summarily rejected. If the bidder submits any false information, his bid

is liable to be rejected and EMD will be forfeited. The decision of ICF in this regard shall be final.

2.11 Remittance of Tender document charges (non-refundable) and Earnest Money deposit (EMD) is a

pre-requisite for participating in the Tender.

2.12 The Bidder shall deposit document charges in favour of FA & CAO/ICF, Integral Coach factory,

Chennai-38, a sum of Rs. 10,000/- (Rupees Ten thousand only) and enclose a receipt along with

the tender. The above deposit has to be made at UCO Bank, ICF Colony Branch, Chennai-

600038. Alternately the above sum can be paid in NEFT mode with the following details:

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IFSC Code : UCBA0000568

Account No. :05680210000328

Account Type : CA-METRO-OTH

Account Holder: FA & CAO (ICF Government Business Receipts)

2.13 No commercial condition or rate should be spelt out or disclosed by the bidder in the technical

bid. Likewise, the Commercial bid shall contain nothing other than prices as per the Rate

Schedule format given in the tender document.

2.14 The Bidders are advised to study the tender document carefully. Submission of tender shall be

deemed to have been done after careful study and examination of the tender papers and with full

understanding of implications thereof. Sealed offers prepared in accordance with the procedure

enumerated herein should be submitted to Sr.EDP Manager, IT Centre, Integral Coach Factory,

Chennai – 600038, not later than date and time laid down.

2.15 The Bidder(s) shall not take any advantage of any misinterpretation of the conditions due to

typing or any other error and if in doubt, shall bring it to the notice of the Sr.EDP

Manager/Integral Coach Factory, without delay. In case of any contradiction only the printed

rules, and books should be followed and no claim for the misinterpretation shall be entertained.

2.16 COMMUNICATION: All notices, communications, reference and complaint made by ICF or

ICF‟s representative or the contractor inter-se concerning the works shall be in writing and no

notices, communications, reference or complaint not in writing shall be recognized

2.17 BIDDER’S ADDRESS: Bidder shall state in the tender his postal address fully and clearly at

Annexure - 11. Any communication sent to the Bidder by post at his said address, shall be

deemed to have reached the bidder duly & timely, notwithstanding the fact that the

communication could not reach the bidder at all or in time for whatever reason. Important

documents shall be sent by Registered/Speed Post.

2.18 SITE VISITS: The Bidders must familiarize themselves with local conditions and take them into

account in preparing their proposals. To obtain first-hand information on the assignment and on

the local conditions, they are encouraged to pay a visit to ICF before submitting the proposal, and

to attend the pre-bid meeting. The visit to the site shall be at the bidders own expense.

2.19 All offers in the prescribed forms should be submitted before the time and date fixed for the

receipt of the offers. Offers received after the stipulated time and date will be summarily rejected.

Postal delays will not be accepted as a valid reason for submission of late/delayed tender. Late /

delayed tenders will be summarily rejected.

2.20 In case the date of opening happens to be a holiday, the tender will be received and opened at the

same time on the next full working day.

2.21 The technical bid shall be opened first on the prescribed tender opening date and time and the

commercial bid shall be opened later on a specified date which would be made known to eligible

Bidders after technical evaluation is completed.

2.22 Revision of Financial Bids is generally not allowed. However, if it becomes necessary for the

bidders to revise the prices based on the technical evaluation/ clarifications/ discussions, before

commercial bids are opened, bidders may be permitted utmost one time to submit supplementary

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commercial bid only for such items which need revision of price on the basis of specific written

request of Bidders to ICF. In case a supplementary commercial bid is asked for, the same shall be

taken into consideration for deciding inter-se position of the commercial bids at the time of

evaluation.

2.23 Pre-Bid Queries:

a) Prospective Bidders have to submit their queries duly filled in format given at Annexure - 22 on

or before the date specified.

b) Bidders may seek any clarification from Sr.EDP Manager/ICF in respect of any technical or

commercial condition. However, such clarifications must be submitted in writing to Sr.EDP

Manager/ICF, Chennai, on or before last date for submission of queries given in the notice of

Invitation of Tender. Bidders are requested to carefully study these “Instructions to Bidders” and

the other documents forming part of this Tender Document.

c) Pre-bid meeting may be attended by bidders at the notified date and time at IT Centre/ICF to

discuss all Technical and Commercial aspects of the tender. Modifications/clarifications if

required shall be issued on the basis of the discussions during the pre-bid meeting, in writing, to

all Bidders who have sought for Pre-Bid clarifications. The last date for issuing post Pre-Bid

clarifications will be as given in the Notice for Invitation of Tender. No queries after the pre-bid

meeting shall not be entertained.

d) The cost of tender document is not refundable.

e) ICF does not bind itself to accept lowest bid and reserves the right to accept any bid, wholly or

partly and/or split the orders in favour of different vendors.

2.24 INSTRUCTIONS FOR PREPARATION OF TENDER

a) All information in the tender must be in English. Information in any other language must be

accompanied by authenticated translation in English. Failure to comply with this may render the

offer liable to be rejected. In the event of any discrepancy between the offer in a language other

than English and its English translation, the English translation will prevail.

b) All offers shall be either type written or written neatly in indelible ink in English. Each page of

the offer must be numbered consecutively. A reference to total number of pages comprising the

offer must be made at the top right hand corner of the top page.

c) All copies of the tender paper shall be submitted duly signed in ink by the Bidder on each page,

including closing page in token of his having studied the Tender papers carefully.

d) All prices and other information like discounts etc. having a bearing on the price shall be written

both in figures and in words. In case of difference in words and figures the amount written in

words will be taken into consideration.

e) No scribbling is permissible in the tender documents. Tender containing erasures and alterations

in the tender documents are liable to be rejected if not attested properly.

f) Modifications/rewording of formats shall not be acceptable.

g) The Bid prepared by the Bidder shall comprise required information along with supporting

documents.

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h) Bidder shall specify the official mailing address and fax numbers to which all correspondences

shall be sent by ICF.

i) If the Bidder(s) deliberately gives/give wrong information in his/their tender,

creates/create circumstances for the acceptance of his/their tender, the ICF reserve the right to

reject such tender at any stage.

j) All columns of the functional/technical specifications compliance sheet must be filled. Any

deviations should be clearly indicated against individual items.

k) The authorized representative of the bidder must duly attest all documents and alterations if any.

Additional conditions/stipulations/deviations to the technical requirements and terms and

conditions, if any, must be clearly brought out by the bidder in the deviation statement. ICF

reserves the right to consider or reject the same without assigning any reason. In case there are no

deviations, the Bidder must submit a NIL statement.

l) ICF will accept internationally accepted alternative specifications which ensure equal or higher

quality than the specifications mentioned in the Technical Specification except where Make or

brand is specified in the technical specifications. However, the decision of ICF in this regard shall

be final. The Bidder should also furnish “Statement of Deviations” from tender specifications as

per pro-forma given in Annexure - 7 of tender document along with the offer.

2.25 Preparation of Technical Proposal

a) The eligibility/technical qualification criteria are given in Para 3.5. Bidders are requested to fill-

in with appropriate proof called for in the associated columns for each item. The Financial

evaluation will be considered only for Bidders who qualify the technical evaluation.

b) The technical bid must be submitted in both hard and soft (electronic form) copies. Both the

copies must be identical. In case there is difference between the two forms, the proposal in printed

and signed version only will be considered.

c) The technical bid packet should contain all documents and enclosures except commercial offer

containing priced Rate Schedule but should include an un-priced Rate Schedule as per the Format

given in the Tender Document with Price Column left blank which should be submitted along

with the technical offer. However, a Tick (√) mark should be indicated to verify that the bidder

has quoted for each item.

d) Bidder shall submit all technical information and product brochures along with the techno-

commercial bid. The language of these documents must be English.

e) The complete Technical bid must contain:-

i. Filled in Bid Forms

ii. Tender Evaluation and other Forms (Annexures 1 to 20 & 23).

iii. Hardware Sizing document and detailed Specifications

iv. Solution Architecture, Project Implementation methodology, Training & KT Plan etc

v. Stage wise Time schedule in months for Supply and project execution at Para 12.0

vi. Earnest Money Deposit

vii. Tender Document Cost (In case downloaded from website)

viii. All the documentary proof as per tender document.

ix. Signed tender document (all pages)

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x. Electronic copy of Tender evaluation forms

xi. Bill of materials for Licenses, Hardware, Services & Other items

xii. Technical information of the products being offered along with brochure etc.

xiii. Any other Terms & Conditions from bidder (ICF reserves the right to reject or accept

such Terms & Conditions).

xiv. Any other document specifically asked for in the tender document.

xv. Check list as per Para 10.0 of the tender document.

2.26 Preparation of Financial Proposal

a) In preparing the financial proposal, Bidders are expected to take into account the requirements

and conditions laid down in this tender document. The financial proposal should follow Standard

forms at Para 11.0 C. The costs should be specified for each activity as given in the form. The

costs should include all direct, indirect and hidden costs. Wherever necessary further break up of

costs may also be indicated.

b) The financial proposal should clearly indicate as a separate amount, the local taxes, duties, fees,

levies, and other charges imposed on the Bidders.

c) All costs should be specified only in Indian National Rupees.

2.27 Submission of Bids

a) The offers should be submitted duly filled in, in the prescribed formats only as provided in this

tender.

b) The Bidder shall submit the two bids in separate envelopes, clearly marked on envelope as

„Technical Bid‟ and „Commercial bid‟. The cover for Technical Bid should be sealed and marked

as TECHNICAL BID from M/S ___________________________ against Tender No. ITC-ERP-

II-2018 to be opened on 25.04.2018.

c) The cover for commercial bid should be sealed and marked as COMMERCIAL BID from M/S

___________________________ against Tender No. ITC-ERP-II-2018.

d) The two separate envelope for technical and commercial bids shall be placed in one outer

envelope and shall be addressed to the Sr.EDP Manager, IT Centre, Integral Coach Factory,

Chennai-600038 posted/submitted otherwise shall be dropped in the Tender Box provided for the

purpose in the chamber of the Sr. EDP Manager, ICF, Chennai in order to reach before 15.00

hours on the opening date

e) The outer envelope should contain on the outer side, the details like –

Offer from : M/s _________________

Project for Supply, installation, and implementation of Integrated SAP ERP System at Integral

Coach Factory on turnkey basis duly augmenting the existing SAP ERP system

Tender No. : ITC-ERP-II-2018, Dated:15.03.2018

To be opened at :15.30 hrs. on 25.04.2018.

f) Apart from the original quotation to be submitted in the manner detailed above, copies shall not

be sent to any other office of ICF and they will not be considered as quotations. Offers sent

through telegram/telex/FAX and offers not submitted in the standard formats given in the tender

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document shall be summarily rejected.

g) In particular the firms who submit their tenders by post should ensure in their own interest that the

tenders reach ICF office before the stipulated time and date. ICF shall in no way be responsible

for any delay in receipt of offers by postal authorities or any other reasons and offers received late

are liable to be summarily rejected.

h) All offers in the prescribed forms should be submitted before the time and date fixed for the

receipt of the offers. Offers received after the stipulated time and date will be summarily rejected.

Postal delays will not be accepted as a valid reason for submission or late/delayed tender.

Late/delayed tenders will be summarily rejected.

2.28 Opening of Bids

a) The offers received within the prescribed date and time will be opened at 15.30 Hours on the

specified date of opening. The Technical Bids shall be opened first and the names of the Bidders

will be read out. The commercial bids of only those firms who are found to be technically suitable

and acceptable shall be opened later, on date and time, which will be intimated after completion

of evaluation of Technical Bid.

b) The commercial bids of the bidders who are considered technically unresponsive/unacceptable

will not be considered.

c) Offers received without price break up are liable to be deemed as in complete.

d) The procedure for Technical and Commercial Evaluation of the tenders will be as per procedure

given in Paras 3.6, 3.7 and 3.8.

2.29 Award of Contract

a) Acceptance of Bids

ICF does not guarantee that the contract award shall necessary be made to the bidder with highest

score or lowest price or any bidder and reserves the right to accept or reject any bid and to annul

the bidding process and reject all bids at any time prior to the 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 of this action.

b) Notification of Award

Prior to the expiration of the period of bid validity, the successful bidder will be notified in

writing by registered /Speed Post or FAX that its bid has been accepted. This notification of

award shall constitute the formation of the contract. Upon the successful bidder‟s furnishing of

performance bond, ICF shall notify each unsuccessful bidder and shall discharge its bid security

pursuant to the Para 3.20 of this Tender document.

c) Purchaser’s right to vary quantities at the time of award:

The ICF reserves the right at the time of contract award to increase or decrease the quantity of

goods and services originally specified in the Schedule of requirements and system specification

without any change in limit price or other terms and conditions.

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d) Signing of contract agreement:

The successful Bidder shall be required to execute an agreement with the President of India acting

through the Sr.EDP Manager, IT Centre, Integral Coach Factory, Chennai-600 038 for carrying

out the work according to the tender documents as per format given in Annexure – III of Indian

Railways Standard General Conditions of Contract for services – January 2018. ICF will send the

successful bidder the contract agreement, incorporating all agreements between the parties.

Within 15 days of the receipt of the contract agreement, the successful Bidder shall sign and

accept the Contract and return it to the purchaser.

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3.0 GENERAL CONDITIONS OF THE CONTRACT:

3.1 Contracts made under this tender will be governed by General Conditions of Contract (GCC) for

services of Indian Railways.

3.2 The general conditions of contract contained herein shall be supplemented to the “Indian

Railways Standard General Conditions of Contract for services – January 2018”. In the event of

any conflict or inconsistency between them, general conditions of contract contained herein shall

prevail.

3.3 Eligible Applicant: The terms and conditions as per Para 2.2.1 of General Conditions of Contract

for Services – January 2018 will apply. In case of Consortium of JV Firms, the terms and

conditions under Para 2.3 and 2.4 of GCC for Services – January 2018 will apply. The

Consortium bidders have to duly submit the documents mentioned at Para 2.4.1.11 of GCC for

Services – January 2018.

3.4 Disqualification of Bidders: Bidders are requested to go through the terms and conditions

mentioned at Para 2.5 of General Conditions of Contract for services – January 2018. A

declaration shall be furnished by the Contractor as per Annexure - 1.

3.5 Pre-Qualification/Technical Eligibility Criteria:

In this tender, sole bidders as per tender conditions or Consortiums of not more than three

constituent members are permitted to participate. The following eligibility conditions are

mandatory requirements, required to be fulfilled by the Sole bidder / member(s) of the

consortium as indicated below. Bidder may please note that normally no second opportunity will

be given to them for either submission of any clarification, additional information or support

document in support of technical eligibility criteria after opening of tender. Any bid not found to

be in conformance with any of the eligibility conditions will be summarily rejected and not

considered for further evaluation.

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S.N. Qualification

Parameter

Minimum Eligibility Supporting documents to be

submitted

1. Company Registration.

(Please fill Annexure -

11)

The bidder company should be

an established information

technology private/public

company registered under

Companies Act 1956/2013.

The Company should have been

in existence in India on date of

Tender Opening.

All members of Consortium

need to fulfill these eligibility

criteria.

1. Certificate of Incorporation from

Registrar Of Companies (ROC).

2. Relevant sections of

Memorandum of Association

of the company or filings to

the stock exchanges to indicate

the nature of business of the

company

Certification on

commencement of business.

3. Copy of board resolution

authorizing the bid signatory along

with power of attorney.

2. Manufacturers

Authorization.


12)

The Sole bidder or Lead

member of the Consortium

should be SAP or SAP

authorized partner.

Authorization letter to be provided

by SAP for the partner along with

confirmation on the back to back

support.

3. SEI - CMMI level.


13)

The Sole bidder or Lead


should be SEI - CMMI level 5

certified on Software

Development and

Implementation.

Copy of current certificate has to be

attached while submitting the bid.

In case of expiry of certification, a

copy of certificate from SEI

accredited auditor to confirm that

reassessment for the SEI - CMMI

level 5 has commenced for the

bidder.

4. Annual Average

Turnover for last three

completed financial

years (2014-15, 2015-

16& 2016-17).

(Please fill Annexure

14).

The Sole Bidder/Each

Member of consortium

should have Annual Average

Turn-over Not below

Rs.28.76 Crore(**) per

annum.(Less than above

value of work is not eligible).

Consolidated Annual Report or

Audited Balance Sheet Certified by

Chartered Accountant with his/her

stamp signature and membership

number with Banking Reference.

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5. Liquidity.


15)

The bidder should have access

to or has available liquid assets,

lines of Credit and other

financial means to meet cash

flow for a value Rs.95.88 lakh

net of applicant‟s commitments

for other Contracts.

Please refer Para 2.6.1.2 (ii) of

Indian Railways Standard

General Conditions of Contract

for services – January 2018 for

other conditions.

The audited Balance Sheet and /or

Banking Reference certified by

Chartered Accountant with Stamp,

Signature and Membership Number

shall be submitted by the bidder

along with the Bid.

6. Availability of fully

equipped development/

Service Centre.


16).

The Sole Bidder/Lead

Member of the Consortium

should have fully equipped

development /service centre,

with at least 100 qualified

personnel in SAP ERP

practice, stationed at Chennai

or Bengaluru.

1. Address of Service Centre with

contact details.

2. Address of the Headquarters

with contact details.

3. EPFO Challan/Bank A/c.

Statement in support of available

man power (duly submitted to

EPFO) in respect of previous four

quarters preceding the date of

opening of bid should be

submitted.

7. Similar work (*) (Please fill Annexure -

17).

The Sole Bidder/Each Member

of the Consortium (@) should

have satisfactorily completed in

the last three previous financial

years and the current financial

year up to the date of opening

of the tender, one similar single

service contract for a minimum

of Rs.6.71 Crore.

Completed Service Contract

includes on-going service

contract subject to payment of

bills amounting to at least 6.71

Crore.

1. Copy of Purchase

Order/Contract Agreement.

2. 2. Completion/Performance

certificate (***)

3.

The purchase order/ work order

or any other associate documents

must specify the total bill of

material (BOM) with item and

should clearly bring out the scope

of work.

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8. No. of years in SAP

ERP implementation.


18).

The sole Bidder or Lead


should be in the field of SAP

ERP implementation for at

least five years. (Bidders,

having less than five year

experience, are not eligible).

Copy of Orders and Completion

Certificate to be submitted.

Year shall be counted from the date

of agreement for the work.

9. No. of SAP ERP

implementations in

Government/PSU

(within India).


19).

The Sole Bidder or Lead


should have implemented at

least one implementation in

Government / Public Sector

in India having more than

160 users where at least three

out of following five

functional areas are

implemented:-

Financial Accounting &

Controlling

Human Capital Management

Production Planning

Materials Management

Quality Management

Plant Maintenance

1. The purchase order/ work order

or any other associate documents

must specify the total bill of

material (BOM) with item and

should clearly bring out the scope

of work.

2. Completion/Performance

Certificate from Client.

10. SAP – ERP

implementations

world wide.


20).

Sole Bidder or Lead member

of the Consortium should

have completed a minimum

of 10 SAP ERP

implementation Worldwide

with minimum 100 users and

at least two of the modules

mentioned below in each

Implementation, prior to the

date of tender opening.

Financial Accounting &

Controlling

Human Capital Management

Production Planning

Materials Management

Quality Management

Plant Maintenance

1. Copies of purchase

orders/Contracts with details of

Contact person, telephone no.

and address of the organization,

total no. of users, modules

covered, and Status of

implementation.

2. Completion/Performance

Certificate from Client.

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(*) Similar Work: Execution of a turnkey project involving Supply, installation, and

implementation of Integrated „SAP S4/HANA System‟ or „SAP ECC on HANA System‟, with at

least 300 SAP ERP user Licenses, covering at least any four of the following modules.

Production Planning (PP)

Materials Management (MM)

Finance Management & Controlling (FI & CO)

Human Capital Management (HCM)

SAP BI & BO

(**)in case of value in other currencies, the same shall be converted into INR based on

calculation at the B.C. selling market exchange rate established by State Bank of India on the last

date of Financial year or last date of calendar year, whichever is applicable.

(***)Work experience certificate along with performance certificate from private individual shall

not be accepted. Certificate from public listed company/private company/Trusts having annual

turnover of Rs.500 Crore and above subject to the same being issued from their Head Office by a

person of the company duly enclosing his authorization by the Management for issuing such

credentials.

(@) The Lead Member of the Consortium has to be a solution integrator and fulfill the similar

work described above (*).

3.6 Procedure for Evaluation of Bids

a) With a view to assess the bids technically without being influenced by the financial bids, „Two

Packets System of Bidding‟ shall be adopted. In the system, the bidder shall submit their

quotations/offers in two sealed envelopes; with one envelope containing the Technical Bid (First

Packet) and the other envelope containing Financial Bid (Second Packet).

b) The First Packet shall be with the objective of scrutinizing the capability, financial strength,

experience etc. of the bidders. If the technical offers are found acceptable by meeting the

minimum qualifying requirements the second packet shall be opened. Those bidders who do

not meet this criterion shall not be considered for opening their financial bids. However, if on the

basis of information contained in the first packet, the Tender Committee needs clarification

regarding processes, specifications etc. communication can be initiated with the bidders. In

seeking clarifications, all communications with bidders shall be recorded.

3.7 Evaluation of Technical Bids:

a) In addition/supplement to the conditions under para 2.6.2 of GCC for Services, January 2018, the

below mentioned points are applicable.

b) All opened bids will be scrutinized for responsiveness. Any bid submitted without the prescribed

EMD and/or the cost of the tender document will be treated as non-responsive. Bids with any

ambiguity and/or any significant deviation from the instructions and general/special conditions of

the Tender Document are also liable to be treated as non-responsive at the discretion of ICF. All

non-responsive bids shall be rejected summarily and shall not be evaluated further.

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c) The Bidders are expected to thoroughly understand the minimum technical requirements specified

in this tender. The bidder has to provide all the information called for with appropriate proof for

each item in the Technical evaluation pro-forma‟s given at Annexure - 11 to Annexure - 20.

Incomplete offers or tenders will be summarily rejected. Bidders not meeting the minimum

requirements are not eligible.

d) The Scope of Work, technical specifications and Functional Specifications are given at Para 5.0,

Para 6.0 & Para 7.0 respectively. The bidders are expected to thoroughly study this document,

make site visits, get their doubts, if any, clarified with a view to have a good understanding of the

requirements of ICF, and furnish a suitable solution with description and complete bill of

materials required.

3.8 Evaluation of Financial Proposals

a) After the technical evaluation is completed, ICF shall notify the bidders of the list of technically

qualified firms, indicating the date and time set for opening the financial proposals. The

notification may be sent by Registered/Speed Post, cable, telex, facsimile or electronic mail.

b) The financial proposals of technically qualified bidders alone shall be opened on the date to be

notified.

c) In the financial proposal, the bidder is expected to quote separately for SAP ERP Licenses,

Hardware, Application development/implementation in three separate schedules as at Para 11.0

A,B and C. Detailed split-up of all costs are also required to be provided.

3.9 Amendments to bid invitation

ICF reserves the right to make revisions or amendments to the bid documents, when deemed

necessary, prior to the closing date of the bid, through proper notification or web-site. The bidders

must watch ICF web site for any such amendments. ICF shall be at liberty to consider extending

the date set for the bid opening by such a number of days as in the opinion of ICF will enable the

bidders to revise their bids.

3.10 Clarifications, omissions and discrepancies in tender document

a) In case any bidder finds any discrepancy or omission in any part of the tender Document/or he has

any doubt to their meaning, he should notify ICF minimum 7 days prior to pre-bid briefing date

who may clarify and send a written instruction to all bidders for correction, if necessary. It

however, does not entitle the bidder to seek any extension of tender opening date.

b) It shall be understood that every endeavor has been made to avoid any error which can materially

affect the basis of the bid and successful bidder shall take upon himself and provide for the risk of

any error which may subsequently be discovered and shall make no subsequent claim on account

thereof.

c) The submission of the tender will be deemed to imply that the Bidder fully understands the scope

of work involved and has read and understood all conditions of the tender document and his

liabilities and responsibilities in respect of the tender.

3.11 Technical clarifications

a) To assist in the examination, evaluation and comparison of bids, ICF may ask the bidder

individually for a clarification on his bid including break-up of unit rates. The request for

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clarification and the responses shall be in writing/fax but no change in price or substance shall be

sought, offered or permitted except as required to confirm the correction of arithmetical errors

discovered by ICF during the evaluation of bids. Such reply shall be given within the time limit

mentioned in the intimation issued by ICF, failing which ICF will be at liberty to conclude that

nothing further is to be submitted by the vendor on this matter.

b) The bidder should make available the offered products, if desired during evaluation of bids for

benchmarking of the application to ensure that there are no compatibility issues.

3.12 Validity

The validity of the bid must be for a minimum of 180 days from the last day of bid submission.

Any subsequent extension of validity shall be for minimum 60days.

3.13 Right of acceptance

ICF reserves the right to place order for a part item/combination of the quantity offered. The unit

rates offered by the Bidders shall be valid for any such part order. ICF reserves the right to reject

any or all tenders without assigning any reason to the Bidders. ICF may call upon one or more

Bidders for demonstration/testing of all or any quoted item at ICF office.

3.14 Authorized Signatory and Address of the Contractor

The Signatory of the Bidder should attach an authorization certificate mentioning:

a) The proprietor in case of “Sole Proprietor” firm or constituted attorney of such sole

proprietor.

b) One of the partners in the case of a “Partnership” firm, in which case he must have authority

to refer to arbitration disputes concerning the business of the partnership either by virtue of

the partnership agreement or a power of attorney. In the absence of such authority all partners

should sign the Tender.

c) A director or the regional head in case of a limited company or an official of requisite

authority in the case of a government institution, duly authorized by a resolution of the board

of directors.

d) For all purposes of the contract, including arbitration thereafter, the address of the bidder

mentioned in the tender shall be the address to which all communications shall be addressed.

3.15 Local Conditions

It will be the sole responsibility of each bidder to fully acquaint himself with all the local

conditions and factors, which could have any effect on the contract in terms of performance or

cost.

3.16 Prices

a) All Prices shall be in Indian Rupees and no foreign exchange/import license shall be provided.

Prices quoted should be all-inclusive i.e. including freight, insurances, taxes etc, duly specifying

the nature of charges included. Bidders should explicitly indicate the status of all charges in the

offer. Payment will be restricted to charges that are explicitly mentioned and the bidder will have

no right to demand charges/additions to such charges that are not mentioned in the bid.

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b) ICF reserves the right to place order for a part item/combination of the quantity offered. The unit

rates offered by the Bidders shall be valid for any such part order.

3.17 Letter of Acceptance(LOA)/Purchase Order

When a tender is accepted prior to the expiry of bid validity, the successful bidder shall be

notified by mail/fax. Within one month of issue of LOA (letter of acceptance)/ PO (purchase

order), the successful bidder shall send his/her acceptance of the LOA/PO along with the contract

performance bank guarantee.

3.18 Delivery/Completion of Work

a) Delivery time to supply the goods stated in of the Tender Document shall be as per the schedule

of delivery laid down at Para 8.0 (Project Milestones).

b) The time for and the date specified in the contract or as extended for the delivery of the material

shall be deemed to be the essence of the contract and delivery must be completed not later than

the date(s) so specified or extended.

c) In respect of items of work/services, the dates of completion should be as per respective project

Milestones specified at Para 8.0.

d) In case of failure by firm to supply the goods/services within the delivery period stated in the

LOA, ICF shall be at liberty to extend the delivery period on reasonable grounds for extension of

time. If there is any failure or delay on the part of Sub-Contractor, only the contractor shall be

solely responsible.

e) The terms for extension of time for delay and associated liquidated damages if any, will be as per

Para 5.1 and 5.2 of Indian Railways General Conditions of Contract for Services – January, 2018.

f) The payment for the delivery/completed work shall be made as per payment schedule indicated at

Payment Terms at Para 4.35

3.19 Compliance to Tender Conditions, Specifications

a) The work offered shall be in accordance with the specifications. Details of variation from the

specification, if any, should be clearly indicated and in such an event, a certificate from the users

must be furnished to the effect that the work offered performs the requisite functions

satisfactorily.

b) Bidder shall indicate paragraph by paragraph for each section of the tender document that either

his tender complies in every respect with the requirements of each clause and sub clause or if not,

precisely how they differ from the requirements of the Bidder. In latter case, the Bidder shall

enclose a separate statement indicating only the deviations for any clause or sub clause of Indian

Railways General Conditions of Contract for Services – January 2018, General/Special

Conditions of Contract, Instructions to Bidders and conditions of tendering, Functional/Technical

Specifications, Preamble etc. which he proposes with detailed justifications for deviations

proposed. The ICF, reserves the right to accept or reject these deviations and his decision thereon

shall be final.

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3.20 EARNEST MONEY DEPOSIT (EMD)

a) The Bidder shall be required to deposit earnest money with the bid for the due performance with

the stipulation to keep the offer open till such date as specified in the bid under the conditions of

the bid mentioned at Para 3.3 of Indian Railways General Conditions of Contract for Services –

January 2018.

b) The Bidder shall deposit in favour of FA & CAO/ICF, Integral Coach factory, Chennai-38, a sum

of Rs. 11,08,840 (Rupees Eleven lakh Eight thousand Eight hundred and Forty only) as Earnest

Money and enclose it along with the tender. The above deposit has to be made at UCO Bank, ICF

Colony Branch, Chennai-600038. Alternately the above sum can be paid in NEFT mode with the

following details:

IFSC Code : UCBA0000568

Account No. : 05680210000328

Account Type : CA-METRO-OTH

Account Holder: FA & CAO (ICF Government Business Receipts)

c) The earnest money receipt shall be incorporated in the original copy of the tender document. The

other copies of the offer shall contain true copies of Earnest Money Receipt. The Earnest Money

should be furnished either in cash or in any of the following forms. These instruments should be

valid at least for the period covering the validity of the offer i.e. 180 days.

Deposit Receipts, pay orders, demand drafts. These forms of earnest money could either be of

the State Bank of India or any of the nationalized banks.

Deposit Receipts executed by the Scheduled Banks (other than State Bank of India or any of the

nationalized banks) approved by the Reserve Bank of India for this purpose. The Railways will

not, however, accept the deposit receipt without getting in writing the concurrence of the

Reserve Bank of India.

Fixed Deposit Receipts from nationalized banks (or) schedule banks submitted by the Bidders

should be drawn in favour of FA & CAO/ICF- Chennai-38 and FDR's drawn in the Name of the

Bidder with the endorsement of the concerned bank on the overleaf of the FDR transferring the

right of encashment to the Railways will not be accepted.

Deposit receipt executed by the Schedule Banks (other than the State Bank of India and the

Nationalized Banks) should be as defined in RBI Act. 1934.

d) EMD in the form of Bank Guarantee will not be accepted.

e) No reference to the previous deposit of Earnest money & Security Deposit for adjustment against

the present tender will be accepted and any request for recovery from any Security Deposit

against present tender will not be entertained. Lump sum Earnest Money already available with

the ICF will not be accepted for this tender.

f) The Earnest Money shall remain deposited with ICF for the Period of 180 days from the date of

opening of tenders. If the validity of the offer is extended, the Earnest Money Deposit duly

extended shall also be furnished, failing which the offer after the expiry of the aforesaid period

shall not be considered by the ICF.

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g) No interest will be payable by the Purchaser on Earnest Money.

h) The earnest money deposited is liable to be forfeited in full if the Bidder withdraws or amends,

impairs or derogates from the tender in any respect within the period of validity.

i) The Earnest money of all unsuccessful Bidders will be returned by ICF within a reasonable time

after the finalization of the tender but the ICF shall not be responsible for any loss or depreciation

that may happen thereto while in their possession and are not liable to pay any interest thereon.

j) Any Bid not accompanied by Earnest Money in one of the approved forms will be summarily

rejected.

3.21 Safety Norms:

The Following Safety Norms must be followed by the Contractor:

The contractor should take all precautionary measures in order to ensure the protection of his

own personnel moving about or working in the Integral Coach Factory premises, and should

conform to the rules and regulations of the Integral Coach Factory.

The Contractor should abide by all Integral Coach Factory regulations in force from time to time

and ensure that his representatives, agents or sub-contractors or workmen follow the same.

The contractor should instruct his personnel to be cautions so as to avoid accident to staff, and /

or damage to equipment.

The Contractor indemnifies and keeps Integral Coach Factory indemnified and harmless against

all actions, suits, claims, demands, costs, charges or expenses arising in connection with any

accident, death or injury, sustained by any person or persons within the Integral Coach Factory

premises and any loss or damage to property belonging to the Integral Coach Factory, sustained

due to the acts or omissions of the contractor irrespective of whether such liability arises under

the workmen‟s compensation act or the fatal accidents act or any other statute in force from time

to time

3.22 Provisions of Employees Provident Fund (EPF) and Miscellaneous Provisions (MP) Act,

1952

a) The contactor shall comply with the provisions of Para 30 & 36 – B of Employees Provident

Fund Scheme, 1952: Para 3 & 4 of Employees‟ Pension scheme, 1995: and Para 7 & 8 of

Employees Deposit Linked Insurance Scheme, 1976: as modified from time to time through

enactment of “Employees Provident Fund & Miscellaneous Provisions Act, 1952”, wherever

applicable and shall also indemnify the Railway from and against any claims under the a

foreside Act and Rules.

b) The Contractor is required to comply with the provisions of EPF & MP Act, 1952 and obtain

code number from the concerned authorities whenever workmen employed by him are 20 or

more. He shall also indemnify Railways from and against any claim, penalties, recoveries

under the above Act and Rules. Contractors should get the code number under the EPF so as

to enable the Provident Fund (PF) Commissioners to extend the social security benefits to the

workmen engaged by the Railway Contractors.

3.23 Environmental Management System (EMS) Requirements:

The Following EMS requirements must be ensured by the Contractor:-

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The Contractor shall ensure that all his workmen wear Personal Protective Equipments (PPE)

commensurate with the severity of work.

The Contractor shall ensure industrial safety methods in executing his work at Railway.

The Contractor shall ensure that all wastes generated by his activities / work are moved to the

respective dumpsites or taken for re-cycling at Railway.

The Contractor has to give prior information whether any hazardous chemical is used in his

work and if so, the operational control to be exercised.

The Contractor has to ensure that all his material handling equipments / transport vehicles are

emission tested.

The Contractor has to ensure that his activities are in tune with the Railway EMS Policy (to be

incorporated as part of Contract)

The Contractor‟s staff must be aware of contents of Material Safety Data Sheet (MSDS) in

respect of chemicals / materials (if any).

The Contractor‟s staff shall be competent to operate emergency appliances like fire

extinguishers.

3.24 Definitions and Interpretation

a) “ICF/Railway” Shall mean the President of the Republic of India or the Administrative Officers

of the Integral Coach Factory, Chennai-38 or the successor, the Railway authorized to deal with

any matters with which these presents are concerned on his behalf.

b) “Sr.EDP Manager” shall mean the Senior Electronic Data Processing Manager, nominated

Officer in executive charge of Integral Coach Factory and the works and shall include the superior

officers of the Integral Coach Factory, Chennai 38. He/She is responsible for ensuring that all

works covered by the contract are carried out in accordance with approved specifications and

conditions of contract as agreed to.

c) “Computerization” shall mean performance of all activities covering inter-alia envisaged aspects

in the envisaged methods/steps like study, analysis, configuration, customization, development of

system specification and functional specification, design, coding, writing of suitable and required

libraries, function, procedures, installation, implementation, testing and supply of envisaged

documentation at all the stages, with the approval of Sr.EDP Manager, ICF, Chennai – 38 at all

stages along with user training (including explanations/presentations to various user groups ),

training to ICF IT Centre Staff and others as required at the site/s and making the software interact

with upstream/downstream and concurrent software modules effectively, so that the application

system(s) sub-modules function as an integrated whole.

d) “Customization” shall mean the task of modifying the pre-developed software packages as per

System Requirement specifications framed after a detailed study.

e) “Working Days”: wherever referred in this Contract shall mean the working days of ICF as

applicable.

f) “Certificate of Acceptance” The Certificate for any application system and/or major modules this

contract issued by ICF after installation, parallel run and implementation of the

respective/application system(s) and /or major modules on the computer configuration.

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4.0 SPECIAL CONDITIONS OF CONTRACT:

4.1 The special conditions of contract contained herein shall be supplemented to the “Indian Railways

General Conditions of Contract for Service – January, 2018” and General Conditions of Contract

given under this document. In the event of any conflict or inconsistency between them, special

conditions of contract contained herein shall prevail.

4.2 Changes in the Scope of Work

If during the execution of supplies/services, it is found that ICF wants changes in the scope of

work, then the contractor and ICF may renegotiate the contract upon mutual agreement in writing.

In the absence of a mutual agreement, the scope of the work will be as detailed at Para 5.0 of this

contract.

4.3 Conditions related to Execution of Work

a) The directives issued by Sr.EDP Manager shall be followed during the supply and all the phases

of the project including training.

b) The whole contract is to be executed in the most approved, substantial and effective manner, to

the entire satisfaction of ICF or its authorized person who, both personally and by its deputies,

shall have the full power, at every stage of progress, to inspect the work at such times as

necessary, and to reject any of the work of which it may disapprove and its decisions thereon, and

on any question of the true intent and meaning of all the specifications, shall be final and

conclusive.

c) The contractor shall complete Computerization in all respects leading to certificates of acceptance

by ICF and Sr.EDP Manager/ICF envisages a time period of TWELVE Months from the date of

acceptance of the offer followed by SIX months for Hype Care support. Time is the ESSENCE

of the contract and Sr.EDP Manager /ICF attaches utmost importance to the timely completion of

the work. Attention of the contractor is specially invited to the penal clauses like liquidated

damages, determination of the contract owing to default of contractor etc.

d) The bidder shall specify the approximate time period required in calendar months for completing

the work tendered for. ICF expects that the computerized system be installed and implemented in

TWELVE months time from the date of Letter of acceptance of the tender followed by SIX

months for Hyper Care support. The contractor shall specify the time required by him for the

same in the format at Para 12.0, which shall be referred to as “accepted time” under this Contract.

e) Once the contract is awarded and the Contractor has signed the agreement, no increase in rates

will be granted during the tenure of the contract. If for any reason it is found necessary to insert

any new item of work, rate for this item of work can be mutually decided. If the contractor is

unable to do so, ICF reserves the right to cancel the entire contract and to call for fresh tenders at

the risk and cost of the contractor.

f) The contractor shall not sub-contract, assign or transfer this work or any part thereof, to any other

person or persons nor shall the contractor take in any partners without the written consent of the

Sr.EDP Manager/ICF. Any assignment or subletting of the contract in contravention of the above

shall be held to terminate the contract and forfeit any amount due to the Contractor including

Security Deposit.

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g) The work shall be carried out at Sr.EDP Manager‟s office associating nominated official and on

ICF‟s working days. The working hours of the office are 09.30 A.M. to 5.30 P.M. Monday

through Friday and 9.30 AM to 12.30 PM on Saturdays. However, if required, the work can be

carried out beyond the working hours, at the discretion of ICF, with prior consent from the

Sr.EDP Manager.

h) Sr.EDP Manager, ICF shall have the option of associating his personnel with the entire work in all

its phases. The contractor shall provide such personnel with all necessary information and

facilities to carry out their functions. But the fact that ICF Personnel are associated with the

Contractor‟s Personnel in the contracted work shall not reduce the contractor‟s responsibilities

under this contract in any manner. Final responsibility to satisfy ICF of the satisfactory

completion of supplies rests with the Contractor.

i) ICF shall not be responsible for providing accommodation to the Contractor or to his

representatives who will be visiting Office of Sr.EDP Manager, ICF in course of work under this

Contract. However, working space will be provided.

j) All equipments/tools required for the Project implementation work as per scope of work will be

provided by the Contractor.

k) No allowance or any other compensation will be paid by ICF for the visits of the contractor or his

representatives to ICF‟s sites and for the time spent by them at ICF site, for performing work

covered under this contract.

l) All the work shall be of the BEST QUALITY and shall be to the entire satisfaction of ICF. For

this purpose, the contractor shall adopt necessary quality assurance.

m) In the event of any failure or delay by ICF to furnish the contractor data and other salient

particulars necessary for progressing or to give necessary notice to commence the works or any

other reason caused by ICF due to any other cause whatsoever, then such failure or delay shall in

no way affect or vitiate the contract or alter the character thereof or entitle the contractor to

damages or compensation thereof but in any such case ICF may grant such extension or

extensions of the completion date as may be considered reasonable.

n) Progress Reports: The Contractor shall, from time to time render such reports concerning the

progress of the contract work as required by ICF. The submission, receipt and acceptance of such

reports shall not prejudice the rights of ICF under the contract nor shall operate as an estoppel

against ICF merely by the fact that ICF has not taken notice of, or subject to test, any information

contained in such report.

o) The Contractor shall thoroughly study and analyze the needs of ICF site where the computerized

system is required to be implemented under this Contract and obtain approval for various stages

of work from appropriate ICF officials.

p) The study/customization/ installation/implementation involves inter-alia presentation to various

groups, explaining features of software to the users, users training, troubleshooting while

implementation like clarification for data entry, software packages related problems etc. For this

purpose, the venue, and timings, if any, is required to be fixed in consultation with Sr.EDP

Manager, ICF. The equipments required, if any, for the presentation, are required to be arranged

by the Contractor.

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q) The Functional/Technical scope of the requirements is given in Para 6 & 7 of this document.

Contractor has to prepare the System requirement specifications (SRS) after necessary study of

the existing system and interaction with the users. The SRS is expected to cover, all data,

functional and interface requirements for development/customization and detailed description of

customization needs (both new and existing modules). The representatives of the Contractor and

ICF will sign the SRS. If any shortfall or inadequate coverage is noticed, it shall be the

responsibility of the contractor to incorporate the uncovered requirements to the satisfaction of the

Sr.EDP Manager/Other official signing SRS.

r) The quantum and time period up to which the data pertaining to earlier periods is required to be

available for an application system and/or a major module shall be decided by Sr.EDP

Manager/ICF. The Contractor will make available such data in the installed system.

s) ICF shall have the right to depute its staff to associate in the work during the course of

development, testing and trial runs to be performed by the contractor with a view to develop

skills. The contractor shall offer all reasonable facilities towards this end without any extra cost.

t) The contractor shall train Associate ICF Officers/Staff in minor trouble-shooting, maintenance of

application systems or major modules under the Contract.

u) The contractor shall test the applications and demonstrate to ICF that the requirements specified

are met. This should be done to the satisfaction of ICF in all aspects specified in the SRS. The test

designs will be made available in the Detailed Design Document (DDD) by the Contractor prior

to actual customization.

v) Arising out of the testing, the contractor shall establish to the entire satisfaction of ICF that the

entire work supplied/executed/delivered/implemented is in accordance with the provisions of this

tender.

w) The bidder shall supply and install all the software with legal licenses for the software. The bidder

will provide OEM disks also for all the software. Supply of freeware, shareware or similar is

strictly prohibited. The contractor shall provide a list of software installed on all hardware.

x) In the event of contractor failing to carry out the work or works specified, partly or fully, it shall

be lawful for ICF to employ men or entrust the work to another firm for the purpose of doing all

such unfinished works as may be necessary in the opinion of Sr.EDP Manager and all costs, hire

charges, damages and expenses incurred by ICF in doing such work shall be paid by the

contractor to ICF or may be deducted from any deposit of the Contractor held by ICF or from any

other money due and payable to the contractor by ICF from time to time in pursuance of this or

any other contract or recovery from the contractor by an intimation or any other means.

y) In the event of Sr.EDP Manager or his nominated officers are of the opinion at any time during

the currency of this contract, that the contractor is not carrying on the work or works under this

contract as authorized satisfactorily, it shall be lawful for the administration to recover from the

contractor any penalty provided in this contract and or Indian Railways General conditions of

Contract for Services – January, 2018.

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4.4 Technical Proposal for the ERP Solution

a) The key elements of the Technical proposal:

The technical proposal should address the following key aspects of the ERP solution

o Solution Architecture

o Bill of Materials

o Functional Requirements Specification

o Technical Requirements Specification

b) Solution Architecture:

ICF is looking for an in-premise solution covering hardware and software. The Technical

proposal for ERP Solution should contain details of the Functional/Application/Integration

Architecture/Landscape of the ERP solution proposed along with how each of the solution

components would meet the requirements of ICF. The technical proposal should address the

following:-

Complete ERP and other systems‟ Hardware Landscape with interconnects, failover/redundancy

arrangements, in both schematic and Block diagrams.

Functional coverage of the solution proposed

The complete landscape of the solution with modules, integration points etc.

Integration Architecture.

Integration of different processes of ICF with the solution.

The details of third party solutions if any, their description and purpose, licensing metrics

and sizing considerations.

c) Bill of Materials

The requirement of Hardware with baseline sizing and specification is given at Para 6.1

and Para 6.2 respectively. An indicative Bill of Materials for Hardware are given at

Para 5.7(B). However, the Bidder is required to understand ICF‟s requirements clearly

and prepare Hardware sizing, Bill of Materials and Specifications. Bidder is expected to

provide an equivalent or better Sizing/Bill of Materials.

The Bill of Materials of the SAP ERP Licenses and other third party Licenses, tools and

all the independently priced items along with metrics for licensing (pricing) and total

quantity proposed. An indicative Bill of Materials is provided at Annexure 5.7(A). The

bidder is expected to provide an equivalent or better Bill of Materials.

The rationale for the different solution components and the licensing metrics.

The rationale for the sizing of the different modules of the ERP Sizing details of the

solution, how the different solution components are sized and their relationship to

licensing metrics.

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The bidders while proposing the ERP solution with detailed bill of materials, as per the

Schedule of Rates provided for the Technical proposal, are also required to provide

definitive commitment on how each section of the processes described in this document

are addressed by which module/components of the bill of material.

d) The Functional Requirement Specifications (FRS):

The bidders are requested to use the following guideline for indicating the capability of the ERP

solution proposed, against each of the features listed in the FRS as per Para 7.0. Response to the

each of the line item in the functional requirements specifications need to be as per the guideline

listed in the table.

Compliance Guidelines Response

Standard The specific requirement or process is a

standard feature with the ERP solution

S

Work Around The requirement can be realized by modifying

the process but without any development

W

Customization

by Standard

enhancement

The requirement can be realized by writing a set of

software codes by enhancing/modifying SAP

Standard

C

Customization

by

Development

The requirement can be realized by writing a set

of software codes independent of SAP Standard

D

Third Party The specific requirement is realized through a

third party tools

T

If and only if the SAP ERP solution proposed by the bidder is capable to support the specific

functionality or the feature is a standard feature in the ERP solution, the bidder is required to mark

“Standard” against the functionality/specification

If the specific functionality or feature could be realized by the ERP solution proposed by the

bidder by modifying the process, i.e. the basic purpose of the process or feature could be achieved

by modifying a standard feature, but without any customization or development, the bidder is

required to mark “work around” against the functionality/specification

If the ERP solution proposed by the bidder can be realized by enhancement/modification to the

SAP Standard, the bidder is required to mark “customization by Standard enhancement” against

the functionality/specification

If the ERP solution proposed by the bidder can be realized by separate development using SAP

tools like ABAP workbench, the bidder is required to mark “Customization by Development”

against the functionality/specification.

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e) The technical requirements specifications

The technical scope of requirements for the ERP solution are provided Para 5.9. These

specifications are solution capability requirements as well as solution deployment requirements.

4.5 Technical proposal for implementation services

The technical proposal should address how the ERP solution will be implemented to meet the

requirements of ICF.

o The implementation services

o The Methodology for implementation

o The Deliverables

o Project Management

o The Project team

o Training Delivery & Knowledge Transfer Plan

o Support and maintenance

a) Implementation Services:

Some of the key requirements of the Technical proposal on the implementation services will be

o Bill of services offered by the bidder during implementation

o Mechanisms / support for Data migration (legacy data, duration), data quality

management etc

o Understanding of the business operations of ICF, The Best practices library, the

suggestions for Process redesign

o Training the Higher Management, IT team, core team & End-Users and mechanisms

to ensure that they can use the system effectively.

b) The methodology:

The methodology for implementation should address the following key aspects

o The implementation stages

o The deliverables at different stages

o The internal (within the project team) review mechanisms and the deployment of

expertise

o The review mechanisms with stake holders, steering committee and mechanisms to

adopt the feedback

o Practices to ensure that the project is implemented by deploying the best practices

available with the ERP solution

o Project artifacts and the project standards

o Change control mechanisms

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c) The deliverables

o The Format of Deliverables

o Review mechanisms for the deliverables

o Acceptance mechanisms for the deliverables

d) The project management

The bidder is required to provide details on

o Project structure and management

o Project Plan and Resource loading

o The expertise deployed at different instances of the project

o Mechanisms to manage the project timelines

o Mechanism for mitigation of different risks, quality, attrition and timelines

e) Project Team

The bidder should provide the detailed profile for the following members/SAP ERP

functional/technical consultants of the project team

o Project Manager

o Functional consultants for Materials Management

o Functional Consultant for Financial Management/Accounting with

experience in implementing the ERP solution in public sector enterprise/Government.

o Functional consultant for Costing with experience in discrete manufacturing

operations

o Functional Consultant for Human Resource management with experience of

implementing these modules in a public sector enterprise/Government.

o Functional consultant for Production planning, scheduling with experience in discrete

manufacturing

o Functional Consultant for Quality Management

o Functional Consultant for Plant Maintenance

o Functional Consultant for sales and distribution

o Functional/Technical Consultants for Process Integration/Process Orchestration and

Third Party Solutions

o Technical consultant for Basis Administration

o Technical consultant for system deployment, commissioning, testing,

development/customization

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f) Training Delivery & Knowledge Transfer Plan

The bidder is required to come up with a clear plan on how the delivery of Training proposed will

be carried out. Minimum requirements for training have been given in this tender. However the

bidder is expected to understand ICF requirements clearly and come up with a better proposal.

The plan for knowledge transfer to various teams has to be clearly spelled out. The objectives of

knowledge transfer are given below:

Team KT Objective

End Users For day to day working on the solution

implemented

Core Team For day to day working on the solution

implemented

For imparting training to end users

Broad understanding of SAP ERP System for

troubleshooting etc

IT Team For day to day working on the solution

implemented

For imparting training to end users

For performing post implementation support

activities, in-house, in the areas of SAP ERP

and Third party applications, SAP & Other

System administration etc

g) The support services:

The bidder is required to furnish the following details in the Technical Proposal on the application

support services in terms of

o The list of services to be delivered during the maintenance period

o The mechanisms to source and monitor the services

o The escalation mechanisms and the structure for resolution of issues

o The team structure and resource loading to deliver the services, etc.

o The resource loading for on-site and remote services

o The mechanisms and tools to monitor the SLAs

o The mechanism for corrective actions

o Minor developments as continuous improvements to facilitate ICF to get maximum benefits

out of the system

o Mechanisms to enable ICF IT Team to take over support services.

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4.6 Resource Deployment

a) Program Management Office

ICF‟s experience in ERP implementation indicates that strong project governance is critica l to timely

and successful completion of the project. The Project Management Structure for this engagement

consists of the following stakeholder groups:

Steering Committee consisting of ICF top management, CEO from the

Implementation partner. The Steering committee would do monthly review of the

project progress.

Project Management Office, consisting of a Program/Project Manager from contractor

& Project Manager from ICF and Change Manager & Training Manager from

Contractor side.

Core Group, consisting of functional experts, technical experts and infrastructural

experts provided by the Contractor & technical resources (IT) and functional

resources (core and business users) from ICF.

Non-Core Group consisting of the end users / power users in ICF, and the Helpdesk

team (resources from both ICF and Contractor).

b) Program/Project Manager

The program/project manager need to have a deep understanding of SAP ERP product and

Solution, identify the top issues, and drives the resolution process. ICF expects the Program

Manager shall work towards a timely delivery of the ordered activities in accord with the

terms as set forth.

The Program/Project Manager should focus in these areas during ERP project

implementation:

Plan and execute all events of the project

Identifying potential area for performance improvement of the core business

processes, technical stability of the ERP solution, data consistency and stable

operation of critical interfaces and operations readiness.

Identifying potential areas for optimization (continuous improvement) of ERP

Software solution.

Coordinating the maintenance support process for ERP solutions.

Implementation of recommended actions (including providing reports on support

related topics) resulting from ERP's deliverables hereunder as well as any other ERP

support services.

Provide guidance to support team on the use of ERP tools, if required.

Work with project team in sharing relevant best practices

with End User team. The services should also include the following:

o Project Review and Monitoring

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o Monitor Project Progress

o Drive Quality Review Process

o Participate in Project Steering Committee meeting

o Escalations to steering committee

o Oversee Change Management

c) Organization Change Manager

Based on the overall size of the project, contractor shall deploy one senior Change

Management Consultant, who will define and drive the Change Management strategy across

ICF, seamlessly aligned with the implementation methodology. The Change Manager shall

conduct the assessment, recommend strategy for Change Management, align the change

management program with the implementation methodology and coach change agents of ICF

on how to drive change across all units.

The key deliverables are:

Getting the sponsoring leaders to align on the benefits, goals, metrics and

accountabilities

Getting business unit managers to own the success of the implementation and to

drive the realization of benefits

Preparing, training, and supporting the end users who will be using the system

regularly to input data and conduct business transactions.

d) Training Manager

ICF believes that proper training and knowledge transfer to the project team and end users is

the key to successful implementation. Proper training will not only help in mitigating the

risk of business disruption or issues after going live, it will also help ICF in understanding the

product much better and contribute significantly during the design phase of the project.

Hence, ICF expects the overall training program to be designed and managed, so that ICF can

take full advantage of the features and functionalities available in the product. It is the option

of the Contractor to merge the responsibilities of Training Manager with either the

Program/Project Manager or Change Manager.

It will be training manager‟s responsibility to perform following activities for ensuring

effective training of all stakeholders in ICF:

Prepare Training strategy and learning roadmap for ICF

Define a detailed training program required for successful knowledge transfer

Advise on what kind of training platform will be best suitable to address the training

needs of all users across allocations

Conduct readiness review at the completion of each phase and make

recommendations on gaps.

Train the training manager / training agents on how to conduct effective training at

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their respective location

e) Team Profile

The Contractor should deploy an on-site team specialized, experienced in Implementations of

offered SAP ERP product to ensure successful and timely completion of the project. All

resources deployed at any stage of the project should be mandatorily SAP certified for the

relevant function/technical module. All the mandatory experience requirements mentioned in

profiles below are with respect to SAP ERP Product. The key personnel in the team must

have the following minimum qualifications and work experience:

Program/Project Manager: Minimum 20 years of experience, including SAP ERP

Program Management experience of minimum 3 Projects and implementation experience

in minimum 3 SAP ERP implementation lifecycles (end to end and more than 6 months)

which includes at least 1 implementation experience in the manufacturing sector in India.

PMP/PRINCE2 certification is mandatory.

Organization Change Manager: Minimum 15 years of professional experience including

experience of conducting change management workshops, developing change

management strategy. The person should have led the change management track in at least

2 ERP implementation life cycles.

Training Manager: Minimum 10 years of experience in Learning & Development

domain across Information Technology. His/her experience should include leading

training function for SAP ERP Product Software implementation and support projects,

implementing effective training frameworks and processes at CMM level5 and also as an

internal trainer for various programming languages and soft skills. Should have extensive

experience in talent management which includes requirement gathering, understanding

skill levels for various resources, identifying the right resources and filling knowledge

gaps by organizing targeted trainings.

Functional Leads: Minimum 15 years of professional experience including Functional

Lead experience of minimum 2 SAP ERP implementation projects (end to end and more

than 6 months), implementation experience of minimum 3 SAP ERP implementation

lifecycles (end to end and more than 6 months) which includes at least 1 India localization

experience in the relevant modules. The experience should include minimum 1 SAP ERP

project implementation in manufacturing sector in India. The Functional Lead must be

SAP ERP certified on the module of his competence.

Technical Leads: Minimum 12 years of experience in the technical domain including

Technical Lead experience of minimum 2 SAP ERP implementation projects(end to end

and more than 6 months), implementation experience of minimum 3 SAP ERP

implementation cycle experience (end to end and more than 6 months). Development Lead

should have expertise in development work. System administration lead should have

expertise in system administration work.

Functional Integration Consultant: Minimum 15 years of experience, including SAP

ERP Project Implementation experience of minimum 3 Projects (end to end and more than

6 months) which includes at least one implementation experience in Manufacturing Sector

in India. Understands different modules of SAP ERP and effect of change in parameters in

one module how the same will affect the system. Should be in-charge of all the integration

issues during implementation.

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Functional Consultants: Minimum 10 years of professional experience including 3 years

of experience in SAP ERP implementation including minimum 2 SAP ERP

implementation lifecycles (end to end and more than 6 months) which include at least 1

India localization experience in the relevant modules. The experience should include a

minimum of one SAP ERP project implementation in manufacturing sector in India.

Technical Consultants: Minimum 7 years of professional experience including 2 years of

experience in SAP ERP technical domain including minimum 2 SAP ERP implementation

lifecycle experience (end to end and more than 6 months) on different modules,

implementing interfaces to legacy applications, report customization, system architecting,

Database management, etc.

The Bidder has to submit a Resource Deployment Plan in format as per Annexure - 10.

The contractor has to submit the profiles of the Project Team Members with necessary

proofs prior to the formation of PMO for acceptance by ICF. Sr. EDP Manager has the

right to accept or reject any Team Member.

The profiles of functional/technical leads will be accepted by ICF only after a screening

process.

Normally the members of the accepted Project Team should not be changed during the

entire course of the Project and Support phases. The request for change of Project

Team Member with the profile of the new incumbent should be addressed to Sr.EDP

Manger for approval.

f) Minimum Resource Deployment

The Contractor shall deploy a full-time, on-site dedicated team for the SAP ERP

implementation project at ICF. During the implementation stage i.e. till the last go-live

date, the full team needs to be deployed on-site i.e. at ICF‟s premises. However, off-shore

resources can be utilized with due permission from ICF.

The Contractor shall deploy concurrent resources, comprising of members specified &

approved by ICF, to ensure concurrent execution to meet overall contract period plan &

detailed plan.

The Contractor shall deploy the minimum resources for Project Management, Functional

and Technical areas, as specified in the below tables, during the entire duration of the

project. At no point in time, number of resources falls below the minimum numbers as

specified below.

Resource Implementation Team Support Team

Program/Project Manager 1 1

Change Manager 1 -

Training Manager 0** -

** In case a dedicated Training Manager is not allocated the responsibilities need to be

additionally assigned to Program/Project Manager or Change Manager.

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ERP

Functional/technical/

Other Area

Lead

(During

implementation)

Consultant

(During

implementation)

Consultant

(During Support

Phase)

Production Planning 1 1 1

Plant Maintenance 0 1 0.25

Quality Management 0 1 0.25

Materials Management,

Imports

1 0 1

Finance & Accounts incl.

Costing

1 2 1

Human Resource

Management

1 1 1

Sales & Distribution 1 0 0

SAP FLM/DMS 0 1 0.50

Project Systems 0 1 0

ABAP 0 5 2

BASIS 1 1 1

SAP BI/BO 1 1 1

Business Process

Consolidation

1 0 0.5

Integration (PI/PO) 1 0 0.5

Non SAP Technical 1 2 1

Total 10 17 11

The team for each of the areas mentioned above would be looked in totality and ICF

reserves the right to request for a change if ICF is not satisfied with the capability of the

resource proposed for the function & any time post-approval due to capability & or

performance limitations decided by ICF. The Contractor shall promptly provide substitute

for same of similar or higher experience, qualification & capability where profile shall be

a prior written approval of ICF.

The Contractor shall at no additional cost, augment its resources to recover

implementation gaps & delays.

Other than the ERP Functional & Technical areas as covered above, the Contractor shall

deploy adequate quality and number of resources required for implementing add-on

modules & 3rd party / bolt-on solutions as planned and proposed in Bidder‟s response to

this Tender Document (apart from the above mentioned minimum resources). The

schedule of such deployment shall be indicated in advance to ICF by the successful

Bidder.

The bidder is requested to provide a phase-wise manpower deployment plan (pre go-live

& till the last go-live) as part of their response to this bid document maintaining the

minimum number of resources as specified above. Such manpower deployment plan is

subject to ICF‟s acceptance.

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4.7 Hardware Sizing

a) The bidder is required to size the hardware to run the ERP solution proposed to be

implemented at ICF. Minimum hardware sizing requirement and baseline specifications are

provided at Para 6.1 and Para 6.2 respectively. Bidder is expected to prepare equivalent or

better sizing for hardware for the complete landscape of the ERP/other solutions –

development, quality and production environment.

b) The sizing should be as per the general industry practice.

c) The rationale for sizing the hardware and the underlying assumptions should be part of the

proposal

d) The Contractor will be responsible for server, storage and storage network sizing for

ICF-ERP Integrated Solution. The Contractor would have to identify infrastructure

requirement specification including requirement for Business Continuity. The sizing

needs to be done keeping in mind ICF‟s requirement for performance, response time and

scalability, latest state-of-the-art technology, virtualization& guaranteed uptime during

its entire lifespan with uninterrupted spares & services. Such lifespan shall not be less

than 10 (Ten) years. The Contractor would be responsible to conduct necessary site visits

to prepare bill of material and all specifications for required IT / Non-IT infrastructure

and IT Centre site after studying the existing hardware inventory across ICF‟s premises

for reuse / economical solution, as feasible.

4.8 Audit/Consultancy by SAP

a) Contractor is expected to arrange for deploying senior business consultants from SAP to

perform an audit/consultancy at the following stages of the project:

Business Blue print phase:

o Assist in identifying potential area for standardization of business processes.

o Ensuring that process mapping carried out by contractor is in order and that

developments/enhancements proposed are unavoidable

o Ensuring that the gap analysis as well as workarounds/developments proposed

are in order

Pre Go-Live: Certifying that the configurations and developments are in order prior

to Go-live.

b) SAP is expected to perform the audit/consulting activities for a minimum effort of 50 man

days. Contractor is expected to submit an audit report from SAP. Bidder is required to

submit breakup of man days of SAP consultants in each Module/Area as per pro-forma at

Annexure - 8.

4.9 Solution Quality Review Services

a) Quality Review Process will be an integral part of the Project implementation and will

focus on the deliverables and not on the methodology that is being followed for the

implementation. It is critical that regular quality checks be performed throughout each

phase, as tasks are completed. All issues regarding scope, project environment, and initial

technical setup must be addressed.

b) Following Quality Review Program services are required to be provided to minimize

project risk through periodic reviews of the project and to ensure successful implementation

of the project. The review shall be carried out for each of the phases so as to cover entirely

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all implementation activities across all regions and entities of ICF. The Review is expected

to provide an independent and objective view of the implementation project, identify any

risks to the project goals and recommend appropriate corrective action. The review report

will be submitted to ICF as well.

c) The review will take place in all the defined milestones of the project implementation

depending on the need, deliverables and project timelines. A presentation will be made to

ICF by the contractor on the outcome of the reviews at each stage.

d) These are the types of Review that are required to be carried out:

Project Review

Project Review will take place at the end of each phase of implementation. Project

review should cover project management, implementation road map, key deliverables of

the phase, and critical success factors. This is required at the end of each major milestone

defined in the project.

Audit Team of SAP will visit ICF as an independent and objective auditor to assess its

status and the progress at the specified milestones. The reviewer identifies potential risks

and recommends corrective action. It will be the responsibility of contractor to make the

necessary changes as per the recommendations of SAP. ICF will only consider the phase

/ milestone as completed after the review and recommendations from SAP is submitted

to ICF and after the contractor has ensured the corrective measures are implemented.

Business Blueprint Review

The solution review should cover the application design and business process parameters.

The objective of this exercise is to review the business blueprint / model proposed / gaps

identified in ERP system. The review team should make suitable recommendations

towards use of ERP functionalities and features and shares the practices followed in other

similar implementations. SAP should carry out solution review at the end of specified

phases in the project. This review should be conducted in the functional area (functional

modules) identified and across these modules for the purpose of integration.

Technical Review

Technical Review will be an analysis of the technical implementation components and

operational procedures, such as security, backup, performance management, printing, and

desktop operations. This review will typically be scheduled two to three times during the

course of implementation. The technical review will also include a go-live health check

review just before the Go-Live event. This will be a comprehensive review of technical

preparedness of the system to go-live.

Development Review

Development Review will help determine whether the design and implementation

adheres to proven standards such as upward compatibility where custom developments or

enhancements to the ERP systems are planned. The scope of this review will be to study

programs and applications that have been developed explicitly for ICF. The feedback

provided will mainly deal with ways and means of optimizing the custom developments

to achieve better performance.

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Hardware/ Infrastructure Sizing

SAP shall review the hardware sizing estimate by the contractor. The hardware solution

needs to be certified by SAP duly bringing out the suitability and adequacy with respect

to the proposed solution.

The sizing estimates must consider all aspects of sizing such as server configuration,

storage, network, type of platform, number and type of users, future growth for five

years, ICF's expected service levels, desired response time etc. ICF also expects that the

sizing estimate is backed up by appropriate testing undertaken by SAP in its solution

Centres to validate the sizing estimate.

The bidder expected to prepare the hardware requirements based on the above and submit

the proposal as part of the tender along with a certificate from SAP.

Solution landscape Review

SAP shall mandatorily review the entire Solution landscape for meeting ICF-ERP

objectives. All such recommendations have to be explicit and duly vetted at competent

levels in SAP‟s organization and submitted to ICF along with tender.

Pre Go-Live Health check

SAP shall mandatorily review & vet Go-live health check before the Go-Live event. This

will be a comprehensive review of technical preparedness of the system to go-live.

Corrective measures should be implemented by the Implementation Partner under

technical supervision of SAP subsequently and duly verified by ICF‟s Project Manager.

Steering Committee meetings

The Contractor shall participate in monthly Steering Committee meetings (prior to ICF‟s

internal review meeting) and update ICF‟s team on Project progress, Risk parameters (if

any), Resource requirements, immediate next project steps, and any obstacles in project.

The Steering committee meeting will be a forum for seeking and getting approval for

project decisions.

All relevant records of proceedings of Steering Committee should be documented and

shared with the Steering Committee and Project Management Office. Other than the

planned meetings, in exceptional cases, ICF may call for Steering Committee meeting

with prior notice to the Contractor.

Project Monitoring and Reporting

The Contractor should provide written progress reports at regular intervals, which have

been defined below. The Contractor should ensure that all the issues/requirements

flagged during discussions/meetings, for attended immediately and reported in the next

meeting.

Weekly: The Contractor shall submit to ICF a written progress report every week. The

Contractor shall also report exceptions and issues that require action.

Monthly: The Contractor shall conduct monthly project execution committee meetings

that shall be held at ICF‟s premises. The date and time of the meeting shall be decided

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mutually between the parties. The Contractor shall provide a written report on the

following:

o Progress against the Project Management Plan

o Status of all risks and issues discussed in the last meetings

o Testing Strategy, Details on all the stages of Testing that would be performed.

o Test Result of each stage of Testing.

o Man Power Utilization and succession planning.

Ad-hoc Meetings: Other than the planned meetings, in exceptional cases, ICF may call

for Project execution Committee meeting with prior notice to the Contractor.

The formats and contents of the weekly and monthly progress reports will be finalized at

the start of the project preparation phase with the program office. ICF reserves the right

to ask the Contractor for the project review reports other than the standard weekly review

reports.

4.10 Risk and Issue management

a) The Contractor shall develop a Risk Management Plan and shall identify, analyse and

evaluate the project risks, and shall develop cost effective strategies and action plans to

mitigate those risks.

b) The Contractor shall develop an issues management procedure to identify, track, and

resolve all issues confronting the project. The risk management plan and issue management

procedure shall be done in consultation with ICF‟s program management office.

c) The Contractor shall monitor report and update the project risk profile. The risks should be

discussed and a mitigation plan be identified during the project review meetings with the

program office.

d) The Risk and Issue management should form an agenda for the Project Steering Committee

meetings required as and when.

4.11 Organization Change Management

a) For Organization Change Management, the Contractor shall focus on building awareness in

ICF employees on benefits of the project, changes (if any) to their current roles and

responsibilities, processes, changes in dashboard screens & its solution addressing the

employee‟s concerns and apprehensions w.r.t. implementation of the Project.

b) The Contractor is required to conduct the Change Management Workshops for the relevant

ICF employees/stakeholders in a phased manner in line with the implementation plan.

These workshops shall be conducted at the respective work places of ICF. The Change

Management Workshops shall be conducted concurrently for three levels (Junior, Middle &

Top management) of officials/employees in the Organization as defined by ICF which will

be communicated to the successful Bidder at the time of planning the workshops.

c) The workshop content and material shall be designed with specific focus on the

requirements of each of these levels. Contractor shall conduct minimum two workshops for

each group of employees at ICF‟s each unit (Contractor to finalize the actual number of

sessions in consultation with ICF). The necessary infrastructure for conducting the

workshops shall be provided by ICF such as systems etc. However, bidder has to provide

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the required material for the workshops including presentations, training material etc.

d) Following outlines key activities/approach to be adopted by bidder for designing and

execution of change management plan.

Impact Assessment – The Contractor shall perform the impact assessment, in light of the

Project, to identify the changes to the current functioning, organization structure, roles

and responsibilities, current capacities (training to the existing resources or deployment

of additional resources) etc.

Assess change readiness – The Contractor shall perform an assessment, based on the

Impact Assessment, to identify to what extent ICF is currently equipped for the change,

what are the key potential blockers and enablers within the structure, processes and staff

to implementing the changes.

Design the change management approach – The Contractor shall perform an

assessment and advise on the optimal way of getting ICF from where it is to where it

needs to be, for successful implementation of the Project and to mitigate all the project

risks. This will include the approach to change.

Develop the change plan – The Contractor shall design a road map to

achieve/implement all the changes, which are essential for success of the project. The

plan shall be more than an implementation plan; and shall contains change milestones

based on the change vision, benefits milestones, benefits tracking mechanisms, actions to

build commitment and actions to ensure business continuity.

Define change governance–including appropriate decision making and review structures

Implementation of Change Management Plan – The Contractor shall implement all the

necessary services for successful implementation of the change management plan

developed by the Contractor & approved by ICF. The Contractor shall be responsible for

all the costs involved in design and implementation of the change management plan for

the Project.

e) The Contractor shall proactively work with ICF to address the project needs and gain buy-in

and involvement of all the stakeholders in achieving the change. During the whole exercise,

stakeholders‟ awareness, understanding and commitment to new ways of working should be

raised. Stakeholders should also be encouraged, where appropriate, to contribute to or

participate in the project to engender a joint sense of ownership.

f) Success of above change management implementation through written satisfaction level of

the trainers of such change management practices / trainings imparted.

g) Scope & Methodology of Change Management needs to be proposed by the Contractor.

4.12 Quality Assurance

a) The Contractor shall develop a Quality Assurance Plan for the execution of this project. The

quality parameters should be defined for all the project phases like project management,

functional coverage, support services and documentation. The quality parameters should be

regularly monitored and reported to ICF.

b) The Quality Assurance Plan shall be finalized during the project preparation phase. The

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deliverables for this phase will include but not limited to the following:

Sl. No.

Project Deliverables

1

Project progress report

Updated Project plan and progress

Distributing project status reports to ICF Project manager /PMO Identifying project bottlenecks (if any) and highlighting the same to

ICF‟s PMO/ Steering Committee

2

Assist ICF in:

Steering Committee meeting and defining agenda for same

Recording Steering Committee proceedings and circulating the meeting

record notes

Updating progress on issues discussed in the Steering Committee meeting

and inclusion of same in subsequent meetings, if required 3 Project Risk parameters

Project Risk evaluation and Risk parameter monitoring 4 Project Quality parameters

Defining, monitoring and reporting of Quality parameters

5

Project Issues (Open and Closed issues during the reporting period)

Logging issues identified for the project during any phase of the project

Raising the issues with ICF team and analysing the options to resolve the

issues

Incorporating changes in relevant project documents / deliverables (e.g.

Contract document, Procedures manual, etc.) based on decision on

issue resolution Tracking the resolved and unresolved issues

6 Escalation instance and resolution reports 7 Project Resource deployment (during the reporting period)

8 Change management strategy

Change readiness assessment report Change impact assessment report

4.13 Support Service

4.13.1 Post Implementation Support

a) The Contractor shall provide Post implementation support for a period of 1(one) year for ICF-

ERP solution after the successful completion of Go-Live. The Contractor shall provide trained

and experienced on-site resources at ICF‟s location for the following:

o Unlimited On-site Support.

o Helpdesk Support

o Training of ICF personnel on upgrades as a part of Annual Technical Support (ATS).

o Logging and resolution of problems through deployment of on site personnel.

o Recovery from operation errors, system errors or hardware failures;

o Operational assistance with special processing events (end of year close off, tax

reporting etc.)

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o Enhancement & Bug fixing.

o Tuning of ERP, Databases, third party software‟s and any other components provided as

part of the business solution software including reconfiguration of the system in the

event of any hardware/ network failures/ if any hardware/ network components have to

be replaced.

o Provide, apply and test upgrades, updates & patches of the products to ICF as and when

released.

o Technical upgrade of the installation to the new version, as and when required.

o As and when any new releases/ higher version become available, the Contractor will

inform ICF for the enhancements and interpret how it may benefit ICF directly. The

Contractor shall accordingly inform ICF with relevant documents. All product fixes or

release updates on the new system will take place at ICF‟s discretion.

o Migration of the Integrated Solution from one Hardware Platform to another.

o Incremental functionality enhancements and patches to cater to changes (including tax,

legal and all statutory requirements)

b) For the services to be rendered during this period, the Bidder shall deploy resources as per

Para 4.6

c) Above resources shall be deployed on a full time basis at ICF‟s location and the profile of

the resources should be minimum as specified under Para 4.6

d) The Bidder shall quote the price of Post Go-Live Support as per Schedule of rates at Para

11.0 C.

4.14 Supply & Installation of Hardware

a) The Bidder will prepare the complete hardware requirement for running all the applications along

with the requisite software. The requirements have to be specified after due workload analysis,

server sizing, and capacity requirement evaluation.

b) The requirements for hardware have to be identified in such a way that necessary redundancy is

employed in order to have fail-safe arrangements. Redundant resources have to be planned and

incorporated to ensure availability of services in the event of equipment or other failures. There

should be no single point of failure.

c) The bidder shall ensure that, the hardware specifications submitted, would meet all the

requirements of ICF ERP project and provide the required performance and other criteria at the

time of actual implementation.

d) All software supplied with the Hardware shall have required licenses. Use of share-ware kind of

software is strictly prohibited.

e) Product Roadmap for the next 10 years, from the Hardware OEM, to be provided for each item

under supply

f) The compatibility of hardware, network and software systems must be analyzed before submitting

the bid. The Bid will include a detailed solution proposed with the list of parts with the

justification for choice of the quantity, capacity and other factors.

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g) The Bidder shall study this document, make site visits, attend pre-bid meeting, get his doubts and

prepare a complete solution for hardware for running all the applications, to be developed

/customized, along with the requisite software. The Bidder shall prepare Bill of Materials for

Hardware components, testing and certification plans with specifications for each component. The

complete hardware requirements have to be specified considering all necessary factors such as

performance, backup, security, availability, reliability, scalability etc. The hardware specifications

shall be submitted along with the tender as per pro-forma at PART VI- (b) for technical evaluation.

h) The technical specifications for Hardware are indicated at Para 6.1. The specifications define the

minimum, baseline requirements of ICF ERP Project. The bidder is advised to study the entire

document carefully, collect other inputs from ICF and prepare a complete specification for the

solution proposed for submission along with the tender. ICF has made reasonable effort to make

the approximate requirements in the specifications laid at Para 6.1 for hardware. The bidder should

provide specifications that are either equal to or better than the specifications given by ICF. All the

items that are required for fulfilling the scope of requirements of the project must be specified

irrespective of whether they are included in ICF specifications or otherwise. This being a turnkey

project, the final responsibility of offering the best solution that will meet the functional

requirements with required performance, security, availability, reliability and scalability lies with

the contractor.

i) The bidder must quote for all essential hardware items required for successful functioning of the

system as a whole. The bidder can consider optional items, over and above the essential items,

which may not be required but can provide add-on/additional functionality in the interest of

project.

j) The bidder must quote for all the items specified, including optional items. Optional items will not

be considered for evaluation of lowest offer. The bidder must quote for any item, which they find

essential for implementation of turnkey project mentioning the same as additional items, which

would be considered for evaluation. If the bidder desires to suggest any extra (optional) item, it

must be mentioned separately indicating “Optional” which will not be considered for evaluation.

k) The existing storage, recently procured, in ICF, need to be used in the new proposed solution. The

bidder is required to consider the utilization of the existing hardware in the proposed solution.

l) The Bidder shall ensure availability of spares and software updates/patches for a period of at least

10 years from the date of purchase order.

m) Bidder has to provide documentary evidence for back-to-back support agreement with the

respective OEM.

n) The installation of the ordered Systems shall be carried out without disturbing the ongoing

working of the existing system.

o) Contractor will liaise with respective OEM and ensure installation / configuration / Support Issues

for all Hardware/Software components installed including Factory Integrated items/components

p) Detailed designs and drawings required for installation of equipment and the scheme of layout and

connections required shall be submitted by the Bidder along with his offer.

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q) Obtaining of licenses in addition to the existing licenses or any other statutory requirement for

installation and working of all equipment shall be the responsibility of the Contractor.

r) ICF will have no responsibility or liability towards infringement of any IPR, anywhere, on account

of any product or technology supplied by the Contractor or its use in the offered solution and all

expenses arising out of any claim or damages from any agency on such account, at any time, shall

be borne by the Contractor. An undertaking for the above, has to be given by the Contractor as per

Annexure – 4.

4.15 Inspection and Acceptance Test

a) ICF shall have the right to inspect and ask the Contractor to test the Goods and services to ensure

their conformity to the required Specifications at no extra cost to ICF.

b) The contractor shall advise ICF in advance as to when he will complete his portion of the work

and be ready for inspection. The contractor shall furnish the typical test schedule to carry out joint

testing of installation. The contractor will undertake testing after the completion of work.

c) The inspection and test would be conducted on the premises of ICF. The Contractor shall furnish a

report along with the test results to ICF for acceptance.

d) ICF reserves the right for nominating a suitable inspecting/auditing agency for doing the

Inspection/auditing of the items delivered as part of the Contract. In the course of

Inspection/auditing, if any deficiencies /shortfalls are noticed, it shall be the responsibility of the

Contractor to fix them to the satisfaction of ICF.

e) If for reasons to be specified by the inspecting authority or its nominee, any corrections or changes

are found necessary, the Contractor shall at his own cost carry out the corrections.

f) Although the contractor's portion of the work shall be inspected by ICF as indicated above, it is

possible that certain defects may appear at the time of installation. The contractor shall be

responsible to either replace the rejected goods or rectify these defects to the satisfaction of ICF.

The contractor will make alterations necessary to meet specification requirements free of cost to

ICF. The contractor shall make such tests as would be necessary to demonstrate to the satisfaction

of ICF that the work as completed by him, is in accordance with the specifications of the contract.

g) Any expenses towards carrying out the tests will be borne by the Contractor and any special

equipment or software required shall also be made available by the Contractor.

4.16 Acceptance Tests

The Contractor shall demonstrate to ICF that the components supplied by them will meet the

required specifications, performance and other criteria by conducting acceptance at various stages

of the project. The bidder shall clearly specify the details of such tests, those will be conducted at

various stages on various components along with the tender.

4.17 Preliminary acceptance Testing

a) The preliminary acceptance test for hardware and system software will be conducted by the

Contractor in the presence of the nominated persons from ICF. This will be conducted by running

several of their programs (the details of such programs will be provided by the contractor along

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with the tender), which shall have the capability to test extensively the computer Hardware and

System software components in all their parts.

b) The bidder will submit a complete test report describing the details of tests conducted with the

results for approval of ICF.

c) The preliminary acceptance test will be conducted for operation for 24 Hours per day for 6

consecutive days and for qualifying in this test, the system must execute without defect or

interruption for at least 98% up time of 3-shift operation for a continuous period of six days. The

up-time efficiency will be worked out as under:-

(Power on time – Down time)

Up-time efficiency = ------------------------------------- X 100

Power on time

d) Any expenses towards carrying out of preliminary acceptance test will be borne by the Contractor

and any special equipment required shall be made available by the contractor.

e) The contractor shall replace or repair the whole or part of the system found defective during the

Preliminary Acceptance testing. This shall be carried out at the contractor‟s expense within the

extended period agreed to by ICF. The quality and conformance to the accepted technical

specifications, of the replaced parts will have to be ensured by the Contractor. All deficiencies and

incompleteness noticed during the test shall be listed and time period noticed during the test shall

be listed and time period indicated for their recovery.

4.18 Integrated/Final acceptance Testing

a) The integrated acceptance testing will be carried out after installation of the developed and

customized application software on the duly installed and accepted Hardware and System software

and network in accordance with Para above.

b) The integrated acceptance testing will be carried out in the same manner as in the case of

Preliminary Acceptance Testing but with the use of the newly developed/customized and

integrated application software and data files instead of the contractor‟s own testing programs.

This testing will be for a period of 48 Hours in a 3-shift operation.

c) The Go-live of the implementation will start only after the completion of integrated acceptance

testing.

d) Any defects noticed during the Final acceptance testing shall be set right through repair or

replacement within a time period to be fixed. The Final acceptance shall be finalized only on

completion of these deficiencies. In case the Contractor causes a delay in setting right the

deficiencies within the time period, penalty will be applied and if the delay exceeds 30 days, the

completion rectification of the deficiencies may be undertaken by ICF on account of the

contractor, as at the same time applying penalty. These costs shall be recovered from the payments

due to the contractor or from their performance guarantee Bond.

e) As the system configuration is to be proposed by the Contractor, it shall be ensured before Final

Acceptance that the system has the capacity to take care of the existing applications being run and

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also provide suitable facilities for software development for future Applications. Any

shortcomings, in this regard, will be made good by the contractor.

4.19 Project Implementation Methodology:

The Contractor will follow ASAP (Accelerated SAP) implementation methodology or a superior

methodology, as approved by ICF, in implementing SAP software products. The implementation

has to be in the most efficient manner possible, by effectively optimizing time, people, quality, and

other resources.

4.20 Technical Documents

a) Hardware

o All hardware supplied must be provided with user, technical and administrative and any

other standard manuals that are required for their installation, operation and maintenance.

o To prepare and furnish the documentation for the entire installation including Storage area

networks, location of hardware components on the Rack, important cabling done for

interconnecting devices.

o The detailed documentations on the test performed on various hardware components along

with the test results.

b) Application Software

o Complete technical documentation should be furnished. Detailed system and user

documentation for operations, maintenance, administration of the system etc. is to be

delivered. Comprehensive user manuals, system manuals and programmer‟s manuals are to

be prepared and submitted.

o Documents should apart from other things include:-

a) Installation Procedure

b) Operation Procedure, System initialization, audit trails, back up, recovery etc.

c) Administration procedure – role based security scheme, user authentication and

management, Disaster Recovery Procedure.

d) Final SRS, High level Design Document (HDD) and Detailed Design Document

(DDD).

o The following shall be supplied by the Contractor to ICF in both printed and electronic

(CD/DVD) forms

a) AS-IS document

b) TO-BE document

c) Business Blue Print document

d) Gap analysis

e) Functional Specifications

f) Technical Specifications.

g) Design documentation.

h) Detailed Sub-system and Program Specifications

i) User Manual for various groups of distinct/identifiable user groups of entire system.

j) System Manual.

k) Operations Manual.

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c) All documents should be in English using commonly used conventions and clearly understandable

format.

4.21 Deliverables:

The deliverables necessarily, but not exclusively, include the supply/services mentioned in Para

5.0.

4.22 Hardware Warranty

a) The Contractor should do the proper installation and commissioning of the Hardware and provide

comprehensive onsite warranty as under: -

o Hardware and system software items - for a period of 5 yrs. from date of Final acceptance.

b) In addition to the above warranty, the contractor should quote for Extended Hardware Warranty

from OEM for a further period of 3 years at Schedule of Rates for Hardware at Para 11.0 B.

Contractor may note that such Extended Warranty is not part of this contract, however the prices

will be considered for financial evaluation.

c) The contractor shall warrant that everything to be furnished hereunder shall be now, free from all

defects, and shall be of the highest grade and consistent with the established and generally

accepted standards and in full conformity with the contract specifications, requirements

specifications, drawings or samples, if any, and shall, if operable, operate properly. This warranty

shall expire after the period mentioned above.

d) The contractor, for hardware and system software, shall accomplish maintenance activities on site

24 X 7 with 4 hours response time, 24 hours call to resolution, from OEM, to ensure that all

computer hardware/storage networks execute without defect or interruption for at least 98%

during the warranty period.

e) The contractor shall establish a back-to-back agreement with hardware OEM for providing

required onsite services as brought out above. A copy of such agreement will be shared to ICF.

f) The scope of warranty also include the works of installation/re-installation/upgrade of SAP ERP &

Database, Operating System and other software, firmware upgrade, trouble shooting including

recovery from failures, performance tuning, all configurations/re-configurations, security settings,

virus protection etc.

g) All replacement and repairs that ICF shall call upon the contractor to deliver or perform under this

warranty shall be delivered and performed by the contractor promptly and satisfactorily.

h) The decision of ICF in regard to contractor‟s liability and the amount, if any, payable under this

warranty shall be final and conclusive.

i) The contractor is responsible for furnishing and installation of replacement parts free of charge, or

the repair of defective parts.

j) The contractor shall, if required, replace or repair the goods rejected by ICF, free of cost, by

meeting all the duties and other costs, if any, as well.

k) For the goods which are not replaced or repaired within ten days after ICF‟s notification, the

warranty period of the equipment shall be extended by a period equivalent to the above delay.

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l) The warranty, herein contained, shall not apply to any material, which have been repaired or

altered by ICF or on its behalf by someone else, in any manner without the consent of the

contractor so as to affect its strength, performance or reliability, or to any defects to any part due

to misuse, negligence or accident.

m) The replaced parts or parts used in repairs shall be subject to the same warranty provisions as

applied to the original parts. If the contractor does not repair any defects discovered within the

period notified by ICF or does not spend sufficient effort or act fast enough for the timely

performance, then ICF shall have the right to act on behalf of the contractor and charge him the

cost together with all related expenses. In such case, ICF shall have the right to collect these costs

and expenses from the contractor, or recover from any payment due to the firm or otherwise from

his performance bond.

n) The Contractor shall take all necessary measures to remove these defects and also ensure their

non-repetition.

o) The contractor shall provide the warranty support, either through their Chennai based software

engineers or through their software engineers based elsewhere, but stationed at Chennai. As

warranty shall cover all issues of hardware, software implementation and maintenance, no extra

charges will be paid for engineers, if they are required to come to Chennai, for attending to the

bugs / problems.

p) The Bidder shall issue a Warranty Certificate as per pro-forma indicated in Annexure - 23 .

q) If ICF finds any errors in the software package supplied under this contract within warranty

period, the contractor will within two working days depute his software specialist to rectify errors.

If the problem is of the nature, which does not permit immediate solution, the contractor shall

provide a temporary bypass. The contractor will provide the complete solution within l5 days of

notification of the defect. The period of warranty of the complete integrated package shall be

extended by a period corresponding to that between the date of notification of the defect to the

contractor and the date of acceptance of the solution by ICF, and this shall be referred to as

Extended Warranty period.

4.23 Hyper Care Support

a) The Contractor is required to provide an active „Hyper Care‟ support after Go-Live for a period of

6 months.

b) The „Hyper Care‟ starts immediately after the date of Go-Live.

c) Full project team deployed during the Project implementation is required to be present during

Hyper Care period.

d) All application/technical/other issues arising during the post Go-live operation of the system will

be addressed by the Contractor as per SLA‟s given under Para 5.46.

e) The system should be stabilized during this period and the ICF users must be able to perform their

day to day activities as envisaged in the Scope of work, Business Blue print and later mutually

agreed changes to Scope of Work.

4.24 Post Implementation Support

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a) ICF at its option can have the Application Systems developed under this contract maintained by

the contractor after completion of Hyper Care period. The contractor should provide

comprehensive Post Implementation Support as under for a period of 12 months.

b) The post Implementation support is not part of the Scope of the works under this contract.

However the bidder will assess the requirements for a post-implementation maintenance for a

period of 12 months from the date of completion of „Hyper care‟ and quote the cost in the pro-

forma at Schedule of rates 11.0 C. The bidder has to undertake the maintenance after Hyper Care

unless ICF withdraws the post implementation support arrangements.

c) The Contractor, for application software, during this support period shall deploy his

technical/functional consultants at ICF for performing the post implementation operations and

maintenance. Minimum number of consultants to be deployed onsite are indicated at Para 4.5.2.

d) ICF reserves the right to ask the Contractor to undertake the Support work either wholly or in

Parts. The Bidder is required to quote the prices, resource wise and ICF will have the option to

alter the composition of the support Team on a need basis.

e) The contractor shall ensure that all application software components implemented are free from all

defects, and shall be of the highest grade and consistent with the established and generally

accepted standards and in full conformity with the contract specifications, requirements

specifications, Functional/technical specifications, samples, if any, and shall, if operable, operate

properly. This support shall expire after the period mentioned above.

f) The contractor, for application systems implemented, shall accomplish maintenance activities on

site with call to resolution time as specified in Scope of work.

g) The contractor shall establish a back-to-back agreement with SAP for providing required onsite

services as brought out above. A copy of such agreement will be shared to ICF.

h) ICF reserves the right to terminate the contract at any time on account of non-compliance with the

terms and conditions or unsatisfactory performance of the contractor and entrust the whole/part of

the contract to another agency at the risk of the contractor.

i) All troubleshooting and other works that ICF shall call upon the contractor to deliver or perform

under this Support shall be delivered and performed by the contractor promptly and satisfactorily.

j) The decision of ICF in regard to contractor‟s liability and the amount, if any, payable under this

support shall be final and conclusive.

k) The contractor is responsible for furnishing and installation of application components free of

charge, or the resolution of issues.

l) If the contractor does not resolve issues discovered within the period notified by ICF or does not

spend sufficient effort or act fast enough for the timely performance, then ICF shall have the right

to act on behalf of the contractor and charge him the cost together with all related expenses. In

such case, ICF shall have the right to collect these costs and expenses from the contractor, or

recover from any payment due to the firm or otherwise from his performance bond.

m) The Contractor shall take all necessary measures to remove issues/bugs and also ensure their non-

repetition.

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n) The contractor shall provide this support, either through their Chennai based software engineers or

through their software engineers based elsewhere, but stationed at Chennai. As Support shall cover

all issues of application system implementation and maintenance, no extra charges will be paid for

engineers, if they are required to come to Chennai, for attending to the bugs / problems.

o) If ICF finds any errors in the software package supplied under this contract within Support period,

the contractor will within two working days depute his software specialist to rectify errors. If the

problem is of the nature, which does not permit immediate solution, the contractor shall provide a

temporary bypass. The contractor will provide the complete solution within l5 days of notification

of the defect.

4.25 Final Acceptance Certificate

a) On successful completion and acceptability tests, receipts of all deliverables etc., and after ICF is

satisfied with the working of the system and completion of various stages of project, the Final

Acceptance Certificate signed by the Contractor and the representative of ICF will be issued.

b) The final acceptance certificate will be issued separately for Hardware and ERP/other applications,

after the supply, installation and commissioning of all computer hardware, after due tests, and after

the successful development/customization, integration, installation and final acceptance of

applications on the hardware infrastructure and training at all levels is completed to the satisfaction

of ICF.

4.26 Delays in the Contractor’s Performance

a) Delivery of the hardware and software and performance of other activities shall be made by the

contractor in accordance with the time schedules specified in the Para 12.0

b) An unexcused delay by the contractor in the performance of its obligations shall render the

contractor liable to any or all of the following sanctions:-

o Forfeiture of its Performance Guarantee and Security Deposit.

o Imposition of liquidated damages, and /or

o Termination of the contract.

c) If at any time during performance of the contract, the contractor should encounter conditions

impeding timely performance of the activities, the contractor shall promptly notify ICF in writing

of the facts of the delay, its likely duration and its cause(s). As soon as practicable after receipt of

the contractor‟s notice, ICF shall evaluate the situation and may at its discretion extend the

contractor‟s time for performance, in which case the extension shall be ratified by the parties by

amendment of the contract.

4.27 Termination of the Contract

a) ICF may without prejudice to any other remedy for breach of contract, by written notice of default

sent to the contractor, terminate the contract in whole or in part if: -

o The contractor fails to perform the activities determined by the contract within the time

periods specified in the contract, or any extension thereof granted by ICF.

o The contractor fails to perform any other obligations under the contract

b) The contractor shall continue performance of the contract to the extent of the part not terminated.

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4.28 Completion Period

The Project implementation until „Go-Live‟ is to be completed within TWELVE months from the

date of issue of Letter of Acceptance of the Tender. This will be followed by „Hyper Care‟ for a

period of six months. The contractor should give the split up of various activities of time schedule

given in Para 12.0.

4.29 Future Developments

If during the period between the date of opening of tender and signing of the contract, there have

been any developments resulting in improvements and advancement, the contractor shall make

available to ICF all such information. ICF reserves the right to accept or reject such modified or

improved versions in lieu of those originally quoted for based on prices and other conditions

mutually agreed upon.

4.30 Contractor’s Responsibility

All costs, damages and expenses which ICF may have incurred or suffered and compensation for

not supplying/providing the facilities contemplated in the tender are recoverable from the

contractor under the terms of this contract or the relevant law may, at the discretion of ICF be

recovered by deducting the requisite amounts from any money due and payable or refundable to

the contractor on any account whatsoever or by legal proceedings. ICF also reserves the right and

shall be entitled to retain payments due to the contractor under this contract and to set off the same

against all claims whether arising out of this contract or out of any other transaction whatsoever

against the contractor. In exercising this right ICF shall not act unreasonably.

4.31 Performance Guarantee (PG)

a) The conditions relating to Performance Guarantee will be applicable as per Para 4.11 of Indian

Railways General Conditions of Contract for Services – January 2018.

b) Performance Guarantee at a rate of 10% of the Contract Value shall be deposited by the successful

bidder. The successful Bidder shall have to submit the performance Guarantee valuing 10% of the

Contract Value in four separate parts of 2.5% each of the Contract Value within 30 days from the

date of issue of Letter of Acceptance (LOA).

c) Validity of the Performance Guarantee will be as under:

o Three Parts of the PG amount (7.5% of the Contract Value) will be valid up to the expiry of

60 days after completion of Hyper Care period.

o One Part of the PG amount (2.5% of the Contract Value) will be valid up to the expiry of

60 days after completion of Hardware Warranty period.

d) Refund/Return of the Performance Guarantee Amount will be arranged to the Successful Bidder in

the following manner:

o Three Parts of the PG amount (7.5% of the Contract Value) on expiry of 60 days after

completion of Hyper Care period.

o One Part of the PG amount (2.5% of the Contract Value) on expiry of 60 days after

completion of Hardware Warranty period.

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4.32 Execution of Work

a) All the work shall be executed in strict conformity to the provisions of the contract document and

with such explanatory detailed designs, specifications and instructions as may be approved from

time to time by ICF based on detailed design and engineering carried out by contractor in line with

requirements as per contract document. The contractor shall be responsible for ensuring that the

work throughout are executed in the most substantial, proper and workmanlike manner with the

quality of material and workmanship in strict accordance with the specifications and as per sound

industrial practices and to the entire satisfaction of ICF.

b) Contractor shall bring all tools that are required by the contractor for the purpose of transportation

of materials and execution of the work. This shall include spare parts and consumable

miscellaneous stores. The rates quoted by the contractor shall be deemed to be inclusive of labour

required to ensure efficient and methodical execution of work.

c) The contractor shall take all precautionary measures in order to ensure protection of his own

personnel moving about or working on ICF premises and shall have to conform to the rules and

regulations of ICF. If help or intervention of ICF is required for this purpose, the contractor

shall apply in writing to ICF for protection.

d) The contractor should abide by all ICF regulations and also ensure that his representatives, agents

or sub-contractors follow the same, by giving notice to the them about the provision for this clause

and consequent liability of the contractor under the agreement.

e) The contractor shall keep on the works, at all times, efficient and competent staff to give

necessary directions to his workman and to see that they execute their work in sound and proper

manner.

f) The contractor shall take necessary precautions for working near the power lines. If at any time

ICF finds the safety arrangements is inadequate or insufficient, the contractor shall take immediate

corrective action as directed by ICF representative at site. Any direction in the matter shall in no

way absolve the contractor of his sole responsibility to adopt safe working methods.

4.33 Claims (Insurance of Labour)

The contractor will indemnify ICF from all claims made in respect of loss or injury to contractor‟s

authorized staff that may occur during the period of contract. The contractor shall take out and

keep in force a policy or policies of insurance against all liabilities of the contractor or ICF at

common law or under any statute irrespective of accidents to persons who shall be employed by

the contractor, about the site of the contractor's office for the purpose of carrying out the contract

works on the site. The contractor shall also take out and keep in force a policy or policies of

insurance against all recognized risks to the office accommodation and storage for which he is

liable. Such insurance shall in all respects be subject to the approval of ICF.

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4.34 Deduction at Source:

a) Income Tax or any other Govt. levies applicable to this contract shall be deducted at source.

b) Income-Tax (IT), surcharge on IT, cess etc., will be deducted, at appropriate rates, at source from

each bill, unless otherwise authorized by Income Tax Department.

4.35 Payment Terms

a) Terms of payment cannot be different from what is provided by the terms and conditions of the

Tender.

b) Delay in Payment and/or non-payment of contractor‟s bill will in no circumstances be accepted as

an excuse for contractor‟s failure to carry out the terms of the contract satisfactorily.

c) All payments indicated below will be made only on due Confirmation of the validity of required

Performance Guarantee specified at Para 4.31.

d) Payment will be made for supply/execution of work as detailed below:

Hardware:

80% of the value of equipment supplied shall be paid after installation and commissioning and

upon furnishing the following documents:

o Certificate of receipt of complete equipment in good condition by ICF in terms of the

contract.

o Certificate of preliminary acceptance as per Para 4.17.

Balance 20% shall be paid after integrated/final acceptance testing of the equipment to the

satisfaction of ICF and upon furnishing the following documents:

o Final Certificate of integrated/final acceptance test issued as per the inspection and

acceptance procedure laid down in Para 4.18.

SAP ERP Licenses and other Third Party Licenses:

100% of the value of SAP ERP LICENSES along with the First year ATS shall be paid after

supply and installation of licenses.

100% of the value of other Third Party Licenses along with the First year ATS., as

applicable, shall be paid after supply and installation of such third party licenses.

Configuration, Customization, development, Training and implementation of Application

Systems:

15% of the charges payable for software after Realization phase subject to the following

conditions:

o Sign-off for realization phase including Signing of User Acceptance Tests.

70% of the charges payable for software after Go-Live phase subject to the following

conditions:

o Sign-off for Go-Live.

15% of the charges payable for software subject to the following conditions:

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o Issue of Final Acceptance (End User Certificate) by ICF as specified in Para 5.41.3.

4.36 Price ( Lump Sum) :

a) The rates to be quoted against this tender shall cover all the charges like freight, installation etc

and all taxes like GST etc., . No other charges shall be payable by ICF. In the event of granting

extension to the contract period on any ground(s), ICF is not liable to pay any additional amount

on this count. It holds good even if the contractor completes the work before stipulated time.

b) Under various statutes if any recoveries are required to be made by ICF from the amounts payable

to the contractor, these shall be recovered by ICF as per clauses of the relevant statute. This

includes recoveries to be made with retrospective effect etc. ICF does not accept any liability for

such eventualities.

c) If the work is not completed within the stipulated / extended period, ICF will be entitled, without

prejudice to any other right and remedy available on that behalf, to recover damages from the

contractor for each week or part of the week. Attention of the Bidders is specially invited to the

clause regarding such damages under General Conditions of contract for Engineering works.

d) If by adopting/accepting the advice given by the Contractor, if ICF suffers any financial loss or

suffers in any other manner, including loss of time, having to face embarrassment etc., the loss

suffered as estimated by Sr.EDP Manager, Integral Coach Factory, Chennai – 600 038, shall be

recovered from the payments due to the Contractor.

e) The Contractor will conform to ICF‟s procedural requirements for releasing payment with respect

to „form of billing‟, “enclosure to bill”, “certification” raising bills against ICF for the services

under this agreement etc. This includes submission of GST registration details also. The

contractor will comply with all the internal procedures with respect to entry into ICF‟s premises,

confidentiality of certain documents/drawings, acknowledgement etc., which are required for

executing the supplies under this agreement.

4.37 Form of Payment:

ICF will make payment to the Contractor only through NEFT. NEFT mandate has to be

submitted by the contractor along with Invoice.

4.38 Deduction from on Account Payment Bills

a) All costs, damages or expenses, which ICF may have paid or incurred, which under the provisions

of contract are Contractor's obligations will be deducted by ICF from Bills/Invoice of Contractor,

as and when it is understood that such an expenses has been incurred or paid for.

b) All such claims of ICF shall, however, be duly supported by appropriate and certified vouchers,

receipts or explanations as are available to enable the Contractor to identify such claims.

4.39 Taxes

a) The Contractor and all personnel employed by him shall pay such taxes like Income Tax as are

payable under statutory laws of India and the Purchaser WILL NOT ACCEPT any liability for the

same.

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b) Deduction of Income Tax at source as per provisions of Finance Act and Income Tax Act in force

shall be made from the Contractor/Sub-Contractor and the amount so deducted will be credited to

the Central Government.

4.40 Transport of Materials to the Work Site

No separate charges shall become payable to the contractor for carrying out the installation work,

carriage of materials and equipments to the work site. The rates quoted by the contractor in the

schedule shall be inclusive of all the charges viz. Labour and transportation, loading and

unloading, shifting and installation to the work site etc.

4.41 Interpretation of the Conditions

With his tender, the bidder may submit a note stating his interpretation of the specifications

wherever he desires to seek clarification on any aspect of his offer. In respect of matters of issues

not covered by this note, it shall be assumed that the quotation conforms to the specifications laid

down in the tender document. The interpretation of ICF, where such interpretation is found

necessary, shall be final and binding on the Contractor.

4.42 Royalties and Patent Rights

The contractor shall defray the cost of all royalties, fees and other payments in respect of patents,

patent rights and licenses which may be payable to patentee, licensee or other person or

corporation and shall obtain all necessary licenses. In case of any breach (whether willful or

otherwise) by the contractor in this regard, the contractor shall indemnify ICF and their personnel,

representatives, against all claims, proceedings, damages, cost, charges, expenses, loss and liability

which they or any of them may sustain, incur or be put to by reasons of, in subsequence directly,

or indirectly to any such breach and against payment of any royalties, damages or other moneys

which ICF may have to make to any person or holder entitled to patent right in respect of the

users or any machine, instrument, process, article matter or thing constructed, manufactured,

supplied or delivered by the contractor or to his order under this contract.

4.43 Foreign Exchange:

No foreign exchange and/or import license will be released/provided by ICF to the contractor in

connection with the contract.

4.44 System Performance Guarantee:

Since the design of the system is to achieve the end objective, it shall be checked and confirmed by

the Contractor and the completion of work should be in accordance with the requirements

specified in the tender. The contractor shall give unqualified and unconditional guarantee that

work carried out by him shall achieve the desired objective and that in the event of performance of

the work is not complying with the end objectives or with the specifications, he shall provide

further inputs to enable ICF to realize the end objectives with full compliance of the specifications

contained in these documents. No additional payment will be made to the Contractor for any

additional service required in this regard.

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4.45 Authority for Acceptance:

The authority for the acceptance of the tender in whole or in-part rests with ICF. ICF shall not be

bound to accept the lowest or any tender or to assign any reason for non-acceptance or rejection of

a tender. ICF reserves the right to sub-divide the work among different Contractors or to reduce

the work or to accept any tender for less than the tendered quantities without assigning any reason

therefor.

4.46 Supply of Electric Power:

ICF shall provide single-phase L/T Power supply for soldering, lighting and minor drilling works

wherever electric supply is available. The charges for electric consumption at site in connection

with the erection have to be borne by the contractor at the rate specified by ICF.

4.47 Other Special Conditions:

a) ICF shall be indemnified against any loss or damage during execution of work by the contractor‟s

labour / supervisors etc.,

b) If anyone engaged by the Contractor to work in ICF‟s premises meets with an accident during the

execution of work, ICF will not be responsible for any damage or compensation on this account.

The contractor will have to adhere to the Workmen‟s Compensation act, Motor Vehicles Act etc.,

and any infringement to the same shall be at contractor‟s own cost.

c) The Bidders are required to inspect the site of works and acquaint / satisfy himself about the nature

and magnitude of the job, constraints involved and facilities required in executing the work.

d) Operation of the items of work in the schedule will rest entirely on discretion of ICF and no claim

whatsoever will be entertained for the non operation / partial operation of any of the item.

e) Observance of Bonded Labour system (Abolition) ordinance 1975 would apply to present contract.

The contractor shall duly observe the provision thereof.

f) Number of site Engineers working at Chennai and the company‟s profile have to be specified. He

should have sufficient number of engineers at Chennai to communicate and maintain the work for

one year.

4.48 Arbitration

Arbitration will be governed by „settlement of disputes – Indian Railway Arbitration Rules‟ at

Chapter VIII of Indian Railways General Conditions of Contract for Services – January 2018.

4.49 Variation in Quantities

a) The quantities of various items given in the schedules for the works to be executed are only

approximate and are only for the guidance of the contractor. As for as possible, they have been

assessed correctly but are likely to vary during the execution of the work. The contractor‟s

attention is drawn to clause 42 of the General conditions of contract, dealing with variation in

quantities.

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b) For increase up to 25% of the quantities indicated in the schedule, the contractor shall be paid for

such increase in the quantities at the same agreed rate.

c) In case of variation in quantities beyond 25%, for the first 15% increase in value beyond 25% of

the agreement value, the rates will have a reduction of 2% in the incremental value of the

agreement and for the next 10% increase in the value, the rates will have an additional reduction of

2% in the further incremental value of the agreement.

d) The contractor shall not execute quantities beyond (+) 50% of overall agreement value without

competent authority‟s written orders. For execution of work beyond 50% of the overall agreement

value, decision of ICF administration shall be final and binding.

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5.0 Scope of Work:

5.1 Project Background:

Project Background and an Introduction to Integral Coach Factory:

a) ICF has implemented SAP ERP system in ECC 6.0 (EHP4) and the implementation went live

in February 2012. The following modules were implemented:

o Production Planning (PP)

o Inventory - Materials management (MM)

o Plant Maintenance (PM)

o Quality Management (QM)

o Product Costing (CO)

o Sales & Distribution (SD) – Limited Functionality.

o Payroll – Human resources (HR)

o Incentive

b) ICF now intends to implement the following remaining modules in S/4 HANA System:

o Purchase - Materials management (MM)

o Human Resources (HR) – Other than Payroll

o Finance management (FI)

c) Migration of the existing modules in ECC system to the newer S/4 HANA System.

d) In addition to the above, the following applications need to be developed:

o Web based portal for Employees, Vendors and Customers.

o Business Intelligence Reports.

e) In addition to the above modules/applications, there are additional requirements as improvements

to the implemented modules, which have been included as part of the project scope. In the context

of implementing the above requirements necessary integration with the already implemented

portions needs to be ensured. ICF ERP system needs to be duly integrated with the central

applications of Indian Railways for information exchange.

5.2 Introduction to Integral Coach Factory organization:

a) Integral Coach Factory, a production unit of Indian Railways, is an ISO 9001/ISO 14001 certified

organization manufacturing Railway Passenger Coaches for different requirements. It has its own

Design and Development department and an extensive infrastructure and production facility for

the complete manufacture of Rail Coaches to any specification and requirement laid down by the

customer. ICF is capable of manufacturing many types / variants simultaneously, broadly grouped

as conventional, self propelled and special type coaches. ICF has produced more than 54000

coaches since its inception in approximately 500 different designs.

b) ICF manufactures all steel, lightweight integral coaches with anti-telescopic features. In tune with

the policy of IR to completely switch over to stainless steel body coaches, ICF is gearing up to

modernize the infrastructure. The new unit set-up to manufacture stainless steel LHB coaches has

the state-of-the-art infrastructure like Robotic spot welding centre, Robotic MIG welding centre, 5-

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axis machining centre, Laser cutting cum welding machine, other CNC machines, jigs and fixtures

to manufacture stainless steel coaches with precise quality. ICF is under conversion of its existing

Shell Division from Corten steel car body making shop to Stainless steel car body making shop.

Once completed, ICF would become a mega stainless steel coach manufacturing unit of IR.

c) ICF is backed by a large pool of technical know how and manpower for the manufacture of

sophisticated passenger coaches with emphasis on Speed, Comfort and Safety. ICF has two

divisions – Shell and Furnishing, engaged in different activities of Production. The Shell division

manufactures the structural shell and the furnishing division does the furnishing, electrical work

and finishing of the structural shell. ICF is spread over a large campus that houses the two

divisions and other infrastructure and facilities.

d) The 190-acre (about 76 hectares) ICF complex, with its covered shop floor area spread over 47

acres (18.8 ha), a track length of 47 km and a road length of 30 km, is an independent production

unit. There are over 10,000 employees, most of whom are artisans and supervisors. They work in

75 “shops‟‟. ICF‟s main line of work involves designing, manufacturing, testing and supplying

various types of coaches to the Indian Railways, as also to railway networks abroad.

e) The activities being carried out in ICF include design of the coach, Production Planning,

Production scheduling and Progress monitoring, Material Planning, Procurement of Materials,

Receipt & Inventory management, Manufacturing , Inspection and testing, Plant Maintenance,

Costing and Financial/ accounting Functions, Personnel functions, Security, Payroll, Facility

management and Administration.

f) ICF has a systemized environment, which supports the areas of Production, Materials, Financial

and Personnel Management. Information technology Centre (IT Centre) at Integral Coach Factory

functions under Accounts department. IT Centre also manages ICFs Internet and Intranet websites.

The IT centre is headed by Sr.EDP Manager. ICF Data centre has been one of the pioneers in

technology implementation and had witnessed multiple generations of computer technology from

Auto-coders, IBM and ICL Mainframe systems to current generation computers. IT Centre also

manages a campus wide network, providing connectivity all over the factory in both Shell and

furnishing divisions. Both factory and administrative offices of each division are covered by the

Network through which employees perform their day to day work in SAP ERP system such as

Issue/Receipt of material, attendance, absence posting, job confirmation etc.

5.3 Vision and Expected Benefits of the Project:

Vision: “ To make ICF an agile, accessible and efficient manufacturer of coaches by providing

correct, timely information anywhere and any time for decision making through use of a World

Class ERP based, totally integrated, robust, effective and user friendly application package.”

5.4 Benefits expected on implementations of ERP system:

1. All integrated with centralized data and reports

2. Improved transactional/Analytical information availability & Decision support

3. Minimum paper work

4. Quick response to design changes & improved MRP

5. Advanced identification of constraints during production program changes.

6. Improved support for outsourcing

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7. Improved Real Time Product Costing.

8. Total accessibility of coach production history.

9. Easy M&P asset utilization and efficiency analysis.

10. Monitoring and Controlling of Non-Stock Items.

11. Efficient feedback and interaction mechanism with the Railway and Non-Railway

Customers.

12. Online processing of payments, Online Book Keeping, Adequate support for Financial

decision making and Management Accounting Functions.

13. Effective vendor performance monitoring mechanism with efficient warranty management.

14. Better staff comfort through efficient self-help information.

5.5 Description of Turnkey work

The turn key project will cover complete development & implementation of SAP ERP application

for ICF users duly augmenting/improving the existing SAP ERP implementation, web portal for

Employees, Customers and Vendors, Business Intelligence Reports, Supply, installation &

commissioning of hardware equipment including System Software, Licenses, Training, ATS and

Warranty/Post implementation support.

5.6 Scope of Work:

a) ICF intends to implement an Integrated ERP Solution within the timeframe indicated in this

document. The Solution would encompass a configured, pre-approved customized SAP ERP

S/4 HANA System with pertinent advanced modules / bolt-on solutions / third party add-ons

as well as interface & integrate with ICF‟s relevant legacy applications (using industry

standard tools & technology) as the case may be duly approved by ICF, and would cover the

Functional, Technical & detailed scope mentioned in the following sections. The solution

would include the underlying database and all the other supporting Software.

b) The bidder while responding to the scope of work (as per Functional & Technical

scope)of this document via various formats for Technical & Price Bids etc. must ensure

that all necessary Software, Licenses, Implementation effort, Annual Technical Support,

Support & maintenance, Integration Tools/software, etc. for creating and sustaining the

entire Integrated Solution have been factored suitably. Any additional cost, not factored

suitably in the response, but necessary for completeness of the Integrated Solution shall

be solely borne by the Bidder.

c) The general scope of work shall consist of but not limited to:

o Initial training to ICF‟s Teams.

o Supply of ERP licenses & Add-on modules and 3rd party software including ATS.

o Supply and Installation of all hardware and System Software

o Installation of ERP & related software at ICF.

o Preparation of As-is, To-be, Gap Analysis, Business Blueprint/Workflows and other

Documents.

o Audit of Gap Analysis and Business Blueprints by SAP.

o Professional level Training in ERP functionality to ICF‟s Core Team.

o Configuration, Customization, Enhancements & Developments.

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o Development of day to day monitoring Reports.

o Realization of Blueprint solution.

o Pre Go-Live Audit of ICF-ERP solution by SAP.

o Unit & Integration Testing.

o Development of Business Intelligence Report and dashboards.

o Master Data & Cut-Over Data migration strategy.

o Application/Data Migration (as detailed in subsequent sections).

o Users creation & authorizations.

o End User Training in ERP for ICF Personnel.

o Roll out

o Final Implementation Review.

o Provide Support services during Support period for entire solution.

o Annual Maintenance Support for the supplied software. (Optional)

d) The bidder shall provide all required equipment, tools, and resources which may not be

specifically stated here in, but required to meet intent of ensuring completeness,

maintainability and reliability of the total system covered under this specification.

e) The following items will be covered under the Scope of work. The descriptions given are

indicative and detailed Technical/Functional specifications for these items are given in

Technical/Functional Requirements at Para 6.0 & 7.0 respectively of this document.

1. Consultancy, scoping, sizing, procurement, installation, configuration, customization, testing

and implementation of an integrated SAP ERP S/4 HANA System in ICF by augmenting the

existing SAP ERP system.

2. Study of the requirements, Customization, development and implementation of the functional

areas of Accounts & Financial management, Human Resources (Other than Payroll), Material

management (Other than Inventory).

3. Study of the requirements, Customization, Development and implementation of improvements

over the already implemented modules viz., Production Planning, Plant Maintenance, Quality

Management, Inventory, Costing, Payroll and Incentive.

4. Study of the requirements, development and implementation of a Web based portal (ICF Portal)

for the use of employees, vendors and customers using open source database and scripting

language. Design and implementation of data transfer between SAP ERP and open source

database.

5. Study of the requirements, Customization, Development and implementation of File Life

Cycle/Document Management.

6. Design and implementation of a system for Information availability on mobile phones/devices.

Integration with Mail Messaging and SMS Solutions.

7. Implementation of work flows in ERP/web based system.

8. Generation of Digitally Signed Documents for specific requirements.

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9. Implementation of Analytical and Statistical Reports using SAP Business Warehouse and SAP

Business Objects to support information availability and Decision Support requirements of ICF

Management

10. Supply of software licenses for SAP ERP solution, Web/Application/Database server software

licenses, add-on modules and required compatible software licenses for Development/ Testing/

Training/ Quality and Production Environment with one year ATS (Annual Technical Support)

11. Upgrade/Migration of the existing ERP system from older version (SAP ECC 6.0, EHP 4) to

the current stable release (S/4 HANA)/Enhancement Pack/Support Pack

12. Migration of data from existing legacy applications to SAP S/4 HANA system. Migration of

data/configurations/objects from SAP ECC to SAP S/4 HANA system.

13. Development and implementation of interfaces for integrating the SAP ERP/Web based

systems with Central Modules IPAS, iMMS, IREPS, ARPAN. Integration with Design &

development and other applications like Gate Attendance, web based applications etc.,

14. Computerization of all manual documents/Registers.

15. Design and implementation of a suitable solution architecture covering Hardware, Functional,

Application and Integration Landscapes.

16. Supply, installation and commissioning of new hardware for production, quality and

development at IT centre for the complete ERP system replacing the old servers procured

during year 2010, Installation and warranty support for 5 year after commissioning of the

system. The hardware need to be designed scalable, reliable, secure and available with due

redundancy.

17. Supply, installation and commissioning of system software, database and other necessary

software for the development, quality and production environment at ICF with ATS for 1 year

after commissioning of the system.

18. Installation of a suitable Backup & Recovery arrangement

19. Implement an archival system for SAP ERP by retaining right data in Production database

20. Implementation of a suitable back-flush arrangement among Production, Quality and

Development servers with features like selective data transfer etc.

21. User Training for application users at different levels of management. System training for IT

Centre personnel on ERP modules and Basis/System administration.

22. Preparation of complete documentation covering user/system/operating manuals and other

documents

23. „Hyper Care Support‟ or a period of 6 months after Go-Live.

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24. Post Implementation Application support for ERP/Other applications after Hyper-care for a

period of 1 year.

5.7 Detailed Schedule of Requirements for items covered under Scope of work:

a) Bidders may please note that these specifications/quantities of hardware, software, other

equipment, works etc. given below are the minimum requirements which must be complied with

irrespective of any specific system design or architecture selected by the bidder. Since the solution

is required to be architected and designed by Bidders, they may quote additional items or superior

products or offer any of the required items as Free Bundled items with any offered item, as

considered necessary by them, duly indicating the details of such bundled items. In case any of the

specified items is exploded further by the bidder for any technical reasons, the rates for sub-items

must be given along with the total for the main item. Please note that no item of scope can be left

blank or deleted by the bidder, otherwise their offer may be treated as incomplete and may be

rejected summarily. The cost of any additional items will be taken into account in addition to the

cost of items as per the scope of work for assessment of total offer value and commercial ranking

of the offer.

b) Please note that ICF reserves the right to alter or delete the quantity of any item at any stage prior

to finalization of contract.

c) Detailed Schedule of requirements for complete scope of work giving details of quantities required

covered under Scope of work are given below:

Items under Supply Scope:

A. SAP ERP Licenses ( Supply scope)

Product License Metric Blocks of (units) Quantity

SAP Application

Professional User SAP Professional User 1 150

SAP Application

Developer User

SAP Application

Developer User 1 1

SAP S/4 HANA

Enterprise Management

for ERP customers

Flat Fee 1 1

SAP Business Planning

& Consolidation, Add-

on for S/4HANA

Users 1 10

SAP File Life Cycle

Management (FLM) Users 100 7

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SAP HANA, RT ed

Applic & BW-

new/subsq

15% of SAV 1 1

SAP BusinessObjects

Enterprise, professional

edition (user)

Users 1 2

SAP Business Objects


edition (CS), including

Analysis for MS Office

Concurrent Sessions 10 1

Test Data Migration

Server(TDMS) GB 300 3

SAP S/4 HANA

Manufacturing for

production engineering

and operations

Users 1 30

SAP Process

Orchestration Core 1 1

B. Hardware ( Supply scope)

Note :

1. Based on the sizing parameters and minimum technical specifications given at Para 6.1 and Para

6.2 respectively , bidders are required to submit their quote for the following Bill of Materials.

This is the baseline requirement only. However, bidders are urged to conduct a proper Sizing

activity before offering the Solution.

2. Offered solution will include required integration with existing HPE 3PAR Storage 8200C

model that is in already in use (8 TB available storage space) & existing SAN Switches

S. No Item description Units Total

Quantity

1. HANA Production Appliance Number 1

2. HANA Failover Production Appliance Number 1

3. SAP Application Servers Number 2

4. TOR Network Switch Number 2

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5.8 Functional Scope

a) The detailed functional requirements to be met by the integrated ERP solution are detailed in

Para 7.0 of this tender document.

b) The AS-IS processes, need to be understood and documented by the Contractor. The

functionalities which are not mentioned in the tender but are required for completeness of the

optimal Integrated Solution shall form the part of the Functional Scope and have to be

provided at no additional cost to ICF.

c) As mentioned in Para 5.1 & 5.2 of this document, ICF has listed major business applications

running/planned. During the solution design stage, the bidder along with ICF team must

preferably bring the functionality of legacy business applications within the proposed optimal

Integrated Solution. However, some of the applications, based on Project Team decision

might co-exist along with the optimal Integrated Solution. In all such cases,

interfacing/integration effort (including any additional software requirement) of these

applications with the Integrated Solution shall form the part of Bidder‟s Functional scope of

work and factored suitably in Bidder‟s response in Technical & Price bids.

5.9 Technical Scope

a) The detailed Technical Requirements are detailed in Para 6.0 of this tender document.

b) Following (Para 5.10 through 5.46) are some of the important requirements of ICF with

respect to the optimal Integrated Solution which have to be ensured by the Bidder:

5.10 SAP Solution Landscape:

a) The following indicative SAP solutions are to be considered as minimum requirement:

On HANA DB

o SAP S/4 HANA (BPC, FLM)

o SAP BW on HANA

On Traditional DB

o SAP Business Objects

o SAP NW Gateway (Fiori)

o SAP Enterprise Portal

o SAP Process Orchestration

5. Back-up Appliance Number 1

6. Virtualization Software – Vmware VCenter

License Lot 1

7. Backup Management Solution Lot 1

8. Rack & KVM Switch Number 1

9. Mobile WorkStation Number 8

10. Extended Warranty Support for 3 years Lumpsum 1

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o SAP Solution Manager + TREX

On MaxDB

o SAP Content Server

b) SAP ERP and other Hardware Landscape:

The System Landscape is expected to comprise of the entire landscape consisting of

the following systems:

SAP S/4 HANA System including the following:

o File Life Cycle Management (FLM)

o Business Process and Consolidation (BPC)

o SAP BW on HANA

o SAP Business Objects (BO)

o SAP FIORI Front End Server

o SAP Process Orchestration

o SAP Enterprise Portal System for BW

o SAP Contents Server(DMS)

o SAP Solution Manager

o Web Server for ICF Portal

c) The Landscape for each system wherever configuration/program changes are involved a three

stage set up, with arrangement for transport of changes, as below need to be installed:

o Development Server

o Quality Server

o Production Server

d) In addition, Hardware for the following additional components need to be suitably provisioned:

o Web dispatcher

o Reverse Proxy

e) While designing the systems the following points need to be considered:

o ICF‟s existing storage: HPE 3PAR 8200C Populated with 16 Numbers of 10KSFF

HDD SAS Drives (8 TB Free Disk Space), to be used in the proposed solution.

Additional storage space required will be arranged by ICF duly augmenting existing

storage.

o ICF‟s Existing SAN Switches: ICF uses a pair of 24 - Port SAN Switches for its existing

servers and storage out of which 13 ports in each are utilized and balance need to be used in

the proposed solution. Out of 24 Ports, 16 Ports are Licensed.

o The Technical and Functional requirements of ICF should be clearly understood and the

Hardware Sized accordingly.

o All servers should have a minimum 3 * RAM (GB) has internal mirrored disks for OS,

Kernel Applications, SWAPs etc.

o The sizing of important Hardware Components like Memory, Hard Disk (Internal),

Processor etc., is to be designed duly considering current requirements and future

requirement for Five years. However, they should be scalable for another Five year

requirements.

o Disk space for Quality and Development system can be disks mounted on Servers or

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Disk Attached Storage (DAS) or Other means with minimum RAID 5 level

configuration.

o Redundancy at each Hardware level should be considered as adequate to avoid any

single point of failure.

o Suitable backup software and hardware should be proposed with the following

components:

o Back-up Server

o SAN Back-up Agents

o Disk based Back-up solution/Tape Library with Auto Loader and adequate number

of types.

o Readiness for integration with Disaster Recovery (DR) site.

o Consideration of data growth for next five years. Scalability for another five years need

to be provided.

5.11 Accounting Architecture

a) The accounting procedures should comply with double entry book keeping principles.

b) The proposed solution should conform to existing accounting policy and at the same time

conform to accrual accounting methods.

c) The Integrated Solution should be capable of generating consolidated as well as plant wise

financial/cost statements.

d) The Integrated Solution should be able to generate financial statements seamlessly at any

point of time with detailed reconciliation between the two as reconciled through the Integrated

Solution.

5.12 Project Management Architecture

The Integrated Solution should be able to generate consolidated as well as project wise/plant

wise/ customer wise status reports.

5.13 Data Access and Security

a) Data security is to be addressed from two perspectives:

o To restrict access to / sharing of confidential data, and

o To ensure that data is not changed or destroyed, either inadvertently or intentionally, by

any user / administrator or an external party.

b) The Bidder should ensure the following:

o Only those with relevant authority can access the solution,

o Those with access to the solution have access only to the data which is

relevant to them, and

o Access to the relevant data is further restricted to either inquiry or update

depending on the responsibility.

c) Appropriate access privileges – module wise, user wise, role based control etc. to be configured

with log and audit trial.

d) The Integrated Solution should be compliant to ISMS standard (ISO 27001).

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5.14 Data Archival

In order to meet statutory and MIS requirements, archiving and easy retrieval of data along

with supporting documents/ attachments is required. The Contractor must ensure that the

Integrated Solution provides a data archiving capability, with support for implementing

archival policies. The Integrated Solution should also be able to access archived data for on-

line inquiry and reporting as and when required. Contractor should provide a policy document

for archival along with the solution.

The Contractor is also required to archive the existing historical data from SAP ERP system

in consultation with ICF as one time activity. The Contractor will train the IT Team in the

archival process.

5.15 Audit Trail

The Integrated Solution must have extensive audit trail facility. Any addition, deletion or

modification to an existing record, whether master or transaction, must berthed ate and

timestamp, the name of the log-in user who made the change and the node/ terminal from

which the change was made. It should also be possible to maintain details of the original

record and subsequent changes to the same. Standard audit trail reports should also be

available. Proper access should be planned for audit trail reports.

5.16 Workflow

The solution should be capable of replacing the current physical flow of documents, wherever

required, with the flow of electronic data. The initiation, forwarding and approvals are to be

enabled online with due authentication.

5.17 Business Intelligence

The solution should have capability of providing on-line information to facilitate tactical and

operational decision-making. It should be possible for ICF to configure a Business

Intelligence Dashboard visually representing the key organizational performance data in a

user-friendly manner.

Successful bidder shall create a portal for BI dashboards, scope not limited to:

o Development and deployment of well-designed interface which includes user

administration, security and development features to create and maintain reports, charts,

etc.

o Sharing of reports/queries, through portal, across the enterprise based on role based

access.

o Creating a Business Intelligence dashboard personalized by job role.

o Development of charts and/or reports representing key performance

indicators(KPI‟s)

o Ability to access the reports on Mobile Devices (Device Independent).

o Access to dashboard applications to users based on predefined criteria.

o User should be able to generate dynamic reports with key figures and characteristics.

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5.18 Scalability

The Integrated Solution must be easily scalable, in terms of number of users, entities,

organization structure, transactions, functionalities, new modules, add-ons from the same ERP

suite etc. The Integrated Solution should be scalable to handle increased volume of data load

and increase in the number of users without compromising response time or efficiency of

operations.

5.19 Statutory Requirements

The solution should meet all Indian statutory requirements such as GST, TDS etc. The

Integrated Solution should be compliant with Accounting Standards (AS) and should generate

financial reports in expected formats. It should also be possible to generate the required

Financial Report as specified by Railway Board. Given that the taxes and other statutory

requirements keep changing from time to time, the solution should be able to timely adapt to

such changes without any technical difficulties and extra cost to ICF.

5.20 Retaining Critical Functionalities

The Contractor must ensure that the functionalities already available in certain critical areas

are to be made available in the solution as well. If certain key functionalities are not to be

covered in the Integrated Solution either because relevant sub-processes being specific to ICF

or otherwise, the Contractor must suggest suitable workaround solutions, process changes,

legacy system interfaces, etc. to cover the same & implement same on approval by ICF.

5.21 24x7 Operations

The Integrated Solution should support 24x7 operations since the plants work on multiple

shifts.

5.22 Alerts/ Notifications

The Integrated Solution should generate alerts/ notifications in various processes in the

Integrated Solution. These alerts/ notifications could be time based or event based.

5.23 Document Management

The Integrated Solution shall have the provision to link all the documents stored in Document

Management System (DMS) and provision for accessing the same from the Solution.

The bidders shall explicitly mention the Integrated Solution architecture including redundancy

and scalability.

5.24 File Life Cycle Management:

The integrated solution should provide a simple and digitized solution for the movement of

files, document and correspondence in ICF. The solution should also cater to activities like

seeking reviews, approvals etc., by opening a file for an activity and circulating the file

amongst a select list of people, authorized to review and approve the file.

The system should be able to create and tracking file as it goes through its lifecycle using the

workflow and Document Management. The system should have features such as file

administration, Daak, In Tray etc.

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5.25 Corrective Actions

All corrective actions arising out of review by SAP of hardware / infrastructure sizing, project

progress, solution quality review, solution expert consulting, etc. should be promptly attended

concurrently by the Implementation Partner by augmenting its resources, as may be required,

without any additional cost. In case of corrective actions suggested by SAP, a Joint signed

statement with SAP of having implemented the corrective measures shall be provided to ICF.

5.26 Supply and Installation of Software & Application Licenses

a) All ERP Licenses & Add-on engines shall be supplied by SAP.

b) All 3rd

Party (Non-SAP) software & licenses shall be supplied by the Contractor.

c) Contractor shall supply from SAP:

o SAP ERP licenses (Latest version).

o Advanced/Additional modules & related components software & Licenses (Latest

version).

o Tools, accessories, documentation and provide a list of the same. Tools and

accessories shall be part of the offered solution.

o Latest supported version of Database Software to support the Integrated Solution

and any other software, tools and Bolt-on/Add-on application.

d) The Bidder should quote the ERP Licenses (inclusive of Add-on engines) price as per

Schedule of Rates at Para 11.0 A.

e) The Contractor shall also supply:

o 3rd

party products software & licenses (Latest version) part of ICF-ERP solution.

o Supply tools, accessories, documentation and provide a list of the same. Tools and

accessories shall be part of the offered solution.

f) Product Documentation: Two sets of Product Documentation, for SAP and Non-SAP

software and licenses, in hard copy and one soft copy to be supplied along with licenses and

shall include but not limited to following:

o Technical manuals

o Installation guides

o User manuals

o System administrator manuals

o Toolkit guides and Troubleshooting guides

g) All the above documents mentioned or any other standard documentation for the product

should be included in the cost of the license. All the tools, accessories, software and media

supplied under the contract shall be original copies and warranted against damages or not

working, for 90 days from the date of installation and will be replaced without any cost to

ICF. Add-on Modules and related engines should have sufficient provision to meet the

functionality & business requirement keeping the SAP and Non-SAP user licenses as

mentioned above.

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h) Third Party software should have sufficient provision to meet the functionality & business

requirement keeping the ERP user licenses. The breakup of Third Party software shall be

provided by the Bidder at Para 11.0 A (Schedule of Rates for ERP and Other Licenses).

i) Special Tools and Accessories – The bidder‟s proposal shall include the list of tools and

accessories, which shall be supplied with the solution. The prices of these special tools and

accessories shall be included in the bid price.

j) Installation, Configuration, upgrade & maintenance of all software (ERP software, Add-on

Engines, 3rd

party software etc.) supplied for ICF-ERP solution is in scope of work of the

Bidder till the end of ICF-ERP project.

k) ICF has already procured the following SAP ERP licenses. Contractor shall arrange for upgrading

the existing licenses to the latest SAP S/4 HANA solution offered. The existing and additional

license requirements are as follows:

Product License Metric

Blocks

of

(units)

Existing

License

Quantity

Additional

Quantity

Supply

at

Stage S2

Supply at

Stage S5

SAP Application

Professional User

SAP Professional

User 1 420 150

0 150

SAP Application

Developer User

SAP Application

Developer User 1 1 1

1 0

SAP Netweaver

Developer User

SAP Netweaver

Developer User 1 5 0

0 0

SAP Netweaver

Administration User

SAP Netweaver

Administration

User

1 1 0

0 0

SAP Payroll

Processing Employees 500 27 0

0 0

SAP S/4 HANA

Enterprise

Management for

ERP customers

Flat Fee 1 None 1

1 0

SAP Business

Planning &

Consolidation, Add-

Users 1 None 10 10 0

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on for S/4HANA

SAP File Life Cycle

Management (FLM) Users 100 None 7

7 0

SAP HANA, RT ed

Applic & BW-

new/subsq

15% of SAV 1 None 1

1 0

SAP BusinessObjects

Enterprise,

professional edition

(user)

Users 1 None 2

2 0

SAP BusinessObjects

Enterprise,

professional edition

(CS), including

Analysis for MS

Office

Concurrent

Sessions 10 None 1

1 0

Test Data Migration

Server(TDMS) GB 300 None 3

3 0

SAP S/4 HANA

Manufacturing for

production

engineering and

operations

Users 1 None 30

30 0

SAP Process

Orchestration Core 1 None 1

1 0

l) The Contractor shall make provision for creation of End User License agreement (EULA)

between ICF & SAP and ICF shall make the ATS payments based on the invoices raised by

SAP.

5.27 Annual Technical Support (ATS)

a) SAP shall provide support, maintenance & upgrades for all the software product versions

(ERP Licenses & all Add-on engines) supplied for a period of 10 (ten) years from the date of

First Licensing agreement. A letter from M/s. SAP India Pvt. Ltd. to be submitted by the

Contractor.

b) The ATS cost shall be quoted as per Para 11.0 A( Schedule of Rate for SAP ERP License)

and shall be valid for at least 10 (ten) years from the date of First Licensing agreement. The

payments for ATS shall be done progressively as per the licenses being acquired by ICF.

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c) ICF will take ATS for ERP licenses & Add-ons directly from SAP. The Contractor shall make

provision for ICF to make the payments for ATS directly to SAP from second year onwards

based on the invoices raised by SAP.

d) Following to be covered under ATS:

o Provide free upgrades, updates & patches of the products to ICF as and when released

by SAP & Database Contractor.

o Provide unlimited incidence support and support for at least six consulting issues to ICF

per annum.

o Technical upgrade of the installation to the new version, when required by ICF.

o Unlimited Support through telephone / Fax / E-mail / Video Conferencing /Installation

visit as required.

e) During the commencement of ATS, calculation will be on proportionate basis until December

followed by recurring annual payments from January to December.

5.28 Supply of Hardware

a) The hardware and software should be based on the state-of-art technology and should be

maintained and supported by the Contractor at least for next eight years in all respects.

b) During the Project Blue print phase, the contractor shall review the hardware requirements based

on the detailed inputs from ICF, and arrive at the final hardware requirement in mutual agreement

with ICF. The newer specifications must be equal to or better than the one provided at tender

stage, the changes as agreed mutually will be carried out by the contractor at no extra cost.

c) The requirements for hardware have to be finalized in such a way that the factors viz., capacity,

reliability, availability, redundancy and fail-safe arrangements, growth for next five years etc., are

duly considered.

d) All software supplied with the Hardware shall have required licenses. Use of share-ware kind of

software is strictly prohibited.

e) The critical hardware required for SAP S/4-HANA must be certified by SAP and the documents in

support to be submitted for ICF‟s approval.

f) If ICF decides to delete a component/portion of work from the scope for reasons whatsoever, to

that extent the quantities of work/ materials will get reduced.

g) After supply and installation of the hardware, Contractor is required to furnish a list of hardware

components supplied to ICF and demonstrate the proper installation and working of the

components with capacities/configurations to the satisfaction of ICF. Contractor is also required

to submit a copy of the hardware bill of materials received from the OEM.

h) During the hardware installation, any component/accessory that is required for successful

installation and commissioning of the hardware shall be supplied by the contractor at no extra cost

to ICF.

i) Inspection and Acceptance Tests shall be carried out as per instructions given at Paras 4.24,

4.25, 4.26 & 4.27.

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5.29 System administration

a) The Contractor shall perform system administration activities for ICF-ERP Solution

landscape:

o Installation, Configuration, administration, trouble shooting and performance tuning of

all servers (database, applications etc.)

o Database software installation, memory allocation and usage monitoring

o Backup, recovery and all other DBA related activities

o Providing access to users as per the assigned roles

o Installation of applications and related tools

o OS/DB/ERP/3rdPartySoftwarepatch/service pack updation

b) The Contractor would also ensure the following:-

o All authorization related activities till the Integrated Solution stabilizes

o Knowledge transfer to ICF team through a proper methodology, ensuring that ICF‟s

team can take care of system administration tasks.

o Prepare system administration manual

o Prepare end user manuals for all employees accessing the Integrated Solution

production environment

o Prepare system configuration that takes into account disaster recovery scenario

c) The Contractor is responsible to identify and inform ICF about pre cutover requirements like

database setup, application patching techniques, operating system patching, database tuning

and database synchronization etc.

d) The system administration responsibility would be with the Contractor till the end of ICF-

ERP project, including the support phase.

5.30 Configuration, Customization & Custom Developments

a) ICF prefers to have product standard functionalities in ICF-ERP Solution. Preferably, changes

should be kept as minimal as possible to the ERP core modules. This is important to ensure

that future upgrades, enhancements and bug fixes are not impacted.

b) All processes/reports that have been identified as Straight fit in standard ERP, mentioned in

the bid, subsequently confirmed in business blue print must be implemented in a Standard

ERP only.

c) Any customization as may be necessary should be done only after confirmation from SAP of

non-availability of standard functionality and obtaining prior written approval from ICF.

Every custom development must be documented in detail and the script ownership should be

passed on to ICF.

d) Given the complexity of the implementation the bidder may be required to customize critical

and complex screens, reports, interfaces and other developments across all components of the

Integrated Solution. The specific distribution of reports to be customized amongst various

modules will be finalized during the implementation stage.

e) Development of custom bolt-ons over ERP must follow well-defined methodology. A brief

description of the methodology employed when developing custom applications/ reports

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should be included in the response to the Tender Document. At minimum, every request for

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

case while requesting for development. Every custom development must be documented in

terms of the person developing, the reference request in response to which it is being

developed, the script and other technical specifications. Basic guidelines with respect to all

custom developments, naming convention etc. must be agreed with ICF well in advance of

commencing any customization effort.

f) In addition, the Contractor is required to train ICF Core/ Technical Team members on the

methodology of building custom bolt-on, so that ICF can take up the additional development

as and when required.

g) The Contractor should endeavour to have minimal use of third party bolt-on applications. This

should be done if the functionalities covered by such applications are not available in the core

ERP product.

h) Wherever customization is required and undertaken, the Contractor will hand over the source

code and all documentation to ICF. The title, rights and IPR (Intellectual Property Rights)

over such customization will be passed on to ICF.

i) The Contractor shall not use the solution as implemented under the contract at any other

location without written permission from ICF who shall be free to use the solution as they

deem fit.

j) The Contractor shall identify, design and develop components/functionalities that are not

covered within the specified solution. The Contractor shall provide the design of the bespoke

component along with schedule for development. The development & implementation of the

bespoke component will however be under taken only after it is approved by SAP and

subsequently by ICF.

k) The Contractor shall supply the following documents for all third party bolt-on applications

and custom components:

o Business process guides;

o Program flow descriptions;

o Data model descriptions;

o Sample reports;

o Screen formats;

o Frequently asked question (FAQ)guides;

o Any other documentation required for usage of implemented solution All developments

should be part of Business blueprint as gaps.

5.31 Reports & Business Intelligence

a) After identification of the reports for development, the Contractor shall verify whether

standard reports or its variants shall meet the requirement. It is expected that custom reports

need to be developed if the standard reports & its variants available in the Integrated Solution

does not meet ICF‟s specific requirements. These reports would include those, which would

extract and present information already in the database in a specified format or could require

some intelligence/calculations built in to it. The Contractor may be required to customize

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critical and complex reports across all components of the Integrated Solution. The specific

distribution of reports to be customized amongst various modules will be finalized during the

implementation stage.

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

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

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

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

prepared while requesting for development. Every custom report development must be

documented in terms of the person developing the report, the reference request in response to

which the report is being developed, the report script and other technical specifications. Basic

guidelines with respect to all custom report formats, naming convention etc. Must be agreed

with ICF well in advance of commencing any customization effort.

c) In addition, the Contractor is required to train ICF‟s Core/Technical Team members on the

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

as and when required.

d) Implementation of Managerial Reports on Business Intelligence shall be carried out from the

start of Realization phase.

e) For Business Intelligence Report, necessary data has to be identified with provision for

incremental data movement from the ERP system to Business Intelligence platform. While

doing any custom developments, the change date of the record has to be necessarily

maintained in the ERP system.

5.32 Training

a) For each item of hardware/software/application component installed, the Contractor is required to

train the designated technical and end user personnel of ICF to enable them to effectively operate

the total system. The training should be comprehensive for transfer of know-how so as to impart

knowledge and competence to independently and successfully install, operate, maintain and

configure all components. The training course should include, formal classroom training and hands

on practical sessions.

o Training should be imparted by certified professionals in the respective fields.

o Training in SAP ERP applications should be planned during two stages of the project viz.,

Project preparation (Initial training) and at Go-live preparation (Final training). Training in

the early stages of the project execution is to be given to ensure that requisite knowledge is

available with ICF personnel during all the stages of the project. The training at Go-live

preparation stage will make use/refer the product developed and shall be in such a way

that complete knowledge transfer to ICF team is done enabling them to use and maintain

the system.

o The training may involve and take forms like Class Room lectures, Hands on Session at

the convenience of ICF and Contractor either at the Railway‟s site or a contractor‟s

premises at the option of ICF. The contractor shall furnish well in advance i.e. at least two

weeks before the first day of such training period, the details of the nature of training,

duration etc. The Contractor shall also prepare necessary booklets/manuals for issue to the

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trainees to facilitate their reference during the course of training and actual working.

Satisfactory completion of this training shall be an essential requirement for issue of

“Certificate of Acceptance” by Sr.EDP Manager/ICF for any application system or major

module.

o Cost towards travel expenses, boarding, lodging etc. for ICF‟s personnel shall be borne by

ICF and for Contractor‟s personnel shall be borne by the Contractor.

o Staff nominated for training will be the ones who are already working in similar system or

having good working knowledge of both the system and computers. These personnel shall

be trained in proper usage/application, so that there will be no failure in execution of the

work. Payment or final bill will be released only after successful completion of the

training to the ICF staff/officers by the Contractor, which would be certified by Sr.EDP

manager.

5.33 Training

a) The Contractor has to assess the training requirements of ICF in order to ensure the Training

objectives. The following minimum Training requirements are specified.

b) The contractor shall satisfactorily train the Team from IT Centre, about 5 persons in administration

of SAP System/other systems including Operating System, Web Servers etc., 20 persons in

Programming Tools like ABAP Workbench, Web Programming Tools etc., and 5 persons in each

of the application modules/Business Analytics (BW,BO etc.,)/Third Party Solutions so as to equip

them in the operation and maintenance of items supplied/implemented under this Contract.

c) End User Training is required to be imparted to the nominated ICF staff (minimum) as per below:

o Production Planning – 50

o Plant Maintenance – 20

o Quality Management – 50

o Human Resources – 50

o Materials management – 50

o Finance Management – 50

o Sales & Distribution – 50

o Business Intelligence - 100

d) End user training is to be arranged for the following levels of Management.

o Top Management: ICF Top Managers have to be sensitized recording the SAP ERP

System that is about to be implemented during the project preparation phase. The duration

of such training shall be atleast eight hours. The Top Managers shall also be trained at the

end of realization phase for use of the implemented system. The duration of such training

shall be atleast sixteen hours.

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o Middle Management: ICF Middle Managers including Supervisors have to be sensitized

recording the SAP ERP Applications, module wise, during the project preparation phase.

The duration of such training shall be atleast eight hours. The Middle Managers shall also

be trained at the end of realization phase for use of the implemented system. The duration

of such training shall be atleast twenty four hours.

o Employee Users: Employee Users have to be trained at their respective applications at the

end of realization phase for use of the implemented system. The duration of such training

shall be atleast twenty four hours.

5.34 Teams to be trained

The Contractor must provide training to the following teams of ICF:

a) Functional Core Team: Functional Core Team members at ICF represent different functions

within the scope of the project. They bring with them knowledge of existing processes,

critical requirements, constraints, relevant management policies, information requirements

etc. They will assist/ participate in various activities during implementation such as business

process study, blueprint, solution design, testing, etc. To be able to assist in these activities, it

is necessary to train them adequately on the ERP product functionalities including

configuration steps and the impact on each step has on the solution. Since the Functional Core

Team members will drive the effectiveness of the ERP implementation within ICF, it is

essential that requisite knowledge and skills are transferred to them by the Contractor.

b) IT Functional Team: IT Functional Team at ICF comprises of officials from IT department

who will deal with SAP ERP Modules viz., PP, MM, SD, HCM, PM, QM, FI, CO, BI/BO etc.

These representatives bring with them knowledge of existing applications, interfaces,

constraints, information requirements etc. ERP training needs of these team members will be

in areas such as SAP ERP configuration, Support and Maintenance, Troubleshooting,

interfaces, access control, helpdesk etc.

c) IT Technical Team: IT Technical Team at ICF comprises of officials from IT department

who will deal with SAP BASIS Administration, Development/Maintenance of Workbench

objects, Business Intelligence/Business Objects, Administration, Development/Maintenance

of Web based systems. These representatives bring with them knowledge of existing

applications, interfaces, constraints, information requirements etc. ERP training needs of these

team members will be in areas such as System administration, SAP BASIS Administration,

System configuration, interfaces, report Development/Customization, operating system

administration, database administration, access control, helpdesk etc.

d) End Users: End Users at ICF will represent different functions to be covered under the

solution. These users will actually use the system in different functional areas. These users

will need to be trained on how to use the solution before going live. Comprehensive

guidelines on how to accomplish tasks in the solution in specific context of ICF processes

must be provided to the end users as part of the end-user training. End user training is to be

arranged for the following levels of Management.

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e) Top Management: ICF Top Managers have to be sensitized recording the SAP ERP System that

is about to be implemented during the project preparation phase. The Top Managers shall also be

trained at the end of realization phase for use of the implemented system.

f) Middle Management: ICF Middle Managers including Supervisors have to be sensitized

recording the SAP ERP Applications, module wise, during the project preparation phase. The

Middle Managers shall also be trained at the end of realization phase for use of the implemented

system.

g) Employee Users: Employee Users have to be trained at their respective applications at the end of

realization phase for use of the implemented system.

5.35 Type of Training

Adequate training of ICF employees is a key success factor for the ERP implementation and

usage. Out of the overall ICF‟s team envisaged to be trained, training plan, the number of

participants, course content, duration to be trained for each module/function would be

decided jointly by Contractor and ICF at the time of planning phase of the project. The

training would cover broadly the following aspects:

a) Training for IT Functional Team: The contractor shall satisfactorily train the Team from IT

Centre, in each of the application modules/Business Analytics (BW,BO etc.,)/Third Party

Solutions so as to equip them in the operation and maintenance of items supplied/implemented

under this Contract. The training should cover aspects of configuration of Application

Modules, Reports, interfaces, customization, forms, and workflows etc. using ERP tools as

applicable. The Contractor should provide appropriate training materials and practice

exercises for the team. The Contractor should obtain training feedback after each session and

address inadequacies if any. This training should be conducted by a certified trainer.

b) Training for IT Technical Team: The contractor shall satisfactorily train the Team from IT

Centre, in administration of SAP System/other systems including Operating System, Database,

Web Servers, Tools etc., and in each of the application modules/Business Analytics (BW,BO

etc.,)/Third Party Solutions so as to equip them in the operation and maintenance of items

supplied/implemented under this Contract. The training should cover aspects of development of

reports, interfaces, customization, forms, and workflows etc. using ERP tools as applicable.

Contractor should do complete Technical/Functional knowledge transfer to this team during

the training sessions. The Contractor should provide appropriate training materials and

practice exercises for the team. The Contractor should obtain training feedback after each

session and address inadequacies if any. This training should be conducted by a certified

trainer.

c) Training for Functional Core Team: Each member shall be trained (lecture & hands-on

mode) in relevant function/module of ERP product, business processes and features in

respective modules. Both transactional data entry and module setup / configuration aspects

should be covered. The Functional Core Team Members, in respective Application Areas,

have to be trained in such a way they become Trainers for End Users in the post

implementation period. Contractor should do complete Technical/Functional knowledge

transfer to this team during the training sessions. The Contractor should share appropriate

training materials and practice exercises for the team. The Contractor should obtain training

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feedback after each session and address inadequacies if any. This training should be conducted

by a certified trainer

d) Training for End Users (lecture & hands-on mode): end-user training to be delivered a select

set of end users. Training should cover specific functional / process aspects of the system

relevant for different end-user segments. Training should enable end-users to know which are

the relevant reports / MIS in his/ her respective area of work. The end-user trainings would be

conducted in the „Train the Trainer‟ mode. Here the Contractor would train key core and

power end- users of the system directly who will further be the trainers.

e) The Contractor will be responsible for preparation & submission to ICF in adequate bound

volumes of the training material and end user manuals. End user manuals should cover “how

to use” concepts for all modules of the solution being implemented

5.36 Training Plan

The training plan proposed by Bidder has to be submitted in format as per Annexure - 9.

5.37 Implementation of ICF-ERP solution

a) The Contractor will be responsible for providing a full range of services in implementation of

ERP Product/ Software covering ICF-ERP Solution including integration and supporting the

operation of the proposed solution during and post implementation.

b) The Contractor should use the best implementation methodology approved by SAP for

implementation. The responsibilities of the Contractor during implementation of ERP over the

broad project phases are outlined in the subsequent sub-sections. The Contractor must have

sufficient prior experience in using this methodology, tools and formats on sustained basis in

implementing the Integrated Solution. The Contractor must be open to improvisations to the

same based on ICF‟s specific requirements. The Contractor should undertake quality review

of its work from its Quality Group during the course of implementation and also from SAP.

The on-going responsibilities of Contractor during the project are also outlined below.

5.38 Project Preparation Phase

a) During the first phase of project, the Contractor should setup the project office and prepare

the project charter. The Contractor should mobilize his project team to the project site within

a week‟s time from project launch and agree with ICF, a detailed project plan.

b) The Contractor should also provide assistance in outlining the solution deployment

architecture with details of hardware and Operating system platform and architecture. Some

of the important activities / deliverables during this phase would be

5.38.1 Project Charter

a) The Contractor should prepare the project charter, which outlines the project objectives,

timelines, project procedures and project organization and submit it to ICF for approval.

b) The Project charter should include but not limited to the following:

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5.38.2 Training Server

Contractor shall establish on-premise training server of the ERP product for ICF to have

hands-on experience of the configured standard processes of the product.

5.38.3 Training Strategy

a) ICF believes that key to successful implementation will be the Contractor‟s ability to train

ICF‟s staff in the operation of the proposed business solutions.

b) As a part of the training strategy the Contractor should provide the following information:

o The facilities, support materials and program including mode of training (standard/ self-

paced) provided for training the users in using the system

o List of training areas for training to be provided to Core team, end users and technical

users

o Training infrastructure required and expectations from ICF, if any.

o Duration and frequency of training.

c) The training strategy should be designed to provide ERP training to the personnel identified

by ICF on the various Transactions, Workflows, Project Technical Design & Implementation,

Data Base Design, Application Design, Program Libraries and System Configuration. ICF

will measure the effectiveness after the completion of the training through training feedback

forms.

5.38.4 Central Knowledge Management portal

The Contractor shall establish an on-site central knowledge management portal for storing

ICF-ERP project related documents like processes and their structures, configuration details,

development code, test plans, test cases, outputs, Manuals, queries & resolution. This should

help in easy roll-out during different phases and locations.

5.38.5 Initial training

a) The Contractor should train ICF team members with the aim to provide an overview of ERP

and understand, in detail, the capabilities of modules. The training by the Contractor should

cover at least following areas for ICF‟s team.

o ERP application over view

o System functionalities (for each module) and basic configuration

o System Security features

o Articulation of KPI‟s to the core team

o Key Transactions and its usages

o Training in additional/new features of ABAP (SAP S/4 HANA)

o Training in Reporting tools like SAP BW/BO

o Training in other tools like Scripting Languages, Third Party tools etc.

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5.38.6 Project Plan

The Contractor shall develop a detailed Project Plan in standard Project management

software. The Project Plan shall amongst other functions, detail all tasks including but not

limited to the task / person in charge for the execution of the task/ effort resource allocation.

This information shall be provided in the form of a detailed Gantt chart. The Project Plan shall

also detail all milestones and indicate when the required deliverable documentation will be

available to ICF. This plan will be discussed with ICF and finalized during the project

preparation stage.

5.38.7 Phase Deliverables

The deliverables for this phase will include signed off documents covering but not limited

to the following:

SLNO Project Deliverables

1

Project Charter outlining:

Project Implementation Methodology document.

Project Scope, Goals and Objectives.

Project Organization chart.

Detailed Project Plan /Schedule.

Project Quality Management Plan.

Project Risk Management Plan.

Project Escalation Procedures.

Project Change Management Plan.

Training Plan.

Document standards.

Deliverable approval (from ICF)procedures.

Contractor‟s resources & deployment plan and mobilization

2

Project infrastructure requirements:

Hardware, software, LAN and WAN requirements during all the project

phases.

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Sizing & System landscape design.

3

Training Plan for the Core team members outlining:

Training courses, mode of training, venue of training and schedule of

training.

List of participants.

Trainer details.

5.39 Business Blueprint Phase

a) The Contractor‟s team should study the existing processes of ICF and identify the

opportunities for improvement and define the “To-Be Processes” of ICF. The Contractor

should define reporting requirements for each of ICF‟s department with details of formats and

frequency of report generation. The reporting requirements should be finalized duly

considering the existing forms, registers etc.

b) Some of the important activities / deliverables during this phase would be

5.39.1 Business Process Re-alignment (BPR)

o After understanding the AS-IS process, the Contractor has to realign the activities of the

processes in- line with the ERP product‟s standard processes.

o ICF expects ICF-ERP project to impact the realization of a number of business objectives

around product delivery efficiency, cost and quality, along with internal efficiencies and

financial performance. ICF understands that these business objectives can only be realized

by targeted action plans which are monitored by task groups, driven by ICF with due

technology enablement inputs from the Contractor. This may result in process

modifications, rethink on existing ways of conducting certain activities, system enabled

efficiencies in reduction in cycle times and workflows, easier tracking of process

measures, etc.

5.39.2 Business Template

a) Business Template shall cover the following:

o Overall Organization structure design mapped to the Integrated Solution.

o Mapping of To-Be Business processes with Integrated Solution capabilities with details of

variations / deviations for each of the processes.

o Definition of parameters for system configuration.

o Identification of Customizations to be done.

o Identification of Custom objects (New development) to be developed.

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o Identifications of reports - standard and customized.

o Identifications of workflows - standard and customized.

o Identify data conversion elements for each business process.

o Identify the legacy systems that may be retained.

o Involve Subject Matter Experts of the relevant business units during the design phase.

b) The Business Blue Print Phase will enable the Project Team to see the system in operation,

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

The Contractor will detail all the possible direct support by SAP, customization/development

need and work around in this document. This will form the baseline for testing the system.

c) Contractor shall suggest optimum strategy for rolling out Business Template which will be

jointly decided by bidder and ICF during Business Blue print.

d) The Contractor shall prepare & submit the entire end-to-end integrated business process &

workflow chart with granular activities & integration of the proposed ICF-ERP ERP solution.

5.39.3 Interface/Integration with Existing Applications

The Contractor shall carry out the following:

o Interfacing with legacy applications and Central Applications of Indian Railways to

achieve ICF-ERP objectives: Over the years, ICF/Railways have developed systems to

support its business. These systems provide certain business benefits to ICF, which ICF

intends to improve from ICF-ERP solution or else with integration of such legacy system

with ICF-ERP solution, to either exchange data with Railways or proposed solution does

not cover critical functions / processes & benefits. However, every effort shall be made by

Contractor to improve prevailing processes. List of applications to be interfaced with the

Integrated Solution is:

1. IREPS ( Indian Railways E-Procurement System)

2. IMMS (Integrated Materials Management System)

3. IPAS (Integrated Pay-roll and Accounting system)

4. ARPAN (Advanced Railway Pension Access Network)

5. Hospital / Medical system

6. Internet/Intranet Websites

7. Attendance Recording System

5.39.4 Business Blueprint

a) The Contractor should study the existing processes (As-Is) of ICF and identify the opportunities

for improvement and define the “To-Be Processes”. The Contractor should prepare the Business

Blueprints and System configuration documents outlining the configuration requirements for each

of the ERP modules. The Contractor should also identify gaps where standard ERP processes are

not available.

b) ICF expects the Contractor to propose work flows. These work flows shall be shared with the key

officials in the concerned departments through a series of workshops and their views taken into

consideration during design of the final workflows. In case this has a significant impact on the

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duration of the assignment, the Steering Committee appointed by ICF to oversee this project will

arbitrate. The customization will also include all mandatory and required reports and various

analytics.

c) The Business blue prints will be based on best practices and ICF‟s practices. The formats and

contents of the blueprint would be finalized at the start of the blueprint stage with the program

office.

d) The AS-IS process activities should be updated with the action taken as per the Business

Blueprints.

5.39.5 Development Environment

a) The Contractor shall establish the environment (hardware & associated software) for

experimenting ICF‟s processes.

b) The Contractor shall install and maintain development environment at ICF. The Contractor shall

maintain the technical administration of the servers. The Contractor shall be responsible for taking

backups and ensuring security of backup media.

5.39.6 Initial Trainings

The Contractor shall provide training to ICF‟s teams.


The deliverables for this phase will include signed off documents covering but not limited to

the following

Sl.

No.

Project

Deliverables

1

“To-Be” process design document covering:

Overall Organization design

Process charts / flow diagrams outlining broad processes and sub-

processes for each function

Checks and controls for processes

Roles and responsibilities for processes

Business process improvement planned through new process design

Targeted KPI improvement in “To-Be process scenario”

2

Technology configuration document outlining:

Detailed Technical architecture of solution

Operating System environment and hardware platform

Interface with external systems

System operating procedures

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3

System configuration document outlining

Definition of user profile for all functional areas

Definition of Master / Transaction data structures

Definitionofparametersforsystemconfigurationforallapplicationmodu

les and reporting tool(s)

Standard reports/workflows for each function /module Customizationareaswithdetailsofcustomizationscopeandeffortestimate

4 Data migration strategy

Master Data preparation strategy

Master Data Templates

5

Project KPI‟s for each business function and KPI monitoring plan:

TheBiddershoulddefinetheKeyperformanceindicators,whichwillassi

st in evaluating the success of project.

KPI Monitoring Plan document.

5.40 Realization Phase

During this phase of project, the Contractor will configure the application as per the System

configuration document prepared in the previous phase of the project. The Contractor team

will carry out the required customization of application to meet the requirements as per the

“To-Be Process” document. Once the system is configured, Contractor should pass the

configured system through its own internal quality processes and provide the compliance

reports to ICF team. The Contractor should populate sample master data in the system and

configure the data integration and interfaces. Some of the important activities / deliverables

during this phase would be:

5.40.1 Interface / Integration development

o Contractor shall develop all the identified Interfaces/Integration as per the Business

Blueprint cutting across the functions and do sample testing.

5.40.2 Custom developments

o Contractor shall develop all the identified Custom developments as per the Business

Blueprint gaps and do sample testing. Any changes necessitated w.r.t. cross-functional

requirements need to be incorporated.

5.40.3 Blueprinted process testing

o Contractor shall test the process after creating the necessary configuration requirements

along with ICF‟s team within the respective modules and record the necessary test data,

testing plan and the output. Wherever a process has interface with other functions, the

process needs to be discussed and revised accordingly and testing has to be repeated.

5.40.4 Unit Testing

o Contractor should test the realized processes along with ICF‟s team within the functional

domain and record the necessary test data, testing plan and the output. Any developments

that are part of functional domain process activities also need to be tested and recorded.

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Any changes necessitated shall be corrected and retested.

5.40.5 Integration Testing

o The Contractor should define the Integration test scripts along with ICF‟s team. These test

scripts will be used for testing based on review and approval of ICF‟s project team.

o The Contractor should populate sample master data in the system along with ICF‟ steam.

o The Contractor shall under take the testing of the data conversion and migration to the new

system, as part of system integration testing along with ICF‟ steam.

o The Integration testing will be done jointly by the Contractor‟s team and ICF‟s core team

and record the test plans, test data and outputs for each activity. Any changes necessitated

shall be corrected and retested.

5.40.6 User Acceptance Tests

Each completed functionality/report shall be tested and certified by the concerned End User.

Contractor is required to fulfill the requirements of the End Users for their acceptance.

5.40.7 Software Upgrade

Contractor will upgrade the ERP Software/Operating System/Third Party Software to the latest

stable version at the end of the realization phase to make the Software up-to-date. Necessary

patches/enhancement packs need to be applied, tested and released for end user testing &

confirmation.

5.40.8 Final Training

The Contractor shall provide training to ICF‟s teams.

5.40.9 Master Data Preparation

Contractor shall carry out the following activities related to Data migration strategy along

with ICF‟s team:

o Mapping existing data with ERP system data structures

o List of data to be migrated with details of granularity (transaction level or consolidated)

o Data conversion procedures (manual, tool based)

5.40.10 Cut-over data migration strategy

Contractor shall carry out activities related to cut-over data migration strategy along with

ICF‟s team.


The deliverables for this phase will include signed off documents covering but not limited

to the following:

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Sl.

No.

Project

Deliverables

1

Customization development report

Functional requirements met through customization

Standards followed for customization

Version control mechanism and current version information

2 Updated Business Blueprint documents (available in central knowledge management portal).

3 Internal (to Contractor) test result reports for system tests

4 Test Plans / Scripts and Test procedures for unit testing and integration

testing

5 Test result reports for unit testing and Integration testing

6 IssueclosurereportindicatingcompliancetotheissuesidentifiedduringUnit

Test and Integration test

7

System acceptance report with sign-off from Core team members

8

End-user documentation /manuals

Step by step screen recordings ( .sim file or similar )

System user manuals

Configuration documents

Process charts with roles and responsibilities

9

Plan for stress / volume testing

Modules for stress / volume testing

Scripts for stress / volume testing

Data population strategy

Tools to be used for testing

Parameters(e.g. response times) to be monitored and target values

to be achieved during stress / volume testing

10 Stress/volume testing results (to be conducted till the desired

parameters/results are achieved)

11 Cut-Over Data migration strategy document.

5.40.12 Final preparation Phase

a) Contractor should prepare and agree with ICF, the detailed plan for Go-Live, modules and

user profile. The Go-Live plan should identify the training requirements and schedule for

training the end-users at different locations and different user departments. The Contractor

should define and agree with ICF, the criteria for Go-Live and the timelines for the same.

b) The Contractor shall undertake data migration from the legacy systems to ICF-ERP solution.

The Contractor along with ICF‟s team shall undertake conversion and migration of

transaction data, master data and cut-over data from the legacy systems.

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c) The Contractor shall undertake the data migration from existing SAP ERP (ECC) system to

SAP S/4 HANA system. The data preparation from legacy system will be undertaken by ICF

team only. However all data uploads to new system will be done by the Contractor only.

d) Some of the important activities / deliverables during this phase would be

5.40.13 Master Data/Cut-over Data Conversion and Migration

a) The Data conversion activity typically includes following elements:

o Strategy for unification of code across ICF organization as appropriate

o Extraction of existing data from legacy systems,

o Cleansing and formatting of data extracted from legacy systems as per the strategy

provided,

o Uploading of the data to new system,

o Creating of new/additional data mandatory in new system.

o Migration of data from SAP ERP (ECC) system to SAP S/4 HANA system.

b) To ensure adequate time is available to prepare the data for conversion & cleaning, activities

of data conversion & cleaning should commence during early stages of the project to avoid

any interruption & idling.

c) The Contractor should submit a high level Data Conversion Strategy Document during the

Business Template stage of the project describing the broad data elements to be converted,

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

converted (i.e. both at transaction level or at balance level and the coverage period). A time

frame for activities such as data collection, cleansing and mapping, developing the necessary

scripts, data migration, testing the same and eventual execution on the Production

environment should also be indicated.

d) Contractor will make available Master/Transaction data in the form of Account Balances,

Open (outstanding) line Items/balances etc in the implemented System at the time of Go-Live.

e) This activity should begin with the Contractor clearly mentioning in their Data Conversion

Strategy Document what is the change in codification system is getting implemented along

with the format in which data is to be prepared for uploading in the Integrated Solution. The

Contractor should be able to assist ICF in understanding the data collection templates and

check the progress of data preparation for all modules on a regular basis. The Contractor

should also help in ensuring that data integrity is maintained for data elements which are

cross-functional / data elements which are required by the Integrated Solution and not a

business need. The tasks to be performed by the Contractor / ICF are tabulated below:

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Tasks Description

Data Identification

and Preparation

The Contractor should obtain complete understanding of the data

which has to be migrated. The possibility and extent of

summarized historical data which has to be migrated to new

system should also be assessed. This phase will consist of two

steps:

1. Data Profiling - involves studying the source data

thoroughly to understand its content, structure, quality and

integrity. ICF

would assist the Contractor to gain functional knowledge in

carrying out this activity.

2. Data Mapping - Once the data has been profiled, an accurate

set of mapping specifications can be developed based on this

profile considering the data requirements and new codification

standard to be maintained in new system. This activity will be

done by the Contractor.

The combination of data profiling and mapping will essentially be

the first step of the data conversion exercise.

Summarized historical data that needs to be migrated should be

clearly identified which would be uploaded in new system in a

consolidated manner and would be separated from the open

transactional and opening balance data.

Data Cleansing After the data profiling and mapping is done, Contractor needs to

prepare & provide guidelines to identify duplicate / abnormal

entries in database. Based on this, a checklist is prepared and

handed over to ICF for cleaning data.

After the first round checks, ICF takes responsibility for data

sanitization before this can be migrated to new database.

Contractor to do the data conversion/migration after receiving

approval from respective authority.

Data correctness / integrity would be ensured by ICF while

providing the data in the templates

Developing data

conversion scripts

The Contractor will develop scripts as may be required for data

conversion activity.

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Data Extraction This task includes pulling data from operational and external data

sources in order to prepare the source data for Integrated Solution

during the migration exercise. This step involves creation of data

into the format required by ERP from data which is currently

stored in the electronic / non – electronic format (hardcopies).

This task would be done by ICF.

Data Loading The extracted data shall be loaded by the Contractor to the new

system quality server of ERP data base and after error corrections

to the ERP production database using the utilities or programs

developed (Data Conversion Scripts).

Testing and

Verification

The Contractor is responsible for testing and verifying the

accuracy of data which is loaded to new system in terms of the

following:

Number of records created

Value of the data Duplicate data

Translation of data to new system

5.40.14 Users creation & authorizations

The Contractor shall create all Users as per functional requirement with proper authorizations.

The user authorization matrix need to be prepared and to be given to administration group for

creating the same

5.40.15 End User Training

The Contractor shall also provide hands on training to the end users as per the User Training

Plan. The training should be role based so that the users are confident of executing their

responsibilities post implementation.

5.40.16 Black-out Period

a) The Contractor shall plan that black-out is as minimum as possible as it will hamper ICF‟s

operations which are very critical. The entire data to be transferred to the new System should

be kept ready before start of black-out period.

b) The Contractor shall ensure that SAP does the health check before each Go-Live of Phase

locations and give a status report.


The deliverables for this phase will include signed off documents covering but not limited to

the following:

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Sl.

No.


1

Communication plan for end-user communication during Go-Live

Target end-users

Areas of communication (e.g.support system,revised process details, etc.)

Channel of access for communication (e.g. contact person, phone number, e-mail ID, etc.)

2 End-user Training plan

Training courses, mode of training, venue of training and schedule of

training

List of participants Trainer details

3 Report on establishment of Helpdesk infrastructure outlining details of

Help desk infrastructure deployed

Helpdesk staff / contact details Helpdesk service delivery processes

4 Schedule and Criteria for Go-Live (for each module / functional area)

Parameters to be considered for Go-Live

Sign-offs required for Go-Live KPI target values and KPI monitoring plan

5 Definition of cutover strategy and plan

6 Data migration report indicating conclusion of data migration as per the plan

Data extraction carried out Data cleansing under taken

Data posting on ERP application The schedule of data loading (master & cut-over data).

7 System administration document

Data management and backup procedures

Security procedures

User responsibilities Backup and recovery plan

5.41 Go-Live and Support Phase

5.41.1 Go-Live

The Contractor shall ensure that all the data to be transferred is done during the black-out period

and new System is released for the operations to ICF. The transactions that are carried manually

during the black-out period shall be ensured by the Contractor for smooth transition to the new

System.

5.41.2 Hyper Care Support

o Handholding/hyper care onsite support shall be provided by the Contractor for the period

of 6 months after Project Go-Live.

o Full project team deployed during the Project implementation is required to be present

during Hyper Care period. All application/technical/other issues arising during the post

Go-live operation of the system will be addressed by the Contractor as per SLA‟s.

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o A period of six months is envisaged, since the system is expected to stabilize during this

period. Bugs/Issues/change requests coming during this period need to considered and

duly addressed by the Contractor.

o The objective of this duration is mainly to help the ICF employees to adapt to the new

system. Changes such as improved validations, minor process/work flow changes,

modifications in user interfaces/reports/interfaces/enhancements/forms etc., must be

addressed by the Contractor.

o In case, a major process change or development of a complex report is necessitated and is

essential for the successful implementation, it has to be undertaken by the Contractor at no

extra cost. However the requirement should have been covered within the ambit of the scope of

the work agreed upon in the Business Blue print/Tender document.

o The system should be stabilized during this period and the ICF users must be able to perform

their day to day activities as envisaged in the tender.

o The end users should be made aware of the support infrastructure and support access

methodology. The changes that arise during the implementation of phases shall be carried out

to the Business Template. It is assumed that during this phase, the entire system would be

stabilized at the end of Hyper Care support.

5.41.3 End User Certificate

a) During the Hyper care Support period, for each Major Module, an End User Certificate need to be

obtained from the respective Head of Departments.

b) Contractor need to resolve all issues/bugs/defects identified in order to satisfy the End Users and

obtain a sign off.

5.41.4 Post Implementation Support

a) Post implementation support will become effective for the complete application from the date of

completion of „Hyper Care‟ Support and shall remain applicable till the completion of one year.

b) Technical support for ERP and other systems will be provided 6 days a week; standard day shift

support with call response time as specified in Service Level Agreement. Local holidays of ICF

will be applicable.

c) ICF reserves the right to extend the support for an additional period of 2 years, after completion of

post implementation support period as considered necessary, on the same rates that have been

quoted under Optional items of Schedule of Rates (Para 11.0 C).

d) The following will be the scope of the application system support:

o Installation/re-installation/upgrade of SAP ERP & Database, Operating System and other

software/firmware upgrades

o Configuring and re-configuring the application systems.

o Maintain the application systems in fit and working condition for the beneficial and optimal use

of ICF.

o Ensure performance parameters indicated as part of scope of the Project

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o Application of patches/updates/upgrades to the Application Systems with due testing and

release for production users.

o Troubleshooting and Resolution of bugs/issues

o Attending Change requests from users

o Deploy and Operate a suitable Help Desk system

e) All change requests from ICF users shall be recorded and attended in time frame mutually agreed

by ICF and Contractor. However the change requests shall be restricted by ICF to the implemented

portions of the applications modules deployed in SAP ERP and third party-solutions implemented.

Change requests will cover configuration changes, process changes, report changes and also new

Reports. The development objects required for accomplishing a Change request shall be created by

the Contractor.

5.41.5 Performance Testing & Tuning

a) Performance Testing will take place at ICF‟s site as per the approved Performance Testing

plan. At the beginning of this phase, the performance testing benchmark environment, the

performance requirements and the method of conducting the performance testing to determine

system performance against the response time targets will be specified by the Contract or in

consultation with ICF.

b) If as a result of performance testing, ICF determines that one or more system performance

requirements have not been satisfied, then each of these requirements will be recorded as a

defect with a severity classification of “High”. The cost incurred for the fixing of the Problem

shall be borne solely by the Contract or and such cost shall not be reimbursed by ICF.

c) The Contractor has to perform stress testing and load testing, as well assist ICF in performing

the same. The Contractor should use a tool to simulate post-go live environment for the same.

Indicative Response Time Performance Criteria

User Activity to be guaranteed by the contractor

All ERP Users

LAN Users

INTERNET Users

Menu Navigation – Displaying the appropriate menu as per defined user role and profile

< 1 sec < 2 sec

Screen Opening – Display of the selected data entry screen from the menu

< 2 sec < 5 sec

Field Navigation – Navigation between different data entry fields in the Screen

< 1 sec < 3 sec

Look up response – Display of items from a List of Values < 1 sec < 10 sec

Look up response – To display items from table <5 sec < 15 sec

Screen Navigation – Navigation between different data

entry screens (from one to another)

< 1 sec < 13 sec

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Transaction Commit – Transaction saving after completing the data entry

< 2 sec < 20 sec

Query retrieval – Online query entered by the user

Simple query (data from single table/ view) < 5 sec < 12 sec

Medium Complexity query (data from two tables/ views) < 8 sec < 15 sec

High Complexity query (data from more than two tables/ views)

< 15 sec < 20 sec

Reports response – Report fired by the user from the

Report Generator

Simple Report (report spooled from single table/ view) < 10 sec < 20 sec

Medium Complexity report (report spooled from two tables/ views)

< 30 sec < 45 sec

High Complexity report (report spooled from more than two tables/ views)

< 1 min < 3 min

5.42 Help Desk Support

a) Contractor is required to create and maintain a dedicated onsite Help Desk / hotline that will

resolve problems and answer questions that arise from the use of the ERP solution as it is

implemented. This will come into existence from end of Realization phase till the end of

support period.

b) The help desk support to users shall be provided for all ICF working days from 7:00 AM to

7.00 PM. The details regarding telephonic support will be carefully considered, as this will

have effect on the support response to ICF system end-users. The Contractor response and

resolution time will be the basis for end-user support time in ICF‟s service level agreements

with the Contractor.

c) The Contractor is required to provide a suitable software for complete Management of Help

Desk. Such Software, preferably, should be a standard, widely used, capable of handling post

ERP implementation scenarios, customized to ICF requirements.

d) Below is the Indicative response & resolution time matrix and shall be finalized by the

Contractor and ICF:

Support Category

Criteria Maximum Response Time

Resolution

Critical The system cannot be used for normal business activities. There is certainty of financial loss to ICF.

30

Minutes

90

Minutes

Urgent There is a problem with part of

the system, which impacts on

ICF‟s decision making. No

viable workaround is available.

There is a likelihood of financial

loss.

1 Hour

4 Hours

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High The efficiency of users is being impacted, but has a viable work around.

4 Hours

2 days

Medium A low impact problem that

affects the efficiency of users but

has a simple workaround.

5 Hours

5 days

Low A fault, which has no particular impact on processing of normal business activities.

8 Hours

10 days

5.43 SLA Exclusions:

a) The time lost due to any of the following causes shall not be included in calculating

“Resolution Time”:

o Time lost due to power or environmental failures

o Time taken to recover the equipment because of power or environmental failures.

o Time taken for scheduled maintenance/troubleshooting (including backup and restore times)

either for preventive purposes or improvement in function or other purposes.

o Time taken for reconfiguration or other planned down time situations.

o Scheduled shutdowns as required by ICF. The Bidder may also request ICF for a shut down for

maintenance purpose, which request will not be denied unreasonably by ICF.

o Time taken for booting the systems.

o Time taken to get approval from all stakeholders for the exclusive availability of system for

support activities where the prospective solutions can be tested prior to promotion into

production.

o Time taken for ICF to approve the work around or fix.

o Time taken by the third-party contractors and service providers for fixing a product related

fault/ defect, replacement of part(s), or responding to clarifications.

b) In the event ICF‟s users are not defining the severities, the Contractor‟s team will analyze the

problem and will set appropriate severity to the problem. In case if the Contractor‟s support

team does not agree with severity defined by ICF‟s user then all such disagreements will be

discussed with Project Manager from ICF.

c) Other key factors to be addressed will be as follows:

o The escalation procedure for handing significant issues.

o Thechannelsforcontactingthehelpdesk(telephone,toll-freenumber,email,etc.).

o Depth and breadth of help desk personnel (as well as 2nd and 3rd level support) knowledge and

skills.

o Stability of help desk staffing.

o Quality and responsiveness of help desk personnel (this may be ascertained from client

satisfaction survey data from the bidder‟s existing client base if available or through direct

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conversations with reference customers).

d) If ICF feels that the help-desk is not suitably staffed, ICF reserves the right of securing

additional consultants for Help Desk. ICF also reserves the right of altering the composition

of the help desk team, if required.

5.44 Phase Deliverables

The deliverables for this phase will include signed off documents covering but not limited to the

following

Sl.

No.


1 Issue log and issue resolution during the Go-Live 2 Go-Live sign-off document as per the criteria set for Go-Live

3 Issue log and resolution with details of

Time of issue registering and resolution

ICF‟s personnel who raised the issue Category of calls (system query / process query / system issue)

4 KPI achievement report

KPI planned vs. achieved Actions required to achieve the KPI‟s

5 Sign-offfromendusersforclosureofallissuesraisedduringthepostimplementation Period

6 Finalsubmissionofdocuments(afterincorporatingthechangesundertaken

during the entire project)

“To-Be” process design

Technology configuration document

System configuration document

End user documentation System administration document

5.45 Business Intelligence & Dashboards – Managerial Reports

a) The Contractor shall establish the Business Intelligence (BI) landscape during the realization

phase of the project. All the data of ICF going Live shall be moved to the BI platform. The

Managerial reports and dashboards shall be realized and released for working.

b) BI database updation shall be at pre-defined frequencies automatically. The Contractor has to

keep provisions of incremental changes in BI from ERP data whenever required.

c) The solution should have capability of providing on-line information to facilitate tactical and

operational decision-making. It should be possible for ICF to configure a Business

Intelligence Dashboard visually representing the key organizational performance data in a

user-friendly manner.

d) Contractor shall create a portal for BI dashboards, scope not limited to:

o Development and deployment of well-designed interface which includes user administration,

security and development features to create and maintain reports, charts, etc.

o Sharing of reports/queries, through portal, across the enterprise based on role based access.

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o Creating a Business Intelligence dashboard personalized by job role.

o Development of charts and/or reports representing key performance indicators(KPI‟s)

o Ability to access the reports on Mobile Devices (Device Independent).

o Access to dashboard applications to users based on predefined criteria.

5.46 Implementation of Audit/review findings

The Changes arising out of SAP reviews, in order to bring execution in line with original

proposal, at any stage of the project have to be incorporated after discussion of SAP, Contractor

and ICF without additional cost to ICF.

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6.0 Technical Specifications:

6.1 Baseline Hardware Sizing

Server sizing for estimation purpose - Baseline figures

Sl.No %Distribution

over multiple

servers

Base

SAPS at

65%

CPU

Additional

Loading

on Base

SAPS

Recommended

SAPS at 65%

CPU

RAM

(GB)

Minimum

Internal

Disk (GB) -

OS & SWAP

Disk (GB)

-

Database

Remarks

1 Development Landscape

1.1 S/4HANA Instance 128 640

1.2 BW HANA Instance 128 640

1.3 SAP S/4HANA

Application System 4258 16

48 150

1.4 SAP BW Application

System 3000 12

36 150

1.5 SAP Business Objects


72 200

1.6 SAP Fiori Frontend Server 3500 16 48 350

1.7 SAP Process Orchestration 3000 12 36 300

1.8 SAP Enterprise Portal 3000 12 36 300

1.9 SAP 3D Visual Generator 3000 12 36 100

1.10 SAP Content Server (DMS) 2500 12 36 100

2 Quality Landscape

2.1 S/4HANA Instance 256 1280

2.2 BW HANA Instance 128 640

2.3 SAP S/4HANA


108 150

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2.4 SAP BW Application

System 3000 12

36 150

2.5 SAP Business Objects


132 200

2.6 SAP Fiori Frontend Server 3510 16 48 350

2.7 SAP Process Orchestration 3000 12 36 300

2.8 SAP Enterprise Portal 3120 12 36 300

2.9 SAP 3D Visual Generator 3000 12 36 200

2.10 SAP Content Server (DMS) 2500 12 36 100

Production Landscape

3 SAP S/4HANA System

(incl. FLM, BPC, ECTR) 13100 30% 17030

3.1 HANA Database Instance

(x 2) 512 2560 HANA Cluster

3.2 Application Central

Instance 20% 2620 3406 28 84 100

ASCS Cluster

with Multiple

Application

Servers 3.3 Application Servers

80% 10480 13624 108 324 150

4 SAP BW on HANA 2500 30% 3250

4.1 HANA Database Instance

(x 2) 128 640

HANA Cluster


Instance 20% 500 650 4 12 100

ASCS Cluster

with Multiple

Application


80% 2000 2600 20 146 150

5 SAP Business Objects 17100 30% 22230

5.1 Database Instance 4100 5330 44 176 200 DB in Cluster

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5.2 Intelligence Tier 6000 7800 64 256 150 Multinode

Cluster 5.3 Processing Tier 4400 5720 44 176 150

5.4 Web Tier 2600 3380 28 112 100

6 SAP Fiori Frontend

Server 5400 30% 7020

6.1 Database Instance 30% 1620 2106 16 48 400 DB in Cluster


Instance 30% 1620 2106 16 48 100

ASCS Cluster

with Multiple

Application


70% 3780 4914 40 146 150

7 SAP Process

Orchestration 4 Core

7.1 Database Instance DB in Cluster

and Multiple

App Servers


Instance

7.3 Application Servers

8 SAP Enterprise Portal

System (ESS,BW) 4800 30% 6240

8.1 Database Instance 30% 1440 1872 16 48 200 SCS/DB Cluster

with Multiple

Application

Servers


Instance 30% 1440 1872 16 48 100

8.3 Application Servers 70% 3360 4368 36 108 100

9 Web Portal for

Employees/Customers/Ve

ndors

6000 30% 7800

9.1 Database Tier 30% 1800 2340 20 60 200

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9.2 Master Server 70% 4200 5460 44 132 50

10 SAP Content Server

(DMS) 6000 30% 7800

10.1 Active Database Instance 100% 6000 7800 32 96 300 Active - Passive

Database Setup 10.2 Passive Database Instance 100% 6000 7800 32 96 300

11 SAP Solution Manager 9000 9000

With Basic

Configuration

11.1 Database Instance + TREX 100% 4000 4000 32 500

11.2 Solman App. Server.

(ABAP) 100% 3000 3000 24 150

11.3 Solman App. Server.

(JAVA) 100% 2000 2000 16 150

12 Additional Components

12.1 Web Dispatcher

4000 16 50

Load Balance

HTTP Requests

12.2 Reverse proxy

4000 16 50

In case of

Internet scenario

Note

Please note that items 1.9., 2.9., & 8 have been included only for hardware sizing purposes though SAP 3D Visual Generator and SAP ESS are not

part of the current implementation

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6.2 Baseline Hardware Specifications

a) HANA Appliance (One each for HANA/BW Production & Fail-over)

These specifications are applicable to Server for HANA Production, Failover

S.

No.

Item Specification Compliant

(Y/N)

Remarks

1 System SAP Certified Single Node Scale-up HANA

Appliance with latest Intel Xeon Skylake Processor

2 Processor Appliance should be proposed with any of the

following processor as supported by SAP for HANA

Certified Appliances on Intel Xeon-Platinum 8180 (2

X 2.5GHz/28-core) or higher processor model

3 Memory Appliance should be configured with the required

memory. Required memory should be at least 768 GB

of RAM. The required memory to be proposed using

either 64GB or 128GB DIMM only

Proposed Appliance memory configuration should be

certified as published & listed by SAP on public site

SAP HANA Hardware directory(as listed on

https://www.sap.com/dmc/exp/2014-09-02-hana-

hardware/enEN/appliances.html)

Proposed Server's Memory Configuration should be

configured for maximum Performance and RAS

-- Memory should be configured uniformly across

all Memory Controller & Memory Channel

4 Scalability Processor proposed for HANA appliance

configuration should be Certified for SAP HANA and

Scalable to minimum 3TB RAM

Offered Appliance Configuration must be proposed

with Storage capacity that supports maximum HANA

Memory Scalability required

5 Disks for OS At least two numbers of internal SAS/SSD Drives of

the recommended capacity for OS with RAID-1

configuration

6 Usable Storage for

HANA Database

& Logs

Offered Storage configuration with HDD / SSD

drives based capacity & RAID configuration should

provide usable File System space required for the

Maximum Memory Scalability Proposed, as

published & listed by SAP on public site SAP HANA

Hardware directory( listed on

https://www.sap.com/dmc/exp/2014-09-02-hana-

hardware/enEN/appliances.html)

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7 Networking Minimum 4 * 10GbE or better Ethernet ports and 4 *

1GbE or better Ethernet ports across Redundant

Controller Pairs

8 Operating System SUSE for SAP Ver 12 SP2 or better as Certified With

Latest SAP HANA 2.0 SPS or better

9 System

Integration

Factory Integrated Certified Appliance only must be

offered with following configured as per Best Practice

Operating System installed, configured & tuned for

SAP HANA Software

Operating System should have network configured as

per ICF's intent / Actual IP Addresses / Subnets

Installed SAP HANA Software with requested

version & initial Database created as required

System should be handed over to SAP Basis Team

within 10 man-days from the Data Server is Racked,

Powered-ON and physically connected to the

Network

10 High availability

solution

Proposed appliance should be able to configure in the

HA mode. The HA solution between 2 HANA

appliances should be integrated with cluster SW and

HANA System Replication.

The HA solution should provide the automated

failover functionality in case of any :

1. Hardware failure in the appliance

2. OS failure

3. Network / Link failure

4. Database failure

5. Failover of Active Database instance from Primary

node to Secondary Node and vice-versa

6. The Cluster software should support Disk based or

Server Node Based Quorum OR similar

implementation to prevent “split-brain” scenarios in

Cluster Setup

11 Cluster network The heartbeat network, required to setup the HA

solution, should be separate from the actual Data and

User network.

12 High Availability /

Disaster Recovery

Proposed appliance should also be able to configure

the Failover to Standby HANA DB at Primary Site.

Though DR is not part of the current proposal, the

proposed DC equipment should ready for replication

to DR Site.

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13 System monitoring

& Management

Proposed Infrastructure should have dedicated remote

management functionality; The management of

Infrastructure should include following,

1. Must have the capability to provide proactive

notification of actual or impending component failure

alerts.

2. Automatic event handling should be supported to

configure actions to notify appropriate users of

failures through e-mail, SMS etc.

3. Automatic event alert forwarding to OEM remote

support center and proactively call-logging system.

14 Power Supply &

Fan

Power supplies and Fans should be redundant and

hot-swappable

15 Factory

Integration

The offered HANA appliance should be fully

configured and integrated by the OEM factory. The

Operating system and HANA image installation and

configuration should also be factory integrated and

there should be no field activity for this configuration.

16 Appliance

Support

The offered appliance should be under HANA

support team of the OEM, who will be single point to

support to resolve any kind of Hardware, Operating

system, Network, Storage, related issues in HANA

Server.

17 Support services Minimum 5 year 24*7 support with commitment of

replace failed HW within 6 hour

18 Remote service Proposed SAP Certified HANA System should be

connected to OEM's Remote Service offering for

Proactive Monitoring of HW / OS / Storage,

Automated Call Logging, etc

19 Proactive Services Systems to include the following OEM Services over

5 year period for All HANA Appliances

1. Remote/Onsite Heath Check Service & it's Report

minimum once every 12 months

2. Complete Server, Storage, Network HW and

Firmware minimum once every 12 months

3. OS Patch and OS Security Patch Assessment

minimum once every 12 months

4. Linux Operating system Upgrades over the 5 year

support period - As may be required for dependency

with HANA Version Upgrade

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b) SAP Application Server (HANA Non- Production TDI, Application and Other Servers)

Item Description of Requirement Compliance Remarks

System

Rack Mountable Server (at least 4 socket) with latest Intel

Xeon Scalable processor Tailored Datacenter Integration

Compute Block. Not more than 4U

Processor

System should be quoted with Two numbers of latest

generation Intel Xeon-Platinum 8180 (2.5GHz/28-core)

processor or better, and should be scalable to at least four

processors in the future

Motherboard Intel C621 Chipset or better

Memory

System should support at least 48DIMM slots.

System should be quoted with 512GB DDR4 memory

operating at 2600 MHz or better, using 128 GB OR 64 GB

Memory modules

HDD Bays

Server should support at least 24 SFF HDD/SSD

System should be quoted with 2 x 1.8TB SAS 12G

Enterprise 10K SFF Hard Disks or better

Controller

System should be quoted with PCIe 3.0 based 12Gb/s SAS

Raid Controller or better with RAID 0/1/1+0/5/50/6/60/1

Advanced Data Mirroring with 2GB battery backed write

cache (onboard or on a PCI Express slot)

Storage Controller should support security features

Networking

features

Server should be supplied with the following networking

cards:

2 nos x 2-port 10G SFP+ or better network adapter (with 4

nos 10G transceivers)

FC HBA

Adapter

2 nos of 16Gb or better Single Port Fibre Channel Host Bus

Adapter

Interfaces Serial - 1

USB 3.0 Ports - 5 total

Bus Slots System to be Quoted with Mimimum 7 PCI-Express slots

Power

Supply

System should have redundant power supply to support the

full configuration

Fans Redundant hot-plug system fans

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Industry

Standard

Compliance

PCIe 3.0 Compliant

PXE Support

WOL Support

Microsoft® Logo certifications

USB 3.0 Support

UEFI (Unified Extensible Firmware Interface Forum)

SMBIOS

System

Security

Security feature to ensure servers do not execute

compromised firmware code

Configuration upgrades should be only with

cryptographically signed firmware and software

Support for preventing the use of insecure

algorithms

Tamper-free updates - components digitally signed

and verified

Secure Recovery - recover critical firmware to

known good state on detection of compromised

firmware

Ability to rollback firmware

Secure erase of NAND/User data

Chassis Intrusion detection option

Should have a cyber resilient architecture for a

hardened server design for protection, detection &

recovery from cyber attacks

Should provide for features that ensure effective

protection, reliable detection & rapid recovery

Latest

Operating

Systems and

Virtualization

Software

Support

Windows Server

VMware ESXi

Red Hat Enterprise Linux (RHEL)

SUSE Linux Enterprise Server (SLES)

Operating

System

To be supplied with latest SUSE Enterprise Linux OS

certified by SAP for the HANA appliance (SLES for SAP

Applications 1-2 Sockets Unlimited VM5Yr)

Virtualization

Software

To be supplied with latest Vmware Vsphere Standard

Edition license along with the management software

Secure

encryption

System should support security features on both the internal

storage and cache module of the array controllers

Warranty 5 year Pro-active 24x7 OEM support

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Firmware

security

1. Should support booting up of Server only through

secured firmware.

2. Should protect against firmware which executes

before the OS boots

3. Signed firmware updates

4. Should provide system lockdown feature to prevent

change in system firmware image(s) & prevent

malicious modification of server firmware

5. Should maintain repository for firmware and drivers

recipes to aid rollback or patching of compromised

firmware. Should also store Factory Recovery recipe

preloaded to rollback to factory tested secured

firmware

Embedded

Remote

Management

and firmware

security

6. System remote management should support browser

based graphical remote console along with Virtual

Power button, remote boot using USB/CD/DVD

Drive. It should be capable of offering upgrade of

software and patches from a remote client using

Media/image/folder; It should support server power

capping and historical reporting and should have

support for multifactor authentication

7. Server should have dedicated 1Gbps or better remote

management port

8. It should be possible to use Remote management

port to rollback/patch faulty firmware

9. Server should support agentless management

10. Server should have a mechanism for diagnosing

problems and delivering rapid resolution when

system failures occur

11. Applications to access the server remotely using

popular handheld devices based on Android or

Apple IOS should be available

12. Should provide remote firmware update

functionality. Should provide support for Java free

graphical remote console.

13. Should support managing multiple servers as one

14. Should offer flexibility by offering support for

RESTful API integration

15. System should support embedded remote support to

transmit hardware events directly to OEM or an

authorized partner for automated phone support

Server

Management

Software should support dashboard view to quickly scan the

managed resources to assess the overall health of the data

center. It should provide an at-a-glance visual health

summary of the resources user is authorized to view.

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The Dashboard minimum should display a health summary

of the following:

• Server Profiles

• Server Hardware

The Systems Management software should provide Role-

based access control

Management software should support integration with

popular virtualization platform management software like

vCenter

Should help provide proactive notification of actual or

impending component failure alerts on critical components

like CPU, Memory and HDD.

Should provide an online portal that would be accessible

from anywhere. The portal should provide one stop, online

access to the product, support information and provide

information to track warranties, support contracts and status.

Should help to proactively identify out-of-date BIOS,

drivers, and Server Management agents and enable the

remote update of system software/firmware components.

The Server Management Software should be of the same

brand as of the server supplier.

Compatibility

Offered solution will include required integration with

existing HPE 3PAR Storage 8200C model that is in already

in use (with 7TB of free storage space available)

c) Network Switch

S

No Specifications

Compliance

Yes / No Remarks

1 Architecture

Shall be 19" Rack Mountable

The switch should support Dual hot-swappable power supplies

The switch shall support up to 24 x 10G SFP+ Ports and day one

have 16 x 10G ports populated with required trancivers

1 RJ-45 serial console port

1 RJ-45 out-of-band management port

2GB SDRAM and 1GB flash and 13.5 MB Packet buffer size

Shall have switching capacity of 480 Gbps and stacking capacity of

320 Gbps day one

Shall have up to 280 million pps switching throughput

The Switch should support 64000 MAC address

2 Software Defined Networking (SDN) Capability

OpenFlow protocol capability to enable software-defined networking

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Allows the separation of data (packet forwarding) and control (routing

decision) paths, to be controlled by an external SDN Controller,

utilizing Openflow protocol

3 Features

The switch should support HTTP redirect function

The switch should support User role to defines a set of switch-based

policies in areas such as security, authentication, and QoS. A user role

can be assigned to a group of users or devices, using switch

configuration

The switch should support Per-port tunneled node

4 Quality of Service (QoS)

The switch should support Advanced classifier-based QoS to

classifies traffic using multiple match criteria based on Layer 2, 3, and

4 information and apply QoS policies such as setting priority level

and rate limit to selected traffic on a per-port or per-VLAN basis

The switch should support Layer 4 prioritization to enable

prioritization based on TCP/UDP port numbers

The switch should support Class of Service (CoS) to set the IEEE

802.1p priority tag based on IP address, IP Type of Service (ToS),

Layer 3 protocol, TCP/UDP port number, source port, and DiffServ

The switch should support Port-based rate limiting to provide per-port

ingress-/egress-enforced increased bandwidth

The switch should support Classifier-based rate limiting to use an

access control list (ACL) to enforce increased bandwidth for ingress

traffic on each port

The switch should support Reduced bandwidth to provides per-port,

per-queue egress-based reduced bandwidth

The switch should support Remote intelligent mirroring to mirror

selected ingress/egress traffic based on an ACL, port, MAC address,

or VLAN to a local or remote switch anywhere on the network

The switch should support Remote monitoring (RMON), Extended

RMON (XRMON), and sFlow v5 to provide advanced monitoring

and reporting capabilities for statistics, history, alarms, and events

The switch should support Traffic prioritization allows real-time

traffic classification into eight priority levels that will mapped to eight

queues

5 Management

The switch should allow assignment of descriptive names to ports

The switch should support IEEE 802.1AB Link Layer Discovery

Protocol (LLDP)

The switch should leverage RADIUS to link a custom list of CLI

commands to an individual network administrator's login for an audit

trail documents activity

The switch should support Multiple configuration files to store easily

to the flash image

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The switch should support Dual flash images to provide independent

primary and secondary operating system files for backup while

upgrading

The switch should have Out-of-band Ethernet management port to

enable management over a separate physical management network

and keeps management traffic segmented from network data traffic

The switch should support Zero-Touch ProVisioning (ZTP)

The switch should support Unidirectional Link Detection (UDLD)

6 Connectivity

The switch should support Jumbo frames on Gigabit Ethernet and 10-

Gigabit Ethernet ports

The switch should support Auto-MDIX

The switch should support follwing IPv6 feature

IPv6 host: enables switch management in an IPv6 network

Dual stack (IPv4 and IPv6): transition IPv4 to IPv6, supporting

connectivity for both protocols

MLD snooping: forward IPv6 multicast traffic to the appropriate

interface

IPv6 ACL/QoS: support ACL and QoS for IPv6 traffic

IPv6 routing: support static, RIPng, OSPFv3 routing protocols

6in4 tunneling: support encapsulation of IPv6 traffic in IPv4 packets

Security: provide RA guard, DHCPv6 protection, dynamic IPv6

lockdown, and ND snooping

7 Performance

The switch should support Selectable queue configurations to allow

for increased performance by selecting the number of queues and

associated memory buffering that best meet the requirements of the

network applications

The switch should support Energy-efficient Ethernet (EEE) support:

reduces power consumption in accordance with IEEE 802.3az

8 Resiliency and high availability

The Switch should support stacking up to 9 Switch and support up to

336 Gb/s of stacking throughput. The Switch support Ring, chain, and

mesh stacking topologies

The Switch should support Virtualized switching to provide

simplified management as the switches appear as a single chassis

when stacked

The switch should support Virtual Router Redundancy Protocol

(VRRP)

The switch should support Nonstop switching and routing

The switch should support IEEE 802.3ad Link Aggregation Protocol

(LACP) and support up to 144 trunks, each with up to 8 links (ports)

per trunk

The switch should support IEEE 802.1s Multiple Spanning Tree

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The switch should enable loop-free and redundant network topology

without using Spanning Tree Protocol; allows a server or switch to

connect to two switches using one logical trunk for redundancy and

load sharing

The switch should provide easy-to-configure link redundancy of

active and standby links

9 Layer 2 switching

The switch should support IEEE 802.1ad QinQ

The switch should support VLAN and tagging and support the IEEE

802.1Q standard and 4096 VLANs simultaneously

The switch should support IEEE 802.1v protocol VLANs

The switch should support MAC-based VLAN

The switch should support Rapid Per-VLAN Spanning Tree

(RPVST+)

The Switch should dynamically load balances across multiple active

redundant links to increase available aggregate bandwidth and allow

concurrent Layer 3 routing

The switch should support GVRP and MVRP

10 Layer 3 services

The switch should support Loopback interface address

The switch should support Route maps

The switch should support User datagram protocol (UDP) helper

function

The switch should support DHCP server

The switch should support Bidirectional Forwarding Detection (BFD)

to enable link connectivity monitoring and reduces network

convergence time for static routing, OSPFv2, and VRRP

11 Layer 3 routing

The switch should support Static IP routing for both IPv4 and IPv6

networks

The switch should support OSPFv2 for IPv4 routing and OSPFv3 for

IPv6 routing

The switch should support Policy-based routing

The switch should support Border Gateway Protocol (BGP)

The switch should support RIPv1, RIPv2, and RIPng routing

12 Security

The switch should support Source-port filtering

The switch should support RADIUS/TACACS+

The switch should support Secure shell

The switch should support Secure Sockets Layer (SSL)

The switch should support Port security

The switch should support MAC address lockout

The switch should support Detection of malicious attacks

The switch should support Secure FTP

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The switch should support Switch management logon security

The switch should support Secure management access to deliver

secure encryption of all access methods (CLI, GUI, or MIB) through

SSHv2, SSL, and/or SNMPv3

The switch should support ICMP throttling

The switch should support Identity-driven ACL

The switch should support STP BPDU port protection

The switch should support Dynamic IP lockdown

The switch should support DHCP protection

The switch should support Dynamic ARP protection

The switch should support STP root guard

The Switch should secure management interfaces such as SNMP,

Telnet, SSH, SSL, Web, and USB at the desired level

The Switch should display a customized security policy when users

log in to the switch

The switch should support CPU protection

The switch should provide filtering based on the IP field,

source/destination IP address/subnet and source/destination TCP/UDP

port number on a per-VLAN or per-port basis

The switch should support IEEE 802.1X

The switch should support Web-based authentication

The switch should support MAC-based authentication

authenticates client with the RADIUS server based on client's MAC

address

The switch should support Concurrent authentication modes to

enables a switch port to accept up to 32 sessions of 802.1X, Web, and

MAC authentication

The switch should support Private VLAN

13 Convergence

The switch should support IP multicast snooping (data-driven IGMP)

The switch should support LLDP-MED (Media Endpoint Discovery)

The switch should support IP multicast routing including PIM sparse

and dense modes to route IP multicast traffic

The switch should support Auto VLAN configuration for voice

The switch should support RADIUS VLAN

The switch should support Local MAC Authentication to assign

attributes such as VLAN and QoS using locally configured profile

that can be a list of MAC prefixes

14 Environmental Features

Shall support IEEE 802.3az Energy-efficient Ethernet (EEE) to

reduce power consumption

Operating temperature of 0°C to 45°C

Safety and Emission standards including EN 60950; IEC 60950;

VCCI Class A; FCC Class A

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15 Warranty and Support

The below Warranty shall be offered directly from the switch OEM.

Lifetime warranty with advance replacement and next-business-day

delivery

Software upgrades/updates shall be included as part of the warranty

d) Disk-based Back-up Appliance

S

No Item Specifications

Compliance

Yes / No

Rema

rks

1 Capacity

Disk based backup appliance with native de-duplication and

compression and replication capability.

Offered device shall be offered with Minimum 34TB of

usable physical space and scalable to at-least 150TB of

usable physical space.

2 Data

Protection

Offered device capacity mentioned above should be

protected with hardware RAID-6 for dual drive failure

protection

3 Media/target

types

Offered device shall provide emulation of VTL and NAS

target like CIFS with deduplication and compression feature.

4

Backup

Acceleration

&

Deduplicatio

n feature

The offered appliance should provide backup

acceleration capability that supports offloading the

deduplication process to the media server or to the

application server itself (source-side dedupe) to increase

backup speeds and also reduce bandwidth utilization. (i.e.

the appliance should support source-side dedupe, media

server dedupe and also target based deduplication

options) that should be flexibly configurable.

All 3 dedupe modes should be simultaneously supported

on the given appliance.

5 Compatibilit

y

1. Offered Device shall integrate and utilize ICF‟s existing

tape library and tape drives. In case of issues in such

integration, the bidder will supply required brand new

tape library.

2. Offered solution will include required integration with

HPE 3PAR Storage 8200C model that is in already in use

(with 7TB of free storage space available).

6 Application

Integration

The Backup appliance should be provided with plugins to

support backup of SAP HANA databases and integrated with

Backint API for SAP HANA for application consistent

copies of HANA database to the backup appliance with the

flexibility to provide the HANA Database Administrator to

backup and restore directly from the backup appliance

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through HANA Studio or cockpit or CLI.

Proposed backup software and backup appliance should be

SAP certified for SAP HANA backups and restore.

Licenses, if any, required for the desired capability should be

provided with the backup appliance.

7 I/O

Interfaces

Appliance should have Minimum of 2 x 10Gbps Ethernet

and 2 x 8Gbps FC Ports

8

Backup

Throughput

&

Performance

The backup appliance should provide a write performance of

at least 8TB per hour in native mode (VTL) or at least 24TB

per hour and above when used in accelerated backup

environments

9 Backup

Replication

Offered device shall have integrated de-duplication license

and shall have optional support for replication to remote

location in a low bandwidth mode so that only unique – Non

Duplicated data flows to remote location.

10 Management

Should provide GUI and CLI-based management.

Should provide detailed historical & online performance and

health information about the appliance.

Should provide statistical information about space savings

and dedupe ratios of ingested data.

Should provide centralized management capability to

manage multiple appliances (at least 10 appliances) from a

single management GUI.

e) Virtualization Software

VCentre Standard Edition with 5 year support for servers specified in Sl no. 2 (SAP Application

servers)

VMware vSphere licenses also to be quoted.

f) Backup Management Solution:

ICF‟s SAP modernization project envisages physical server as well as virtualized environments. The

following capabilities are required

S

No

Specification Compliance

Yes/No

Remarks

1 Both the environments will have to be protected with policy-based backup

scheduling capability and should leverage the common disk-based backup

appliance.

2 SAP HANA data protection solution should be certified by SAP.

3 The virtualized environment, should be protected with native integration

into VMware vCenter for providing control to the administrator to flexibly

configure backup and recovery policies for the virtual environment.

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4 The backup protection for virtualized environment should provide for

datastore level, VM level as well as granular file level recovery within a

VM.

5 The solution should have the capability to define specific retention policies

for each of the backups stored on the backup appliance.

6 Proposed backup solution must have inbuilt capability to protect the backed

up disk volume from Malware

7 The offered software must support agent-less backup of virtual

environment including VMware, Hyper-V etc through integration with

their hypervisor managers.

8 The software must provide inbuilt dedupe, compression and encryption

feature to integrate with disk storage

9 Proposed solution should be able to restore deduped data from backup disk

storage even if metadata is corrupted or not available in Media Server.

10 All necessary Licenses required to implement the above capability for SAP

HANA and VMware backup to be provided.

11 The bidder has to provide a detailed compliance and also technical write-up

on how the above backup solution will address HANA and VMware

backups and restoration.

g) Server Rack

S

No

Specification

Compliance

(Yes / No) Remarks

1 Industry Standard 42U Server Rack along with required PDUs and accessories

with redundancy and of Indian standards

2 The racks should be of server OEM brand

3 The PDUs should be rated for at least 7.3KVa with integrated overload

protection and necessary output circuit breakers.

4 The rack must be lockable on all sides with unique key for each rack.

h) KVM Switch

S

No

Specification

Compliance

(Yes / No) Remarks

1 It should be rack-mountable

2 It should have a minimum of 8 ports scalable upto at least 24 ports.

3 It should support local user port for rack access.

4 The KVM switch should be SNMP enabled. . It should be operable from

remote locations

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5 It should have serial device switching capabilities

6 It should have dual power with failover and built-in surge protection

7 It should support multi-user access and collaboration

8

Number of KVM‟s proposed should cater to the estimated number of servers

/estimated racks. The design arrangement of KVM‟s should not reach to a

tangled cable arrangement

9 It should cater to standards like FCC., CE

i) Mobile Workstation

Intel Core i7 processor

32 GB DDR4-2400 SDRAM or better

128 GB SATA SSD

1 TB SATA Hard-drive

NVIDIA Quadro M1200M or similar with 4GB graphics memory

14 diagonal UHD anti-glare display

Webcam

Optical drive

Wireless LAN

At least 3 USB 3.0 ports

Windows 10 Pro Operating System

Weight not to exceed 2kg

Wireless Keyboard & Mouse

Battery life of at least 9.5 hours

Display port to HDMI adapter cable

Premium Backpack

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7.0 Functional Requirement Specifications:

7.1 General Solution Requirements

Application is required to be developed/configured as per below requirements:

System shall be designed, developed, configured and implemented as per best practices

adopted industry wide in terms of customization, optimization and reusability of codes

within and across application/Environment.

The applications should be highly parameterized and configurable to minimize the extent of

code changes in customization

Should support SOA and should be integrated with industry standard middleware

technology.

The application should be Unicode compliant with support for Hindi languages.

Should provide transaction logs and audit trails by date, time, user ID and IP address of

portal application for all functions covered within the application.

Integrated ERP System application should be integrated across module with no duplication

of data entry, rich in GUI, user friendly & capable to run on web browser and accessible via

LAN/intranet.

Cross browser testing with no client side settings on two popular browsers such as IE/

Chrome/ Firefox /Safari. It should have graphic reporting and dash board based monitoring

capability.

Should be accessible from mobile computing devices such as tablet, Smartphone and IP

based assets/equipment on a common infrastructure (like iOS, Android, Windows Mobile)

Error handling capabilities and help must be incorporated within developed application with

facility of a pop up tool tip message to alert the users on any stage for wrong/ insufficient

entry.

The applications should be optimized to use minimum usage of resources, network

bandwidth.

The proposed integrated product should be capable of supporting of security features such as

Authentication, Single Sign-On (SSO), Authorization and Integrated User management.

The proposed solution should have India Taxation built in by the OEM and not bolted on by

any 3rd party.

The proposed solution application should be HTML 5 compliant.

The proposed solution should have in-built capability to define and modify the

organizational process maps.

The proposed solution should have in-built features & functionality relevant to

manufacturing industry.

The proposed solution should have pre-built integration with Business Intelligence,

dashboards & KPIs.

The proposed solution should have pre-built integrations with different business processes/

domains & should have pre-built content capable of providing workflows.

The proposed solution should have File Life Cycle and document management capabilities.

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7.2 Functional Requirement Specifications for Production Management

PRODUCTION PLANNING (PP) MODULE

In Production Planning Module, some of the major processes/activities implemented in the

existing SAP ERP System are:

Master Data Management

Material Requirement Planning (customized)

Production Planning & Scheduling

Capacity Planning (customized)

Production Order Release

Production Control Activities Material Movements(Issue/return)

Shop Floor Execution – Activity Confirmation

The requirement at present is to migrate the existing processes/activities in SAP ECC system to

the newer S/4 HANA System. There are about 280 Z-reports, 50 Z-screens and 250 Z-tables,

which need to be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, the major areas which need to be

reviewed and implemented in SAP ERP System using SAP Standard method:

SAP Standard Material Requirement Planning

SAP Standard Capacity Planning

A.1 Function/Process Name: Material Requirement Planning (MRP) Response

A.2 Description :

At present, purchased items (requirements) for production of coaches are

calculated for arriving “Gross Requirements” based current year and next year

Production Programme, as was available in the legacy practice. In the proposed

system, the system should calculate the “Net Requirements” (tender quantity =

Net procurement quantity) apart from calculating Gross requirements in SAP

ERP System. Accordingly, the standard MRP procedure in SAP ERP System

should be implemented.

The MRP procedure should cater to procurement of raw material, semi-finished

items, finished items, supply and installation items, sub-contract items and

outsourcing items.

MRP procedure should also include things, apart from items required for

manufacturing of coaches, other items like tool room requirements, plant and

maintenance items, capital spares, non-stock items, consumable items and spare

items.

A.3 Reports:

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Gross Requirements as well as Net Requirements including detailed working

sheet for calculation of arriving quantity requirements.

Report of non-stock (S-1302) Indents.

Material Availability simulation reports for a given product mix.

Coverage/shortfall statements.

Common and Un-Common Items.

Purchase Requests are to be generated based on the effect of Production

Programme changes and also in coordination with sale order release and

changes in sale order quantity.

Late charging and advance drawl items details and summary.

Number of coaches to be made considering available stock of purchased

items.

WIP of manufacturing, sub-assemblies and Delivery Period (DP) of

purchase items (Dues).

Month wise out turn programme needs to be evolved, duly considering the

revision of production programme and already dispatched coaches,

dynamically.

Requirement of items based on month wise production programme, duly

considering the coverage of the item, as immediate, for current month and

quarterly for production targets.

List of items newly required for procurement when the production

programme changed.

Report for list of items with Demand Number having shortfall quantity for

tendering purpose.

Build wise status of Purchase items from initiation to stock on ward.

Daily Material Details Report.

Real time Stock and Dues.

Year wise consolidated report for material consumption with respect to

product variant, etc.

Follow up Material items list.

Classification items List.

Mass scheduled programme to delete unnecessary planned orders which are

being crated.

Physical stock, Book stock and RB stock report.

Report on material coverage and material to be required list, for a given

product mix with a given planning period.

Shelf Life Assignment items list.

B.1 Function/Process Name: Material Number Unification Response

B.2 Description :

Purchased items are identified by 14-digit Material Number (ULNO in ICF

which includes ward, PLNO, Unit of Measure and Category of Stores). Due

to change of ward, the material number getting duplicated and results in

same item is being identified by different material numbers. The material

numbers are also getting changed due to assignment of temporary ULNO,

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unification of PLNO by Railways. Due to the unification process, new

material numbers are assigned against the old material numbers. The

changes are to be reflected in all the areas where ever material numbers are

involved (e.g. Material Master, Bill of Materials, Purchase Request,

Purchase Orders, Production Orders, Reservations and Others SAP Module

areas, etc.)

The current practice which is being followed in SAP is to maintain outsource

percentage assignment data through quota management in Bill of Material.

The same item is identified with 2 different material numbers, one for UL

No.(Purchased item) and another for Drawing number(manufactured items).

This creates redundancy of material numbers for identifying a single

material, as arriving at actual stock becomes difficult. This redundancy

needs to be resolved. The Standard SAP industrial practice needs to be

followed and implemented.

Implementation of bar code for identification and traceability of material.

B.3 Reports:

Material Number change details and its history of those changes.

Mapping of old ULNO with new ULNO.

C.1 Function/Process Name: Capacity Planning and Scheduling: Response

C.2 Description :

At present, capacity planning reports are developed and used in SAP ERP

System based on the Annual Production Programme as it was available in

legacy system. These reports are custom developed as per ICF

Requirements. The trade-wise, shop-wise man power and capacity

requirements are arrived at based on the annual Production Programme. And

these reports do not meet the total current requirements of ICF to meet

dynamic production situations like (changes in Production Programme,

Changes in Design, changes in out-sourcing requirements, in-house/work

contract items etc.) and day-to-day working of ICF. The standard SAP ERP

capacity planning and scheduling process to be implemented.

C.3 Reports:

The reports available in SAP Standard System for meeting these capacity

requirements and utilization to be implemented to meet the dynamic

situations.

Managerial statistical reports for capacity utilization (both machine & man).

Cost and cost variation of products, assemblies, purchase items, etc.

Reports for work-in-progress status of every work Centre, product, and final

product.

System of allocation of material and Labour to be reviewed to suggest

changes to ensure concurrent and correct bookings in ERP.

ERP should be able to give the machine hour requirement and the man hour

requirement and also suggest optimum machine utilization and outsourcing

requirement. Outsourcing proposals should be initiated based on this.

D.1 Function/Process Name: Effect of Changes in Production Programme: Response

D.2 Description :

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ICF coaches are manufactured as per Annual Production Programme

(Production Demand). The annual production programme is to be captured

along month wise program details including rake matrix. Annual Production

Programme is changed often to meet dynamic production demand and

considering practical constraints/situations. Some of the materials purchased

for the previous production version may become redundant for the coaches

dropped from the earlier revision. Similarly, the items manufactured in-

house also become obsolete and non-usable for those dropped

coaches/builds. Some of the items which are under manufacturing are also

need to be stopped to avoid further obsolescence. The utility of these

purchased materials and as well as manufactured items are to be analyzed for

optimum utilization of these items. The machine utilization is also getting

affected due to these changes in Production Program. The quantity changes

in requirements of out-sourced items are also affect production resources.

Decision support system is to be provided for optimum utilization of these

resources, like material, man and machine capacity to cater to these dynamic

situations.

ERP should be able to show the impact on the material on hand due to

design change/ drop of builds from production. The authority authorizing the

production change/design change should be able to take an informed

decision and suggest alternate utilization of such materials likely to become

unusable due to such change. If no alternate use can be identified, the action

to transfer/scrap such store can be taken immediately instead of waiting for

the material to deteriorate.

D.3 Reports:

The change impact on the material which is revised due to this change in

Annual Production Programme.

Reports for the alternate utilization of such materials likely to become

unusable due to such Programme changes.

Reports for machine capacity changes due to these changes.

Reports to assess the effect of mid-year changes in Product Mix in ERP

system – in terms of pending Purchase Request (PR), PO, Material issues to

production and semi-finished items.

Report for the effect of proposed Production Program changes on the

outsourcing requirement and machine utilization as also Budget requirement

and WMS credits to be realized.

E.1 Function/Process Name: Effect of Change in Design: Response

E.2 Description :

Manufacturing process changes required are done through changes in

corresponding Routing Data maintained in SAP ERP System. Work Centre

details are also need to be modified in routing due to change in process. The

changes are to be incorporated both in Routing Master and also in already

released Production Orders (transaction data). Facility is to be developed for

Mass change of Work Centre along with Operation Code. Mass change of

Setup time, time/piece for given Drawing numbers and for entire routing.

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The Design Modification calls for changes in Bill Of Material and also in

already released Production Orders. The System should be provided to cater

to this requirement for mass changes of both master data as well as

transaction data.

SAP ERP System to show the design change impact on the material which

are revised due to this change in Design Advice. Decision support system is

to be provided to inform management the alternate utilization of such

materials likely to become unusable due to such Design changes. The

System should also indicate machine capacity changes due to these changes.

Impact of Design change of furnishing item on Shell Design and its planning

is to be generated. History of Design changes and addressing system to

facilitate choosing the desirable change based on the situation is to be

reported.

E.3 Reports:

The change impact on the material which is revised due to this change in

Designs.

Reports for the alternate utilization of such materials likely to become

unusable due to such Designs changes.

Reports for machine capacity changes due to these changes.

Reports to assess the effect of these changes in terms of pending PR, PO,

Material issues to production and semi-finished items

Report for the effect of proposed Design changes on the outsourcing

requirement and machine utilization as also Budget requirement and WMS

credits to be realized.

F.1 Function/Process Name: Integration of SAP Data with Design PLM: Response

F.2 Description :

ICF Design Department has Design PLM software, Enovia 2017 X on 3-D

Experience Platform. Additionally X-BOM XFA connecter has also been

acquired for connecting SAP ERP system. In the SAP implementation,

necessary resources and any additional software/application required from

SAP side shall be offered and necessary work has to be carried out for

integrating ICF Designs Department with SAP ERP System.

Design Bill Of Materials (BOM) are to be integrated with SAP ERP

System. Design drawings are prepared by Design department and copies of

drawings are issued to Process Planning department manually. These

drawings (soft copies) are to be attached to SAP Material master for all

requisite items. Creation of material number, Change Number creation for

revision of drawings (Engineering Change Management) is to be made in

line with design department. Mapping of ULNO with Design BOM/Design

Structure are to be enabled. Where-used-list to be made available year wise,

production programme wise.

SAP-ERP Master data and Production Order data relation needs to be

maintained

Alteration Index (Revision level) raising Issue need to be rectified. Presently

Alteration Index (Revision Level) different between “Shell drawings” and

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“Furnishing Drawings”.

Design cut-in process to be made online. Generation of product structure for

purchased items (ULNO) to be made. The material number

creation/initiation (generation of ULNO) is now done through web based

program. Non-Standard nomenclature of description of material (both short

and long description) is to be made standardized. Version history

maintenance for ULNO (purchased items).

F.3 Reports:

Design cut-in details

Design Change Advice List

Design Material Schedule

List of Design Changes/Drawing period wise, coach wise, assembly wise,

material wise

List of Design Alterations made

G.1 Function/Process Name: Sale Order & Production Order Release: Response

G.2 Description :

At present, Production Orders are released at the time of creation of Sale

Order. Supplementary Production Orders are released for the design changed

items or for trade failure items. Separate order type is to be assigned for

monitoring the trade failure items/supplementary orders. Facility is needed

to control the generation of supplementary production orders & posting of

materials for Coach Completed (CC) issued sale Orders. Facility for S1302-

indent items and details are required to be incorporated in Sale order.

Separate functional screens are to be provided for Sale Order Schedule

(Allocation) for both divisions of Shell and Furnishing Divisions. Report for

Production status and material used for coaches with serial number and type,

sale order and sale order item wise. Sale Order completion process is to be

mapped with Standard SAP ERP System. Material drawls / returns (issue to

shop floor through Progress) with respect to PO & Vendors for both supply

& Installation items. System for capturing allowed time/processed time for

supply & installation items are to be mapped. Online authorizations for sale

orders for both Shell and Furnishing Divisions.

G.3 Reports:

Sale Order Schedule Chart.

Report for planned material quantities, price and value at the time of release

of sale order.

Report for material utilization viz. cashed and un-cashed details for

production control office for effective monitoring.

Report for production material usage details with estimate details.

Report for outsourced man hour details for a given sale order.

Report for planned and booked man hour details for a given sale order.

Report for Enhanced List Of Parts(LOP)

Report for Enhanced List of Load Centers along with Machinery & Plant

Details

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Report for Enhanced Material Schedule List along with Outsourced quantity.

Report showing list of “Purchase Finished”(Outsourced) items for a given

Sale order along with delivery.

Report for Items passing through Work center and delivery to various shops.

Report for Enhanced CS13 report without considering Quota assigned, to

ascertain Per Coach Requirement (PCRT).

Report for Enhanced CS15 List with additional fields, indicating the item

applicability for Current year and Next year against displayed list of items.

Report for showing items with duplicate component sequence number in

BOM.

Consolidated Report showing Sale Order No., Production Order No,

Drawing Number, Description, Shop, Quantity, Operation No, Work Centre

No, Work Centre Description, Setup time, Allowed Time, Processed Time

for a given Sale order. Presently different reports available without

consolidation in different screens.

Report for Consolidated Shell/Coach dispatch details with so far delivered

and balance to be delivered for both Shell & Coaches against Sale order is

required also with respect to Production Programme. Similarly a provision

should be made to account for carry forward shells/coaches from current

year Production programme to next year programme.

I.1 Function/Process Name: Adequate controls in Production: Response

I.2 Description :

Single sale order release system for both Shell & coaches.

Single sale order release system for one coach type per year.

Single Sale Order for Rake(train set) formation (eg. TRAIN18)

PO-wise-UL-wise -Daily receipt of materials with details (lorry no, vendor-

qty. cost etc., balance to send etc.,)

Delivery period assigned and synchronized with production program.

Planned, confirmed, Booked, balance man hours report with different

Percentage of earnings, Sale order wise, production order wise, operation

wise, work center wise, token no wise., etc.,

Check on material drawl prior to quantity confirmation

Support for control over Rejection of material at shop floor

Minimal production loss or Work-in-Progress (WIP) carrying cost due to

stock outs with Efficient inventory monitoring

Advance appropriate alarms and alerts to nominated/ key functionaries in

case of scarcity of resources or any abnormality

Operations to be confirmed only if material is drawn.

Online Monitoring the Shop floor inventory in terms of quantity and value

(WIP) : Material drawn for production and still remaining unused on Shop

Floor, Shop manufactured items, Output of each Shop – Sub-assembly-wise

Help for production shops to plan day-to-day work

System for monitoring optimized shop floor inventory.

Provision for updating production programme /Monthly schedule in standard

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SAP.

Generating Material and Labour in ERP system according to Production

Program

Resource requirements based on Production Schedule.

Advance identification of resource constraints/Bottlenecks in SAP

Support for capacity planning based on changes in Production Program,

changes in Design, Changes in Out-sourcing requirements, Work contract

items (In house & outsourced)

Assignment of production operations to men /WorkCentre.

Tracking details of coach production - Coach History card – from shell

production to final dispatch at Furnishing to user Railway zone & Railway

Numbers.

Individual coach cost can be ascertained instead of average batch cost

currently calculated

Provision for handling warranty cases to be available for coaches already

dispatched

Traceability to men and machine with respect to coach serial number

Write back order (WBO). Transfer of materials from one Production/sale

order to another Production/Sale Order.

Coach serial number wise confirmation, material Drawl, incentive booking,

etc.

In material drawls screen– remarks field for entering some text by progress

team and same as to be shown in all report (as per long text tab in BOM,

routing, prod orders screens)

Provision for higher cost incurred on particular coach for particular Railway

in a batch order is distributed to all coaches/customers.

Batch Order Completion Certificate

Provide/issue completion certificate for the Sale Order (setting of TECO

status to Production Orders) even after the last coach has been turned out.

Control over bookings of material and Labour is to be effected after the last

coach of the sale order is dispatched

Issue Sale order, with accurate Material/Labour Bookings the Sale order

after Coach out turn.

In cost reports, there should not be variations in the material content and

Labour hours booked even for the coaches of the same build for batches

closed in the year.

Physical progress is commensurate with Financial Progress.

Provide Non-Railway customers from whom mobilization advance has been

collected.

Provision for Roll-up of cost, from lower-level to higher-level Production

Orders.

Finalizing Cost Reports – in identifying the real variances and solutions.

ERP system should be able to point out the bookings that are in variance

with the standard estimated by the design and planning and generate realistic

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cost reports.

J.1 Function/Process Name: Outsourcing: Response

J.2 Description :

At present, outsourcing/Works contracts are issued outside SAP ERP

System. Complete works contract processing cycle from contract initiation

stage to Payment process is to be done through SAP ERP System. Supply &

Installation items, Supply, Commissioning, testing items etc. are to be

mapped in SAP ERP System. Works contract/service contract are issued

either coach based or measurement based. Accordingly, facility in SAP

system should be available to effect appropriate conversion.

Production activities are outsourced to contractors for material , labour and

for both supply of material and installation of coach items. These activities

are to be mapped in SAP ERP System for proper planning, execution,

monitoring and cost accountal.

Adequate support for identifying capacity constraints and drawing up the

outsourcing plan

Outsourcing proposals are to be arrived at based on man, material and

machine capacity constraints.

Control over outsourced operations and material in static/dynamic situations

Mechanism for tracking outsourced Labour to Production Order through

ERP system.

Accurate Labour Cost (In-house + Outsourced) to be available for a given

Sale Order

Cost of outsourced Labour is taken to the Top-level Production Order after

payment

Support for arriving at material outsourcing requirements

Support for arriving at man hours to be outsourced based on activity-wise,

shop-wise shortfall of capacity (men) with reference to sale order,

Production Program(s).

All proposals of expenditure connected with Production whether material or

outsourcing supporting data to be generated from ERP.

J.3 Reports:

Report for excessive outsourcing, when sufficient manpower is available.

Report for drawl of material for outsourced activities.

Report for booking of Labour/payment for outsourced work

Report for outsourcing of Labour requirement–report to be made available

with detailed working sheet, at the time of outsourcing proposal, for

consumption of Finance Department.

K.1 INTEGRATION REQUIREMENTS WITH OTHER MODULES: Response

K.2 Coach Delivery (SD Module):

At Present, Coach Delivery is done in SAP ERP System. System is not

allowing coach Delivery for OT Booked Holidays. This issue needs to be

addressed, Coaches are delivered with “Serial Numbers”. In Coach

Delivery Screen, only balance coach delivery “Serial Numbers” are to be

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shown duly considering already delivered “Serial Numbers‟.

SAP standard coach delivery process needs to be implemented with

complete cycle.

Proper solution for Identification of coach and its production history in ERP

system.

Feedback and interaction with other railway/non-railway customers.

K.3 Reports:

Coach Outturn Statement

Coach delivery/despatch details

Daily out turn statement, Daily coach position both shell & coaches.

Allotment of EMU Rake formation and matrix

K.3 Sale Order Authorization (SD Module):

At present, sales orders are issued through SAP ERP System. Authorization

of Sale Order need to be made fully online by linking all concerned

departments right from initiation to final authorization.

Facility is to be provided to create Sale Order Schedule Tentative/Actual

based on Production Programme for both Shell & Furnishing Divisions. At

present, separate Sales Orders are released for shell and furnishing divisions.

Common sale order release for both shell and furnishing divisions are to be

mapped along with common serial number. Assignment of shell serial

number, batch quantity and release of sale orders in-line with Furnishing

installations.

K.4 Incentive System (HR Module):

Incentive System is implemented in SAP ERP System through custom

development Program under HR Module. Operations having Squad work

having more than “two squads” could not run incentive. Artisans staff

getting promotion and incentive claims for the staff is giving loss due to non-

availability of facility to claim incentive difference. Provision must be given

to pass incentive cards for final certification by SSE‟s in-charge. These

issues are to be resolved. Separate login ID for shop in-charge SSE‟s with

master control to have better control over running of incentive cards in SAP

ERP System.

Problems are faced to use job cards for major assembly items having bulk

timings. Need split-up facility to carry forward the remaining hours due to

spill over of production activities. Presently it is leading to forgo the hours

even after put on work.

Complete WMR (Workshop Managerial Report in HR Module) are to be

made available in SAP ERP System with details like claimed hours, balance

hours, unclaimed hours etc. for better control and monitoring. These reports

are to be made available in SAP ERP System.

In incentive screen- remarks field for entering some text by progress team

and same as to be shown in all report (as per long text tab in BOM, routing,

prod orders screens).

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K.5 Cost Estimate (SD Module):

At Present, Cost estimates are prepared for individual builds through SAP ERP

System. Complete estimate preparation for the annual production programme is

not available in SAP ERP System. Estimate formats are generated through PDF

format. These reports are to be developed through Excel Format. The working

sheet for calculation of arriving at allowed hours are to be provided. Additional

fields for maintaining of scrap rate in ERP system for cost estimate purpose are

to be provided. The estimates for NRCs (Non Railway Customers) and new

types of coaches are prepared manually now. ERP System should generate

complete cost estimate for these requirements. Revised Estimates are to be

generated by the system based on the material requirements of revised changes

in production programme. ERP should be capable of generating Estimates for

Material and Labour (and by extension Machine load) detail.

K.6 Sale Order Costing (CO Module):

Planned and Actual cost estimate are to be generated from SAP ERP System

for sale order and sale order item number. While releasing Production

Orders, “CSER (Cost Calculating Errors) Error is thrown out and this issue

needs to be addressed. In-house estimate for given production order number

like sale order, Paper Ticket Work Order (PTWO) orders, Spare Work

Order, Rework Order and Maintenance Work Order), Reports on Man hours

comparison between current and previous completed sale order of same type

in which, item wise, operation wise comparison required with incentive

earned percentage, Actual Sale order Cost and WGR Reports are to be made

available from SAP ERP System.

Sale Order cancelation/Short closing procedure is to be made simple.

Whenever Sale order is Short closed a mass program is required to change

all the related „Production Order‟ quantity to the short closed quantity.

Report program generating list of over drawn items (materials) for short

closed Sale Orders. SAP Program to be developed for giving „write back‟ of

over drawn materials from „short closed‟ Sale Order to current Sale Order

within the cost center (drawl shop). Facility to register „write-back‟

particulars and its retrieval in SAP ERP System is to be provided. Facility to

cancel released sale order needs to be provided. Presently this facility is not

available.

Whenever sale order is cancelled the „Serial Numbers” assigned should also

be cancelled. Because the same “serial Number” needs to be given for the

same Installation Drawing for another Sale Order. Additional Consolidated

Shell/Coach Dispatch Details with so far delivered and balance to be

delivered for both Shell and Coaches for Sale Order issued.

K.7 Systemic support required for framing Budgets (CO Module):

Production Program, BOM & Routing should form the basis for framing the

Mechanical department‟s Budget.

Budgeting for Capital Items (Plan-heads) should be based on other Programs

( Works Program, Machinery &Plant Program)

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K.8 Batch Order Comparative Statements (CO Module)

Material/Labour booking for the same build of coaches in sale order.

Physical progress/Financial progress

ERP system should provide the bookings that are at variance with Standard

estimated by Design & Planning Module and generate realistic cost Reports

K.9 Estimate/Control of Project cost (CO Module);

Mechanism for estimating project costs for competitive bidding

Estimates for Non-Railway Customers (NRCs) and new type coaches in

ERP system.

Larger projects such as Mumbai Rail Vikas Corporation (MRVC), Sri Lanka

Project spanning across multiple fiscals in ERP system (physical and

financial progress to avoid Less/Over booking).

Formation of procedure for Budget formulation and monthly physical and

financial reviews incorporated in ERP.

Change in environment viz. Market borrowing, increase in NRC component

of product mix, implementation of GST and Accural accounting.

QUALITY MANAGEMENT MODULE:

In Quality Management Module, the following major activities have already been configured and

implemented in SAP ERP System.

1. In-Process Material Inspection

2. In-Coming Material Inspection

The requirement at present is to migrate the existing processes/activities in SAP ECC system to the

newer S/4 HANA System. There are about 30 Z-reports, 30 Z-screens and 50 Z-tables, which need to

be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be

revisited are as follows:

L.1 Function/Process Name: In-process Inspection Response

L.2 In-Process Inspection with External Serial Number:

Safety items manufactured in-house are assigned with unique Serial number for

identification and traceability purpose. SAP ERP System is to be mapped to

generate serial numbers for identified major assemblies like (Roof, Under

Frame, Body Shell, etc.). At present, all the items with serial numbers are

assigned during result recording time. During Result recording, the Serial

(Unique) number failed in an Operation is being listed for Result Recording in

Subsequent operations. This process needs to be improved.

L.3 Serial Number Allotment:

Serial number attached with an Inspection lot can also be attached to other

Inspection lot for same Material Number. This process needs to be improved.

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L.4 Serial Parallel confirmation:

At present, Confirmation of operations is carried out in Parallel mode. Hence,

in Final operations complete production order quantity can be confirmed as

Yield, even when item is rejected as scrap/re-work in previous operations. This

process needs to be improved.

L.5 Result recording Process:

At present, Results for Master inspection Characteristics are noted down in a

paper in Shop Floor and then entered in the SAP ERP System. This process has

to be simplified through an Interface to eliminate Duplication of manual work

and time consumption.

L.6 Rolling Stock Certificate for Electrical Department:

Rolling Stock Certificate is prepared for each coach manufactured, which

contains Various important dimensions, Component Unique number with

Supplier details, etc. This report has to be developed in SAP ERP System.

L.7 Customer Complaints Process:

Coach Complaints are registered by user railways through Central Application

Portal (CAP). The subsequent process for customer complaints is done

manually. These customer complaints are to be linked to SAP ERP System for

better traceability and control.

L.8 REPORTS:

Vendor Performance

Vendor Performance Item-wise

Complaint Received period wise, Railway wise, Coach type-

wise, Propulsion type-wise, Status wise.

Internal/External complaint Supplier wise, Assembly wise, etc.

Manufacturing for Production Engineering and Operations:

The following requirements of ICF need to be addressed by the Contractor. Though Production

Planning Module is already implemented a thorough study need to be under taken to identify the

missing functionalities those are essential for ICF Production Process.

Model the Production Process in more detail

Detailed instructions for Production Operators

Verification that Production Process has been executed properly

Record Production Progress

Management of Bill of Materials (BOM) including Versions

Version managed Shop Floor Routings

Conversion of Engineering BOMs into Manufacturing BOMs

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PLANT MAINTENANCE MODULE:

In Plant Maintenance Module, the following major activities have already been configured and

implemented in SAP ERP System:

1. Preventive Maintenance

2. Break Down Maintenance

3. Machine Condemnation

4. Calibration Process

5. Jigs & Fixtures Maintenance

6. M&P Erection & Commissioning

7. Statutory Compliance

8. Service Station of Gas

The requirement at present is to migrate the existing processes/activities in SAP ECC system to the

newer S/4 HANA System. There are about 75 Z-reports, 40 Z-screens and 100 Z-tables, which need to

be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be

revisited are as follows:

M.1 Function/Process Name: Plant Maintenance Response

M.2 Imprest Purchase of Spares for Machines:

Spares required to clear Malfunction of Machines are purchased through

Imprest cash with the Schedule of Powers of the Officer during Emergency.

This has to be linked with the Equipment.

M.3 Reports:

List of Imprest Spares Purchased – Machine wise, Cost wise, Period

wise and Frequency wise for same items.

M.4 Maintenance Cost for Machine Maintenance cost for a Machine with respect to Labour and Spares

Consumed.

M.5 Reports:

Maintenance Cost incurred for Machine for any given period.

Comparison of Maintenance cost of Machine and Acquisition value.

M.6 Scrap sale value for Machine Condemned

Machines condemned are uprooted and handed over to Stores as Scrap and

auctioned by Stores. The Sale value of the Scrap auctioned has to flow back

to Plant Office, Equipment wise.

M.7 Reports:

Scrap sale value Machine wise and Period wise.

M.8 Linking of Incentive and Machine Downtime

Linking of Incentive to Production Staff to be linked with Machine down

Time (e.g. Breakdown, Preventive etc.)

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M.9 Reports:

Incentive claimed during Machine Downtime

Breakdown Analysis with respect to Machine availability % / Utility %

in day to day basis (incremental).

M.10 Machine Idle with respect to Factory Work Hours

Currently, Machine Idle Time is calculated on 24 Hour basis including

Holidays (Sundays and National Holidays). It should be calculated based on

the Factory working hours and Calendar. Idle time should also be calculated

based on Staff booking on Holidays with respect to that Machine and

Incentive period (e.g. 22nd

Jan to 23rd

Feb). Capacity Planning of Machine

available for Production to be calculated excluding Preventive Maintenance

Activity time.

M.11 Reports:

Breakdown/Preventive Maintenance duration hour with respect to ICF

Shift timing and Holidays.

Machine Idle Time with respect to Incentive period.

M&P asset utilization and efficiency analysis.

Machine accident reports

M.12 Project Office works

Project Office is involved in collecting Proposals from various departments

for Procurement of Machines, activities involved in the process of

Procurement, Installation and Payment Certification to Vendor. Supporting

documents for proposing M&P proposals in the current year works,

machinery and Rolling stock Programme and for the proposed capacity

augmentation of Steel bodied coaches “Complete Switch Over Project”

(CSP-III) are to be generated from ERP System.

M.13 Reports:

Joint Inventory report for New Machines and Spare Posting.

List of Spares received along with New Machine.

M.14 Codal Life of Machine

At present, Codal life of Machine is calculated manually based on Railway

Board Orders in terms of Years. In SAP ERP System this should be

incorporated in terms of Years and Usage.

M.15 Reports:

Machine availability beyond Codal life.

M.16 Refurbishment Process of Machine

Refurbishment Process of Machines to be incorporated in SAP ERP System.

M.17 Reports:

Machine Refurbishment cost with increase in Machine Value with

respect to Depreciation.

M.18 Works Contract /AMC/CAMC work for Maintenance activity of

Machines

Machines are given maintenance contract work to outsiders. These contract

work process are done manually outside SAP ERP System. This needs to be

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implemented in SAP ERP System from Preparation of Note to Bill

certification by Accounts Department. Tender documentation, Tender

floating, Tender formats, Notifications, estimates, tabulations, Completion

Certificate (CC) bills, Financial Expenditure Statement (FES), final bills,

etc. are to be incorporated in SAP ERP System.

M.19 Reports:

List of Contracts issued (a) Period wise (b) Work wise (c) Value Wise

(d) Vendor wise

Work in Progress of the Contracts Issued.

Pending status with respect to Bill Certification.

M.20 Process of Material Gate Pass

Process of Material Gate Pass, Returnable/Non-Returnable item are to be

implemented and streamlined with security office through SAP ERP System.

Alert should be raised for Returnable items before and after due date.

M.21 Reports:

Gate Pass issued for Returnable/Non-Returnable item period wise.

Report on items not returned within the due date.

M.22 Process of Permits

Permits are issued to (a) Contract workers to carry out Maintenance

activities for Machines, (b) Electrical staff (ICF) to carry out various

activities. Process of Issuing permit, Track permit to be Implemented and

Streamlined with Security office through SAP ERP System. Alert should be

when work is not completed within the Contract period and Provision to

extend the Contract.

M.23 Reports:

Permits issued (a) Period wise (b) Work wise (c) Contractor wise

M.24 Processing of Non-Stock Indents (S-1302)

At present, Non-stock Spare Indents are generated outside SAP ERP System

for Machines, Cranes and Road Transport (RT) Vehicles. Other items like

general requirement stationery, lightings and ventilations, power cables HT,

switch gears, etc. are done manually. All these non-stock items are to be

processed through SAP ERP System.

M.25 Reports:

List of Non-Stock items purchased (a) Period wise (b) Inventory wise (c)

Cost wise (d) Supplier wise

M.26 Break Down of Jigs and Fixtures

System to be developed to capture Jig/Fixtures Repair/Maintenance work

carried over each Jig/Fixtures. Material/Labour cost should also be

calculated with respect to each Jig/Fixtures

M.27 Reports:

Duration of Repair/Maintenance with respect to Factory Calendar and

Working Hours and Maintenance cost Jig/Fixtures.

Spares consumed during Maintenance.

Labour hours utilized

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Maintenance cost w.r.t Spares and Labour

M.28 Inter Shop Order (ISO) for Non Inventory Items

Inter Shop Order are released to other shops in order to manufacture parts

for Non-inventoried items (e.g. Trolley, Ladder)

M.29 Reports:

Inter shop order released period wise with Status.

Spares consumed in the process of manufacturing.

M.30 Condemnation of Machines and Spares

Machine Condemnation process to be implemented in SAP ERP System. A

present, Notification is raised for Condemnation proposed machines and

authorization from respective departments are done manually through Paper.

This process has to be eliminated by integrating Production, Electrical and

Stores department in SAP ERP System.

M.31 Reports:

Condemnation status of Machines.

Stores Handing over report.

M.32 Spares Management:

Traceability of Spares received from Stores till consumption.

M.33 Reports:

Spares Procured/Withdrawn Machine wise, period wise.

Material availability and consumption pattern.

Spares forecasting and spares management.

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7.3 Functional Requirement Specifications for Materials Management

Introduction:

Inventory Module

Inventory Module under Material Management has been implemented and went live during Feb-2012

covering following sub-functions.

Material Master

Material Receipts & Issues

Consumption Based Planning

Guarantee Clause Rejection (GCR)

Sub-Contracting

Local Purchase

Ledger Processing

Material Scrap

Scrap Sale Issues

Stock Verification

Continuous development/enhancements have been done over the period of time of which some of the

development is not done as Standard Process. These Z-developments are to be identified and effort

needs to be taken to address all these in Standard Process.

Online work flow process has been developed using Z-Process/Table and are brought out in the scope

of this document.

Purchase Module

Purchase Module has not implemented in SAP-ERP and an in-house developed system using PHP and

Oracle is in place. Interface between SAP-Inventory Module and Purchase system has been developed

for interchange of data. The scope of Purchase Module is available as part of the tender document.

Most efforts have to be made by the Contractor to map these requirements to standard SAP ERP

system in due consultation with OEM. The requirements which could not be made within SAP ERP

need to be met by Development within ERP or in the Web Portal proposed as part of the main scope of

work in mutual agreement with ICF.

A number of Developments/Project specific changes within SAP ERP were resorted to in the earlier

project. All such objects have to be suitably reviewed for using SAP standard features so that a „Ready

to Upgrade‟ version of SAP System is achieved.

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The following General & common requirements need be kept in mind while designing the entire

system:

All sub-Systems of Material Management should provide for sending SMS / e-mail to vendors

and consignee.

Generating various statements / reports / MIS as required by the appropriate authorities duly

interlinking / interconnecting the various sub-systems.

Provide for an internal auditing mechanism to check whether all the data across the various sub-

systems are in synchronization.

Should check for data-inconsistencies, data-redundancies and report at the earliest opportunity

for rectification.

Support uploading of Applications as softcopy format and also provide on-line application form

on portal.

Date and time stamp all changes in the database, enabling data availability on 'as on date/ time'

basis, history of any change should be maintained & can be recovered.

Update the data through work flow on real time and on‐line basis with maker ‐ checker‐

approver concept implemented.

Send system generated alerts on real time to vendors and consignees as and when required

during workflow.

Define various work-flows of sections, department, officers etc.

Track the position of Purchase Order, Material Receipts and bills payment

Generate alerts for the pending approval on various work flow process.

Integrate tightly with the other modules.

Integrate with the Business analytical tool.

Integrate with Railway Portals viz., IMMS, IREPS, GeM Portal

Purchase Module Detailed Scope:

A. Unified List Number (UL No) Response

A.1 Function /Process Name : New UL creation (Material Number)

A.1.2 New material code are being created whenever there is design changes

and changes in the specification of existing material when there is

financial impact. Workflow is to be introduced in SAP incorporating

various approval processes. The process of material code creation

consists of three parts.

Stocking Application Part- I: proposal initiated by Design and

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forward to MPO for approval. After approval, it is sent to NL section

for registering

Stocking Application Part-II: certification by Stores Depot for

alternate material

Stocking Application Part-III: Generation of new material number

and advice to all stake holders.

A.2 Function /Process Name : UL Modification

A.2.1 UL may be modified if there is a change in the production program which

calls for changes in drawing, specification or description of the item.

A.3 UL Deletion

Material number deletion is advised from Stores Depot and deleted after

due checking of nil Stock and Dues.

A.4 Reports

1. CWE authorized Stocking applications

2. Note for approval

3. Part-III online note for newly created Uls

4. Stocking application status report

5. UL List

6. PL List

7. UL mapping list with long description

8. Mapping details for multiple UL

9. UL list and its stock

10. UL list and mapped PL

11. List of Uls created between 2 dates

12. UL modification history

13. PL modification history

14. UL addition history

15. Withdrawn stocking applications report

16. Description and special conditions for a particular PL

17. PL description for PLs modified during a given period

18. PL description for a list of ULS given in text file

B. Demand Registration And Management

B.1 Function /Process Name : Demand Registration

The following Demands are registered for initiating purchase action from

various Departments

Demands Registered against PR (Purchase Request) generated from

SAP MRP based on the annual production program for stocked Items.

Demands registered against AES (generated in SAP for stock items

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based on the previous consumption pattern)

Demands registered against Manual indents for non-stock items used

for production, non-production and M&P purposes. A workflow to be

introduced covering various approval process based on SOP.

Demands registered against Emergency Manual PRs (PCMM level)

B.2 Function /Process Name : Demand Management

B.2.1 The following activities are performed on Demands before imitating

purchase action

Demand Modification: Provision to change demand quantity as per

requirement based on production program and stock and Dues.

Closure of demand: Provision to close demands based on stock and

dues report.

Demand re-open: Provision to re-open closed demands based on

production program and stock and Dues

Clubbing of demand: Provision to club demands of same item if

required for both Shell and Fur.

De-clubbing of demand: De – Clubbing of demands is done if demands

are clubbed erroneously.

B.3 Reports

1. Status wise Demand Summary for given Production Program,

Exclusive/Inclusive Items, SOP

Stocked items (With drilled down option to view details)

Non- stock items (With drilled down option to view details)

ALL (With drilled down option to view details)

Date wise Demand generated for the last 30 days

2. Age wise Pending Demands Summary

Main Page

Details Page

Age wise

Officer Wise

Summary

3. History of Demand

4. Demands for the holdup List

5. Procurement details

Stock

Non - Stock

6. UL description for PR

7. Review & Coverage With PO Details(For Multiple UL)

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8. Pending demands level wise

9. Demand Not Created For PR Generated

Due to Excess Qty

Demand Not Created For PR Generated Under Temp. UL

Number

10. Ward stock for AES Items

11. Indent Statement for Shell and Furnishing

12. Section wise AES pending Report

13. Quarterly statement of POs

All

Open Po

Completed

14. Demand statistics

15. Uncovered Demands Report

16. Section wise demand summary

17. MOP Report

Summary

Detailed view

Officer‟s Coverage Report

18. Purchase Proposal

Stock

Non Stock

AES

19. Demand Register

For given Demand No - Demand No wise

For given Material - Material wise

Clubbed Demands.

20. Closed Demands No Action Taken

C. Tender Creation And Management

C.1 Function /Process Name: Preparation of Purchase Proposal

C.1.1 A proposal for purchase is prepared for each demand (Purchase

Request/Indents). A workflow to be introduced for approval process

based on SOP.

C.2 Function /Process Name: Tender Creation

C.2.1 After approval of purchase proposal by competent authority, the tender is

created in the system and it is downloaded in the prescribed format (text)

for uploading to IREPS with all the relevant documents.

C.3 Function /Process Name: Tender Publishing –IREPS/Newspaper

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C.3.1 Tender section downloads the tender details like tender number, tender

publication date and description of the item for publication in newspaper.

Tenders for publication are given twice a week. Only open tenders are

published in newspapers. The same details are published in ICF internet

site also.

Tender Creation is being done in the existing local system, tender

processing till tender finalization is being done in IREPS. A text file as

required by IREPS is generated in the local system and uploaded to

IREPS manually.

In the proposed system, the tender processing will continue to be in

IREPS and necessary interface needs to be created between SAP &

IREPS to transfer data eliminating manual intervention

The system work flow process may vary for different types of tender.

When tender is created, the drawings and specification attached with the

respective PR to transfer to ICF Vendor Portal so that Vendors will

download the documents from the portal.

C.4 Function /Process Name : Tender Modification-

corrigendum/Addendum

C.4.1 Any modification to the tender includes changes in addition/deletion of

probable suppliers, quantity change, description change, condition change

and opening date (advancement or postpone), add, modify and removal of

special conditions etc.

All the changes with respect to the tender before opening should reflect in

IREPS through interface.

C.5 Function /Process Name : Tender Management

C.5.1 Clubbing of Tender: Clubbing or merging of tender implies, Clubbing

of multiple tenders with different or similar items or items of same trade

group in to one tender.

Drop tender after opening of tender: Tender might be dropped after

opening and tendering may not be resorted to.

Cancellation of tender : Tenders can be cancelled after uploading to

IREPS and in draft stage but before publishing in newspapers

Re-opening of Tender: Tenders that are closed before publishing can be

Re-opened.

Re- Tender: Re-tender is created under following circumstances. No

offer/single offer, Change in description/Clause, Rate on higher side or

Change in tender type. Previous supplier/Approved source has not

quoted.

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C.6 Reports :

1. Standard Report to view all Tender details

2. Tender Details for Given Month Year

2.1. Tender Type Wise with drill down to view detail

2.2. Purchase section wise with drill down to view details

2.3. Purchase Officer Wise with drill down to view details

2.4. Age wise

3. Checklist for tender

3.1. Stock

3.2. Non Stock

4. Tender Enclosure

4.1. Stock

4.2. Non Stock

5. Tender enquiry with vendor address

6. Report to download Tender Drawings & specification

7. Age wise Pending Tenders

8. Tender status officer wise(OT)-Drilldown Report

9. Part of MOP Report displaying finalized Tenders type wise

D. Purchase order creation and management.

D.1 Function /Process Name : Acceptance of tender

D.1.1 The details of tender acceptance are downloaded from IREPS and entered

in the system for creation of Draft PO. (An interface needs to be

developed to transfer data from IREPS to SAP)

D.2 Function /Process Name :Draft Purchase order

D.2.1 Draft Purchase order is to be created as per details of acceptance of

tender.

D.3 Function /Process Name : Letter of Acceptance

D.3.1 The purpose of issuing LOA is to assure the firm that order is confirmed

and to start preparatory work in order to avoid unnecessary delay in

supplying the material when there is a delay in issuing PO.

D.4 Function /Process Name :Counter offer

D.4.1 In case of deviation of conditions from offer submitted by the firm,

counter offer will be issued as per tender committee recommendation.

D.5 Function /Process Name: Accounts vetting of PO

D.5.1 Draft POs are sent for Accounts vetting based on tender value as per

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SOP. Electronic copy of stores vetted PO is made for Accounts viewing

after stores vetting and they verify it with the hard copy received for any

deviation and if found correct accounts vetting serial number is given.

Separate accounts vetting serial numbers is generated for draft POs of

shell and furnishing divisions.

D.6 Function /Process Name: Types of Purchase order

D.6.1 Following are the different PO generated based on the requirement

1. Regular order

2. Time preference order.

3. Developmental Order(within and outside ICF requirement)

4. Formal Order

5. Risk Purchase Order

6. Supply order against rate contract

7. Other Railway Order

8. Import Order

9. Railway Board Contract

POs are printed in A4 sheets in multiple copies.(8 or less) .Unsigned

soft copy is available in the system. Format of Final print differs for some

types of Purchase order.

Digitally signed Purchase Order has to be generated in the proposed

system to internal users and also made available in vendor portal.

D.7 Function /Process Name: Terms and conditions in the PO

D.7.1 The terms and conditions is mentioned in the PO are as per

Terms and conditions accepted by the tender accepting authority.

Terms and conditions specified in the tender

Terms and conditions specified in the offer

Special terms and conditions specific to the item/ tender.

D.8 Function /Process Name : Issue of PO for Global tenders

D.8.1 PO is signed and issued after endorsing the PO number with Global PO

terms and conditions. Additional PO copies to be sent to Indian agent of

the foreign firm and shipping and clearance agency and inspection agency

viz Railway advisors/Embassy and insurance agency.

D.9 Function /Process Name : Post PO Activities for Import

D.9.1 Air freighting proposal

Note for finance concurrence

Amendment to PO with respect to quantity to be airlifted.

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Any other modifications to PO

All the post PO corresponding document are digitally signed by

respective Officers as per the SOP and transferred to Vendor Portal and

also made available to internal users

D.10 Reports :

1. Standard Report to view all Purchase details

1.1. Stocked Item

1.2. Non Stock Item

1.3. AES Items

1.4. Safety Item

1.5. Non Safety Item

2. Open Purchase order details

2.1. Excess/Shortfall Item comparing Stock and dues statement

2.2. Stocked/AES/Non-Stocked Item

2.3. Safety/Non-Safety Item

3. Purchase Order History

3.1. All the Details with respect to purchase order - PO Qty, Value,

Schedule date, Amendments and other Correspondence.

3.2. PO Copy

3.3. Amendment Copy

4. List of Pending Counter offer

5. List Of Pending Draft Purchase Order

6. List of Purchase Order Text - PR Text

7. List of Contracts

8. List Of Cancelled POs

9. List Of Amended PO

10. List of safety and Non safety Items

11. List of Option clause Exercised POs

12. List of Changes in PO

12.1. With respect to PO

12.2. Changes to all PO for given date

13. Letter Of Acceptance

14. Counter Offer

15. Draft Purchase Order

15.1. Regular PO

15.2. Supply Order

15.3. Railway board

15.4. Other Railway

15.5. Global Order

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15.6. Indigenous Order

16. Final purchase Order

16.1. Regular PO

16.2. Supply Order

16.3. Railway board

16.4. Other Railway

16.5. Global Order

16.6. Indigenous Order

E Post Purchase order activities

E.1 Post purchase order activities include modifications to POs, cancellation

of POs, Re-instatement of POs and other correspondence that takes place

between the supplier and ICF and inter departmental communication with

respect to purchase orders

E.2 Function /Process Name : Issue of Purchase order to vendor

E.2.1 After approval of competent authority and vetting of finance the

final PO is released by the system duly authorized by concerned officer as

per SOP and PO in PDF format is sent to vendor by dispatch.

In the proposed System, the purchase order are to digitally signed

and sent to vendor through e-mail and also made available in vendor

portal.

E.3 Function /Process name : Modifications to PO

E.3.1 Amendments are to be processed on request from firm, indenter or in

case of error in issue of PO. If there is an amendment to purchase order, a

letter (Modification to PO) with modification serial number is printed

indicating the existing condition and revised conditions clearly with

clause and condition of the contract and connected repercussions and sent

to concerned parties. All amendments should be tracked with their serial

numbers in the system. Modifications are mainly issued to the following

terms and conditions of the PO.

Quantity Amendment

Description Amendment

Inspection Amendment

DP Amendment(Delivery Period)

Delivery terms and conditions

Payment terms and conditions

Before generating Final Amendment to Purchase Order, a draft

Amendment may be generated for approval process based on the SOP as

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being done for the Purchase Orders.

(All terms, clauses and conditions of Purchase order are subjected to

modification if required)

E.4 Function/Process name :Other PO correspondence

E.4.1 Refund advice for Security Deposit /EMD

Invoking of Option clause +/- 30%

Loss / Inconvenience Letter

Stop supply notice to firm

Covering Letter for Pay order

Cheque Forwarding Memo for advance payment (100%) by Cheque

Issue of Risk Purchase Notice

Risk purchase tender notice to defaulter

Risk purchase recovery advice

Lower Offer Letter for Purchase order

Information to approving authority regarding Defaulting firm

Risk Purchase Demand Notice

Reminder for Security Deposit/performance guarantee

Reminder to Firm for arranging supply

Delivery Period extension advice

All the PO Correspondence to be sent to Vendor and consignee are

should be digitally signed and made available in online

System/vendor portal

E.5 Function /Process name : Purchase Order Cancellation Letter

E.5.1 A cancellation letter is used when the purchase order is cancelled. The

type of purchase order cancellation are:

Cancellation of full quantity

Cancellation of part quantity

Short closing

E.6 Function /Process name: Reinstatement of PO.

E.6.1 Cancelled PO may be reinstated due to following reasons.

Erroneous cancellation of PO

Change in requirement after cancellation of PO

Reinstatement of purchase order is done in cases where items have

been received from the supplier before date of cancellation and

accepted subsequentely.

E.7 Function /Process name: receipt/return of certificates on successful

completion of PO.

http://10.53.4.12:8081/purc/purcChqFwdingMemo.php

http://10.53.4.12:8081/purc/purcRiskPurchaseNotice.php

http://10.53.4.12:8081/purc/purcLowerOfferLr.php

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E.7.1 Issue of sales tax certificate to the firm

No due and no claim certificate for refund of SD/BG

E.8 Reports :

1. Stock & Dues Statement

2. Funds Register

3. Review and coverage

4. Reminder Letter

5. Delivery due date extension Letter(with DC)

6. Regular PO

7. Global PO

8. All Amendments such as UL change, Vendor change, Qty , inspection

term, Delivery period, Commercial Parameters, other terms and

conditions.

9. PO Cancellation

10. PO Reinstatement

11. PO Register-stock

12. PO Register-Non stock

13. EMD Register

14. RP Register

15. Issue of RP Notice

16. RP Demand Notice

17. RP amount recovery list

18. List of RP notice issued Pos

19. List Of RP Action Pending Cases(With Extended DP)

20. RP Intimation Letter

21. Security Deposit Remittance

22. Security Deposit refund Advice

23. EMD Remittance

24. EMD Refund Advice

25. Proforma for provisional Extension(note for approval)

26. L-Note/Proposal(Note for short closing PO or otherwise)

27. Note for Option Clause (plus or minus 30%)

28. List of POs with Option Clause

29. PR Acceptance

30. PR Advice

31. Pay Order Forwarding Letter

32. Cheque Forwarding Memo

33. Lower Offer Letter

34. Sales Tax Certificate

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35. Offer Validity Extension

36. Calling Letter for Suppliers

G Improvements in Inventory Module (SAP)

G.1 Improvement

Inventory module implemented as part of ERP Phase 1 project along with

PP, PM, QM, HR-Payroll and CO. since, the Purchase System is

maintained outside SAP and an interface has been developed to transfer

the data between the systems. Improvements have been suggested in the

existing inventory module for better and effective use of the system.

G.1.1 Material Valuation

There are two location for material receipt in ICF one RB (Receipt

Branch) and the other is the Stocking Ward where material is actually

stocked and issued to production. The material received and accepted in

Receipt Branch after necessary inspection as per the Purchase Order

specification. On acceptance of material Receipt Note (RN) is generated

and the material along with RN is handed over to the stocking ward.

As per the Stores Code procedure the material should be valuated and

taken in to stock for inventory maintenance whereas in the current SAP

configuration the material is valuated and accounted at RB itself during

acceptance of material. These configuration needs to be changed as per

the Store code procedure and corresponding reports also to be revisited.

The Legacy System is being maintained to generate report as per the

Stores code procedure which needs to be eliminated.

G.1.2 Online Receipt Note

After acceptance of material RN (Receipt Note) is generated and printed

in five copies. The Receipt Note after generating RO Number in ward is

physically signed and sent to Vendor, Account and Stores Department.

This needs to be made online using digital certificate. The digitally signed

RN is transferred to Vendor portal

G.1.3 Online PPRC (Provisional Physical Receipt Certificate)

The PPRC for advance payment is generated and manually signed and

sent to Accounts for Bills processing, this needs to be made online using

digital certificate.

G.1.4 AES (Annual Estimate Sheet) Online

AES are being generated in SAP and sent to Stores Purchase for initiating

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Procurement action through online with various approval process. A work

flow to be introduced.

AES are being generated manually for each items, system change is

required for generation AES for bulk items.

G.1.5 ABC Categorization :

Categorization of material are being done at the beginning of every

financial year to classify the material based on the consumption pattern

for effective monitoring of inventory.

G.1.6 Rework on Guarantee Clause Rejection

The GCR process, the Purchase Order gets opened when the material is

taken into stocking ward. This process needs to be reconfigure so as to

open the Purchase Order only when the vendor agrees after the joint

inspection and take back the material for resupply.

The Rejection Note and Minus Receipt Note (RN)

G.1.7 Sub-Contracting of Material

Stocked Material are issued to vendors for fabrication and finished

product is received and taken into stock. In current configuration, there is

no link between material issued and material received as these are in

different material code. Z-development have been done to link the

material manually.

This process is to be covered under standard process.

H Online applications

H.1 Non-Moving items

Non-moving item list is generated every month based on the last issue

data. On line workflow process to be developed to monitor and effective

utilization of non-moving item. If decided that the material is no more

required, then disposal of the material is to be initiated.

H.1.1 Reports:

1. List of items that can be used

2. List of items that cannot be used

3. List of items that can be used with modifications

4. Value of non-moving items

5. Item wise report with remarks from different departments

6. Wherever part quantity is disposed either through drawal by

production shops, other railway sale etc, it will be highlighted for

better management.

7. Accretion and clearance of Non-Moving Items.

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H.2 Stores on-line Meeting

Online web portal is available for reviewing critical items required for

production based on the production schedule. The material are reviewed

weekly separately for Mechanical and Electrical items.

Reports:

Stock Summary (Material available in various locations viz., RB,

Ward and Shop Floor)

Summary of hold items

G Vendor Portal

Purchase System in ICF is developed and implemented by IT Center. In

view to have enhanced feature in the System and better supplier

relationship, an ICF VENDOR PORTAL have been developed and

implemented. This portal act as a platform of interaction between

Vendors and ICF and further help in maintaining transparency and

integrity at a higher level. The following are the functionalities of the

Vendor portal.

New vendor registration

Allotment of Vendor code

Online application for capacity assessment (Design Vedors)

View status of their registration.

Vendors can enter their dispatch details.

Registered vendors can view their

o Purchase order details

o Supply status

o Bill status

o Recovery particulars

Design vendor directory(Mechanical & Electrical)

Vendor codes generated in Vendor portal are transferred to SAP through

an interface.

Request for Purchase Order Changes are being physically sent to the

respective Purchase Sections of Stores Department for approval and issue

of Amendment. This process needs to be changed so that vendor can

upload digitally signed document instead of sending physical copies.

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7.4 Functional Requirement Specifications for Human Capital Management

Introduction:

Payroll portion of SAP HCM module is already implemented in ICF and the system went live in

January 2013. Salary bills and related documents are drawn from SAP ERP Only. In order to draw

payroll the following sub modules were configured to the extent that is required for running Payroll:

Organization Management (OM)

Personnel Administration (PA)

Time management (PT)

Payroll (PY)

A departmental computer system runs at Personnel Branch which caters to Personnel Management

functions of ICF, other than Payroll. Master/Transaction data required for Payroll are transferred to SAP

ERP system using manual LSMW uploads. However transaction data for Workshop staff are directly

updated to SAP ERP transaction codes by Time offices located within Factory premises.

The Functional scope of work for HCM, contains the following two components:

Implementation of Personnel Management functions in SAP ERP/Web based system

Improvements to be carried out in the existing implemented area.

Most efforts have to be made by the Contractor to map these requirements to standard SAP ERP system

in due consultation with OEM. The requirements which could not be made within SAP ERP need to be

met by Development within ERP or in the Web Portal proposed as part of the main scope of work in

mutual agreement with ICF.

A number of Developments/Project specific changes within SAP ERP were resorted to in the earlier

project. All such objects have to be suitably reviewed for using SAP standard features so that a „Ready

to Upgrade‟ version of SAP System is achieved.


system:

All sub-Systems of Personnel Management should provide for sending SMS / e-mail to

employees and to various stake holders.


interlinking / interconnecting the various sub-systems of Personnel Management.

Provide for an internal auditing mechanism to check whether all the data across the various sub-

systems of Personnel Management are in synchronization.


for rectification.

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Support uploading of Applications as softcopy format and also provide on-line application form

on portal.





Maintain and generate report monitoring of inspections of personnel officers of Railways.

Send system generated alerts on real time to employees/different sections as and when required

during workflow.

Upload employee certificates, medical certificates, documents, documents of dependents on

ERP/ESS


Provision for having templates on different forms of official communication including

orders, Notification, Circulars, GRs, application formats, standard sanction orders.

Provision for adding and integrating more templates in future depending on the task.

Track the position of the workflow (where it is pending)‐ diagrammatically, with/

without showing the contents, as the case may be

To route the item to an authority that is not part of the workflow to which it can be referred.

(Only one level up or down in reporting).

Generate alerts if a matter is pending with an authority for long time.

Maintain and filter rules and eligibilities based on grade pay/employee id etc. (as specified by

organization or Rly. Board).

Integrate tightly with the Financial Accounting to handle vetting, post payroll activities like

cheque printing, Electronic Clearing System (ECS), etc.

Integrate with the Materials Management to track assets provided to the employees from time to

time

Integrate with the Business analytical tool.

Integrate with Rates Branch System (rbs.indianrail.gov.in) website for train routes and break

journey check with PASS/PTO.

Maintenance of Right to Information Act related details.

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Implementation of Personnel Management functions in SAP ERP/Web based system

A. Organizational Structure Response

A.1 Function/Process Name : Organizational Structure

A.2 Description :

Definition of locations, departments, categories of employees

(clerical, technical, Gazetted), grades to set as many salary

scales & grade pay as necessary (Grades A, B, C and D),

designations including gazetted and non-gazetted officer

categories

Definition of Various Groups viz., Gazetted, Non Gazetted &

others.

Definition and maintenance of organization hierarchy,

positions, persons, reporting structures & functional structure.

Definition of job clusters with descriptions and hierarchies.

Compilation of employee numbers by grade / function / role/

designation/ level at any given time.

Multiple assignments to permit dotted line reporting and

payment in multiple currencies to support foreign deputation

for training and other purposes.

Definition of organizational structures (positions) and

multiple reporting relationships and integrate with the

respective employee data.

Define a post or position and generate reports of permanent

post, ad‐hoc post, temporary post, up to certain time post, Ex

cadre post etc.

Provide „Drag and Drop‟ or alike feature for recording

changes in the organizational structure (repositioning/redefining

the control structure).

Restrict making changes in the Organization Structure to

authorized persons only i.e. User authorization & validation

process.

Maintain and display all types of rules/parameters of every

section/activities for e.g. leave rules, PASS/PTO rules, advance

rules, transfer rules, housing rules, settlement rules, NOC

,income tax rules etc. as per user defined criteria

Restrict making changes in the rules/parameters to

authorized persons only i.e. User authorization & validation

process.

Seek confirmation after every change made in the structure,

changes to be made permanent only on authentication by the

competent administrative authority.

Change/restore/rollback changes to a previous (given) date and

report inconsistencies.

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Define different types of sanctioning authorities for Leave ,

loan , advance etc.

Generate tree structure giving details of all role holders

and reporting employees (defining reporting and reviewing

relationship).

Tightly integrate administrative power / Schedule of Powers

definitions to work flows and

approvals/forwarding/recommendation/sanction.

Retention of history of any changes to the organization

structure.

Bring in multiple authority definitions to provide appropriate

authorizations for the process integrations such as Reporting,

Reviewing and Accepting authority (For APARs),Disciplinary,

Appellate Authorities, Nomination ,Enquiry Officer (for

D&AR rules), Administrative hierarchy for capturing the

organ-gram and reporting structure (Line relationship),

submitting, forwarding, consulting, approving authority

(Decision making process).

Process of updating organization structure as a result of

creation/ surrender of posts etc.

Provide for linkage between posts and employees.

Maintain multiple reporting lines within the organisation

structure.

Maintain sanctioned and actual strength in the system.

Definition of posts as permanent, casual, temporary and work

charged or supernumerary.

Support workflow for online post creation and extension of

permanent/ temporary/ supernumerary post/ work charged

posts.

Support automatic updation of sanctioned strength as a result of

creation/ extension of permanent/ temporary/ supernumerary

post/ work charged posts.

Support definition of administrative powers with HOER and

medical classification attached to the positions and integration

with work flows.

Define administrative powers/ Schedule of Powers for

organizational unit‟s position‐wise/person‐wise.

Track the history of the position (e.g. former employees in

position).

User authorization & validation process to Restrict changes in

the Organization Structure.

Workflow for online post creation and extension of permanent/

temporary/ supernumerary post/ work charged posts.

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A.3 Reports :

Generate reports of permanent post, ad‐hoc post, temporary

post, up to certain time post, Ex cadre post etc.

Generate tree structure giving details of all role holders and

reporting employees (defining reporting and reviewing

relationship).

B. Man Power Planning Response

B.1 Function/Process Name: Man Power Planning

B.2 Description :

Provide for workflows for online surrender/ transfer of posts

and approvals.

Support maintenance of surplus bank and verification of

calculation done for post creation/ extension.

Provide for job analysis proposal and approval workflow.

Update salary amounts for each classification and level/bracket.

Assign multiple employees to a single position (job sharing).

Assign a single employee to a multiple positions (dual charge).

Track filled and vacant positions.

Support automatic updation of actual strength as a result of

recruitment, promotion, transfer, retirement and death of an

employee, in the Book of sanction across the hierarchy.

Provide for roles and responsibilities for all posts to be defined

in the system.

Support defining of minimum qualification, medical

classification, age requirements for all posts.

Calculate number of vacancies/ surplus posts.

Maintenance of quota requirements for communities and mode

of recruitment.

Maintain promotion details of reserved categories and vacancy

details in the system.

Generate details of surplus staff arising that can be redeployed.

Integrate manpower planning module with recruitment,

promotions and transfers module.

Support definition of safety and non safety posts to allow

different rules for their creation and surrender.

Support linkage with unique ID of each post in a unit.

Maintenance of vacancy bank register , pool of surrendered

posts etc.

Provide for review under Rule 1802/1803 of IREC Vol.II

Generate all prescribed forms for review containing updated

data from Leave module, Annual Performance Appraisal

Report (APAR) module etc

Provide interface for the controlling officer to give their

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performance report online.

Interface with Production Planning module for capacity

calculation

B.3 Reports :

Generate report on sanctioned strength zone wise/ department

wise/ unit wise/ category wise/ cadre wise/ community wise

Generate report on actual strength zone wise/ department wise/

unit wise/ category wise/ cadre wise/ community wise.

Generate report on number of vacancies and surplus zone wise/

department wise/ unit wise/ function wise/ category wise/ cadre

wise/ source of recruitment wise/ community wise.

Generate employee turnover report location wise, department

wise, category wise etc.

Generating various reports as required by Railway Board from

time-to-time like A40, mpp1, mpp2, mpp3, mpp4 & similar

statements.

Generate report of list of staff who are due for review under

Rule 1802/1803 in each quarter.

C. Recruitment Response

C.1 Function/Process Name: Recruitment Management

C.2 Description :

Preparation of Indent for RRB, RRC and GDCE.

Analysis of shortfall/excess w.r.t the indent placed and panel

realized.

All recruitment related calculations

Quota wise vacancies with shortfall for each quota(Direct

Quota, Promotee Quota, LDCE, GDCE) by subtracting on roll

strength from sanctioned strength, addition of anticipated

vacancies in different heads, Vacancies accrued on roster of

SC/ST/OBC, Calculation of UR vacancies, Calculation of

Percentage of Non-materlization of last three panel, Counting of

community wise vacancies accordingly.

Horizontal reservation quota: Persons with disability further

distributed as OH, HH and VH, Ex-Servicemen Quota

Menu for different kind of recruitment i.e. Open market

recruitment for Group "C" and Grade Pay 1800/- or equivalent,

GDCE, Sport Quota, Cultural Quota, Scout & Guide Quota,

Compassionate Ground Appointment , LARSGESS,

TADK/substitute appointment

Provision of different kind of Online application format for all

recruitment categories as mentioned above at SN 4

incorporating basic information i.e. Name, Father's name, Date

of Birth, Qualification, Community, sub-Community, as well as

PPAN/Aadhar No., Signature, Photograph and Thumb

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Impression of the applicant.

Attaching documents/Credential in soft form as a part of the

application as well as interface with Bank/Post office for fee

collection.

Validate each application in terms of laid down criteria and allot

registration No. and send SMS, Mail to applicants.

Short listing of applicants based on required user definable

selection criteria like different criteria for SC/ST/OBC and

General Candidates as well as persons with disability and Ex-

Servicemen.

Generate call letters to the eligible candidates by randomly

allotting Roll No. to each candidates incorporating basic

information of the applicant as well as place of exam with Date

and timing at different stages.

ONLINE examination and evaluation criteria as well as

Generation of Result of evaluation for in-house examinations.

Generate merit list of candidates from the tabulation sheet

incorporating relevant rules of Scaling if required.

Generate Medical Memo, Railway Passes on Preprinted sheets

Functionality to follow up with medical report, Police

verification of antecedents of candidates and Caste, Educational

Qualification report from competent authority.

Transfer medical memo to medical authorities and medical

authorities may transfer the same with remark to the recruiting

agencies.

Incorporate priority of the candidate for different post and able

to allot specific post to a candidate on the basis of priority filled

by candidate, merit in the panel, availability of vacancies in the

communities selected for and fitness of the candidate in the

medical test.

Allot different divisions/units to the candidate on the basis of

priority, merit and availability of vacancies.

Flow of panel at different stages at different levels to different

authorities.

Download and attach certificate/s verification report/s

ONLINE/OFFLINE.

Generate appointment letters first page of service record,

biometrics identity and aadhar numbers with validation.

Generate New Pension Scheme related S1 form and its

movement to different agencies for approval and record at

NSDL.

Incorporate bank details and after joining of the candidate all

data to be merged with Pay-roll system.

Provision for e-medical card, e-pass with facility to interface

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with different authorities and it should automatically

update/reduction of the balance. Provision for RC Pass.

Update book of sanction on joining of each candidate in the

cadre and update vacancy position on each cadre for further

recruitment.

Maintenance of Oath of Allegiance register

Interface with Bank/Post office for fee collection for online

applications

Interface with Hospital Management system

Validate each application in terms of laid down criteria

Medical Test criteria validations

Transfer medical memo to medical authorities and medical

authorities may transfer the same with remark to the recruiting

agencies.

C.3 Reports :

Indent for RRB, RRC and GDCE

Create advertisement template combining vacancies received

from various sources department wise and category wise,

Eligibility criteria etc.

Generate merit list of candidates from the tabulation sheet

incorporating relevant rules of Scaling if required.

Generate call letters to the eligible candidates

Generate Medical Memo, Railway Passes on Preprinted sheets.

Generate appointment letters first page of service record,

biometrics identity and aadhar numbers with validation.

Generate New Pension Scheme related S1 form and its

movement to different agencies for approval and record at

NSDL.

Generate report on status of the each candidate joining the

railway service with reasons of non-joining if any as well as

status of trainees to be reflected in the report.

Generate seniority position of the candidate and the candidate

may take print out of such seniority list.

Print out of identity cum medical card incorporating basic

information of the candidate as well as nominee and biometrics

details.

Generation of reports for various types of recruitments.

D. Maintenance Service Rules(Register) Response

D.1 Function/Process Name : Maintenance Service Rules (Register)

D.2 Description :

Maintain employee bio-data from employee module.

Provision for storing image scanned photo of the employee.

Provision for storing scanned copy of Page 2 of Service

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Register.

Recording alteration of date of birth and other details in page 2

of service register, with suitable safeguards.

Maintain training details – on appointment, on promotion,

refresher training etc.

Maintain all career events involving changes in Basic pay,

Scale, Level, grade, designation, place of posting etc., like

promotion, increment, transfer, officiating arrangements,

deputations, posting to ex-cadre, reversion, MACP etc., (with

the order number and date).

Maintain grant or withdrawal of allowance details.

Maintain details of all loans and advances availed by the

employee.

Maintain all types of awards earned by the employee.

Maintain all penalties given to the employee arising out of

disciplinary action.

Maintain qualifying service.

Enable calculation of qualifying service of an employee at any

point of time from the details of non-qualifying service

available in the system.

Maintain leave encashment details while in service.

Recording the details of exit of an employee from railway

service.

Maintain all settlement details (Pension, DCRG, PF, GIS,

Commutation, Leave Encashment, etc. )

Maintain all academic/technical qualification acquired by the

employee before and after entering the Railway service, duly

recording the date of qualification.

Maintain details of all dependents of the employee and their

eligibility to Railways Pass, Medical facilities.

Maintain all nomination details.

Recording and monitoring of service bonds executed by

employees trained at railways cost, sports recruits, etc.

Record mandatory Periodical Medical Examination schedule

applicable to the particular category of employee with suitable

alerts when not completed.

Maintain details of service rendered by an employee in

Central/State Government before entering railway service.

Record and monitor details of railway employees serving

outside Railways on deputation and calculation of foreign

service contribution wherever applicable.

Recording of passing of mandatory departmental examinations,

trade test, etc. and should contain a monitoring mechanism by

recording the period within which the employee has to qualify

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the examination, as per extant rules, if any.

Monitoring the movement of service register.

Digital storing of scanned image of all pages of Service

Register with entries with provision for yearly incremental

updation.

Options to view and print complete service register.

Digital signature / authentication of contents of service book.

Provision to issue an authentic electronic copy of e-Service

book to every Government employee every year.

Generate service book at any point of time, along with

compendium of orders associated with service record.

Employee Information shall include the required data-list with

required data-type

The various interconnections of Service Record with other sub-

modules of HR-ERP is shown pictorially below.

Maintain single model database capturing all personal and job

related data for all kinds of employees permanent/ temporary/

contractual/ on deputation or ex‐employees retired on

superannuation, voluntarily retired, resigned, dismissed, opted

for pension etc.

Enable employee to request for confirmation.

Date and time stamp all changes in the database, enabling data

availability on 'as on date/ time' basis and service book

generation as per data, end of financial year to the employees.

Generate unique identification number for each employee in the

organization, position/post and assigning a bar code.

Flexibility of additionally capturing any information relating to

employee at a later date.

Link employee data with the position based standard

responsibility (Job Matrix).

Link employees with the various Committees (permanent or

temporary).

Define hierarchy as consistent used in schedule of power,

conduct and D & A R rules.

Assemble the details pertaining to an employee in one screen.

Assigning multiple / single supervisor to any employee.

Multiple assignments to the same employee and ability to

specify the substantive assignment.

Maintain Government /organization/personal assets (movable

and immovable) register owned by an employee and disclosure.

Perform and enable quick transfer through succession planning.

Maintain service history retention and e‐service book.

Provision to change retirement dates, etc. As and when policy

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changes are effected by authorized user only.

Provision to access leaves record by authorized user only.

Assign and calculate basic salary details, increment, release,

pay fixation, DA arrears, allowances, etc.

Display basic employee particulars such as his pay details,

PF balance, leave balance, posting profile etc.

Reservation/ Quota category for all employees needs to be

available as per criteria defined in work flow.

Support registering Nominations of beneficiaries for

different activities ( Gratuity, Lump-sum-Compensation

etc.) of all the employees with details including Name &

address of nominee, Relationship with subscriber, Age,

Share payable to each nominee, Other user-defined fields

D.3 Reports:

Generate reports regarding Service Registers to be received

from other units and Service Registers to be sent to other units.

Generate service book at any point of time, along with

compendium of orders associated with service record.

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E. Training and Development Response

E.1 Function/Process Name : Training and Development

E.2 Description :

Standard workflow in place for monitoring the on-job learning of

different departments including refresher courses, practical

learning of safety category staff, simulation and on-field training.

Standard workflow for training of apprentices under extant rules

and procedures.

Account for the stipend and necessary payroll for apprentices,

trainees and trainers.

Training calendar, syllabus, exams with workflow for necessary

approvals including for simulations, route-learning and on-field

modules.

Performance monitoring of trainers on specified parameters and

tested best practices.

Performance report on trainees and trainers.

Feedback from trainees and trainers.

Selection of training for different departments by concerned

Executive officers/P-Branch for their employees.

Mandatory training courses for newly inducted/promoted batches

and necessary workflow to enroll the target group should be

incorporated.

E-courses, podcasts and online courses for various categories to be

uploaded by nodal departments.

Maintain details of training and exams for specified duration.

Maintain details of courses conducted for all relevant heads viz

institute-wise, category-wise, batch-wise and department-wise.

Trade-wise etc

Anticipate training requirements based on inputs from recruitment

and man-power planning modules and plan accordingly for

different batches and locations.

Special repository of rules/circulars on the relevant subject to have

ready-reference for admins and users.

Support the clauses regarding candidates taking mandatory courses

for second/third chance as per extant rules.

Support supplementary exams as per provisions.

Special trainers to track their availability for various programs

Provision to add guest faculties available and maintain such a list

for easy tracking.

Provision to provide guest trainers with authority/certificate to

claim passes, allowances etc.

Provide completion details, mark sheet, relevant records to

candidates.

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Provision to record/track attendance of candidates for each course.

Security features with relevant privileges for admins, trainers,

trainees, approvers/executives, other users.

Grouping of mandatory training, non-mandatory training, training

in non-railway institutions.

Training fund management and monitoring.

Evaluation of feedback of trainees and trainers.

Training needs analysis.

Maintain full training history of all employees.

Training objectives for program, module, and course should be

definable.

Test performance based on number of attempts and score obtained

by employee.

Performance determination should result in an automatic upgrade

of employee profile to consider for promotion.

Prepare and publish training calendar and seek

nominations/recommendations Online.

Conducting in‐house/ external/customized training programs based

on the training need analysis.

Maintain training-man-hours details of every employee.

Integrate Training module with recruitment and manpower

planning module. Check on training expenditure against funds

availability

Workflow for approval of Training calendar, syllabus, exams

workflow to enroll the target group for training courses

Standard workflow for monitoring all types of training

Processing payments to trainers/guest lecturers

Training proposals and approvals

E.3 Reports:

Generate performance report on trainees and trainers.

Generate detailed reports on the details of courses conducted for all

relevant heads viz institute-wise, category-wise, batch-wise and

department-wise. Trade-wise etc

Generate feedback Report .

Generating reports on training details as per the administrative

requirements.

Details of training viz duration, target audience, approvals required

etc.

F. Employee Leave Management Response

F.1 Function/Process Name :Employee Leave Management

F.2 Description :

Maintain leave rules for availing leave, leave encashment, accrual

of leaves, lapsing of leaves, ceilings for accumulation of leaves etc.

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for each category of employees

Maintain leave rules on pre-fixing and suffixing with other

leaves/holidays and barred combination of leaves.

Leave application process - Leave applications, forwarding/

Recommendations/ sanction/ Rejection, intimation of status of

application.

Provision of uploading the requisite medical certificate of the

employee, in case of Medical Leave.

The provision of leave approvals granted post facto and highlight

such cases.

Exception workflows to support leave requests and

sanction/rejection by competent authority keeping Personnel

Department Informed.

Record leaves availed and balance leave calculation at any point of

time and support report generation employee wise, grade wise etc.

Link leave record to payroll and employee history.

Transfer people from one leave structure to another leave structure

with balance of leave in previous structure (on promotion from non

gazetted to gazetted)

Alert on any deviation from the approved leave and escalate to HR

and Reporting manager.

Provision of uploading of manual application and

approval/rejection in case of non connectivity/special

circumstances.

Maintain leave rules on pre-fixing and suffixing with other

leaves/holidays and barred combination of leaves.

Maintain rules on minimum and maximum no. of days at a stretch

in a specific type of leave and track any deviations in leave request

cases.

Alert on any deviation from the approved leave and escalate to HR

and Reporting manager.

Leave application process.

F.3 Reports:

Generation of Leave Reports Employee wise, shop wise, grade

wise etc.

Leave sheets

G. APAR (Annual Performance Appraisal Report) Response

G.1 Function/Process Name: Annual Performance Appraisal Report

G.2 Description :

Support different types of APAR.

Identification of type of APAR form required for the officer by

designation, place of posting and grade pay/level of the

employee/officer.

Identify the Establishment Office, Reporting Officer, Reviewing

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Officer, the Accepting Authority and the custodian of APAR by

designation, place of posting

Online filling of APAR at all levels of processing.

Filling the basic details of the staff/officer in Part-I by itself.

Allow concerned staff/officer to get access to form through

registered user ID and password. This access should be open for

only 15 days to make representation. After that the staff can only

view the APAR.

On the 16th day confirm to the officer/staff and the confidential

section through an email and SMS that the APAR has been

treated/deemed as accepted as final as no representation has been

received within the time limit.

In case of any representation is received should forward the

representation along with the APAR to the confidential section,

reporting, reviewing and accepting authority.

In case of any representation send an alert to the reporting,

reviewing and accepting authority through SMS and email to

finalize the representation within 30 days of the receipt of the

representation.

Calculate the marks obtained in the APAR on the basis of three

years APAR for Non-Gazetted.

Calculate the marks for Gazetted selections (i.G. Group „C‟ to

Group „B‟) as per Railway Board‟s letters.

Facility to permit the Selection Board to view the APAR and for

this it should provide a confidential user ID and Password to the

confidential section which will be the custodian of APAR.

Do marking as per the benchmark given for promotions done by

Railway Board.

Communicate the findings to the officer if the doubts and

suspicions are confirmed.

Scanning & password protecting the completed offline APARs

and inform the official through SMS the password and send the

encrypted APAR via E-Mail.

Configure the APAR form as per the prescribed format.

Employee to get a trigger, notification to start the appraisal process

for filling the APAR form.

Define the period for which appraisal is being carried out ‐To be

linked with Transfers/Joining to the Unit.

Online/ Offline access of the APAR.

Define the workflow of the Appraisal document through the ranks.

Link with organizational chart for reporting and

reviewing relationship including dotted line relationship in case of

institution adopting new model for performance management and

additional feedback by additional reviewing officer.

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Direct integration with training module so that the

training needs/gaps identified during the appraisal process form an

input to the training calendar.

Generate mails / workflows to the employees/ alert of

appraising authorities in case of non-submission of self-appraisals,

etc.

Providing feature to employees for recording achievements for

self-appraisal on regular basis.

Capacity to integrate with promotions for posting the performance

appraisal scores.

Interface with Training and Competency mapping modules for

planning skill development programs.

Interface with organizational chart for reporting and

reviewing relationship including dotted line relationship in case of

institution adopting new model for performance management and

additional feedback by additional reviewing officer.

Validate the type of APAR form required for the officer by

designation, place of posting and grade pay/level of the officer.

Validate the Establishment Office, Reporting Officer, Reviewing

Officer, the Accepting Authority and the custodian of APAR by

designation, place of posting

Workflow of the Appraisal document through the ranks.

G.3 Reports:

Pending APARs

H. Promotions Response

H.1 Function/Process Name: Promotions

H.2 Description :

Generate category wise seniority list which in turn will provide the

list of employees in the zone of consideration

The zone of consideration should be computed based on Selection,

Non selection, Trade test post, General selection post. Promotion

to the General Selection is by way of inviting options from willing

candidates and thus additionally may have to provide for manual

input of eligibility list.

Prepare the eligibility list with Community wise break up of

vacancies for promotion taking into account:

o o Sanctioned strength and Men on roll from Book of

sanction module.

o o Communal rosters for the vacancies from the module on

reservations

Manual entry of examination details viz results in case of written

exam/suitability.

Maintain APAR marks, seniority marks and records of service and

generate final result taking into account the communal break up of

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vacancies.

Picking up Discipinary/ vigilance case details before deciding on

empanelment from D&AR module.

Provision for withholding the result of candidates against whom

Disciplinary case is pending.

Issue the promotion orders to the respective places of posting

online/manually and send SMS/Email to the employee.

Pay fixation in cases of promotion after taking option as per extant

rules and provide for updation of biodata in related module.

Reflect changes in grades/Levels/category, book of sanction, as a

result of change in status of employees following promotion.

Provide interface with Training module for pre promotional course,

pre selection coaching and post selection training if any.

Interface with transfer module to capture choice of posting of

candidate if any.

Maintain refusal of promotion resulting in debarment for 1 year on

first refusal and action/transfer on second refusal

Integrate promotions with transfer module to provide for non-

transfer of employee for 1 year in case of refusal of promotion.

Updation of Book of Sanction across the levels

Interface with Training module for pre promotional and post

promotion training as applicable.

Issue of notice etc for holding pre selection coaching.

Tracking the avenue-of-promotion.

Maintain the date-of-effect of the promotion ordered.

Generating a list of office orders issued but not carried out.

Check if the employee is in MACP and pay fixation on promotion

to be made accordingly

Recalculate the revised MACP eligibility based on the current

promotion.

On assuming charge in promoted grade, it should be update the

sub-modules of: cadre system, roster system, pass-issuing system,

employee-personal info, pay & allowances, service record etc

Sanctioned strength and Men on roll from Book of sanction

module.

Discipinary/ vigilance case details before deciding on

empanelment from D&AR module.

Preparation and approval of eligibility List

Update and generation of selection results

Preparation and approval of office orders

H.3 Reports:

Generate category wise seniority list which in turn will provide the

list of employees in the zone of consideration.

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Prepare the eligibility list taking into account the community wise

break up of vacancies.

Issuance of promotion orders to the respective places of posting

online/manually.

Issue of notice etc for holding pre selection coaching.

Generating a list of office orders issued but not carried out.

Generating various reports as required by the appropriate

authorities.

Generating promotion office order, pay-fixation, re-fixation orders.

I. Roster Management Response

I.1 Function/Process Name : Roster Management

I.2 Description :

Maintain all categories and its modes of filling up through various

sources of Direct Recruitment, promotion through normal

selection, Talented quota/qualified quota Selection, suitability,

Trade Test or simply by option/request through lateral induction

and the extent i.e., percentage of each mode visa-vs its sanction

strength to arrive at the correct size of the specific Roster required

for that specific mode at that specific time.

For Cadre up to 14 posts specific L Type Roster based on vacancy,

as evolved by Rly Board to be applied.

Roster should carry Data of Caste, community &original

state/District of the reserved community employee.

Provision in Roster for 27% Reservation in Direct recruitment

quota for OBCs who are not „socially advanced „ w.e.f. 1993.

Socially advanced to be certified by competent authority (

Tehsildar ) based on Income & status so system should contain for

inclusion and exclusion filled for such employee.

A Sub quota of 4.5% for minorities within the overall 27% OBC

as per sec. 3 c of National Commission for Minorities Act 1992 to

be operated for direct Recruitment w.e.f. 01.1.12, therefore, system

must have data of Minority community including State/District.

While calculating the reservation for each category separately on

the basis of prescribed percentage, total Reservation should not

exceed 50% of the cadre.

The same Roster is continued in case posts change from „selection‟

to „Non selection‟ posts and vice-versa.

After merger of two grades, Revised Rosters of combined cadres

are to be recast based on Railway Board guidelines.

No Reservation Roster for special direct recruitments such as

Sports quota, Scout & Cultural quota is allowed.

Separate Rosters for Direct Recruitment, Promotions be created

applying respective parameter.

The number of points in each Roster shall be equal to share of the

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number of posts for that mode of filling in a particular grade pay.

Cadre strength should include permanent, temporary, work-

charged posts.

Lateral transfer, deputation shall not be included in the

corresponding filling up reserved points on the roster.

Whenever there is an increase through creation of posts or decrease

through surrender of posts. Roster shall also be expanded or

shrinked accordingly.

Model Roster as circulated through Railway Board‟s letter No.

95E(SCT)1/49/5(1) of 21.8.1997/RBE No. 114/97 and No. 2005

E(SCT) 1/25/4 dt: 16.11.2005 ( 194/2005 ) can form a basis of

initial format of post based Roster (RBE PS/2002 dt: 14.6.2002 )

The quota of reservation varies from region to region except in

cases of direct recruitment on All India basis and in cases of

promotional posts.

Plotting appointments of existing incumbents in the post at the

stage of initial operation of any Roster vis-à-vis points earmarked

for each category of SC/ST/OBC & General in Roster.

Reservation Cap is to be applied on 50% and vacancy of the

current year. However, this rule is not applicable to backlog

vacancies reserved for SC/ST in a distinct group (RBE 14/2000).

Single post cadre will also be dealt on Roster up to 14 posts.

Creation of rosters-Horizontal, vertical, Ex-servicemen, physically

challenged, roster as per the statutory requirement.

Creating roster points based on the rules

Define percentage of reservation across categories.

Map employee to roster points.

Define validity dates for rosters.

Link roster to recruitment and promotions.

Information on backlog, vacancy and new roster points to

facilitate decision making during recruitment.

Definition and maintenance of online roster chart for direct

recruitment and promotions.

Calculation of vacancies to be filled by reserved communities as

per the roster chart.

On line roster account and calculate roster backlog

Consideration of backlog while calculating the number of

vacancies to be filled by reserved communities.

Accessing the book of sanctions relevant to the seniority group.

Generation of roster register, duly indicating the vacant points

Generating short-fall analysis

Assist the selection-module in arriving at the number of reserved

posts available for selection ( PQ/LDCE/DR quota )

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Generating various statements as required by the appropriate

authorities.

Conversion of L-Shaped Roster –to- Replacement-post-based

roster and vice-versa, based on the changes in the actual strength or

Book of Sanctions ( should not be automatic )

I.3 Reports:

Roster with different input criteria

Present staffing situation on codes/roster/roster point and

employee.

List of changes within a roster for a specified time frame.

List of new hires in a time frame.

J. Transfer, Redeployment & Postings Response

J.1 Function/Process Name: Transfer, Redeployment & Postings

J.2 Description :

Identification of employees coming up for posting/possible transfer

on promotion as per the seniority list.

Identification of the stations where the vacancies exists to

accommodate the employees

Generate list of candidates with disabilities coming up for

promotion for posting them as far as possible in the present place

of work.

Generate a combined list of UR/SC/ST candidates coming up for

promotion against existing vacant posts.

Identification of employees from the above list who are on the

verge of retirement for consideration for retention as per rules.

Link the list of request transfers of seniors in the cadre before the

issue of promotion orders.

Connect the orders of transfer of employee to another Bill-Unit, to

the pay roll system and exclude his name from the existing pay

rolls/duly indicating nature of transfer and entitlements thereon.

Maintain the list of sensitive posts for the purpose of Transfers

Track the movement of the employees as to whether request

transfers are being sought frequently

Transfer of data/scanned personal records of the employee after

relief of the employee on transfer

Recording online, the date of reporting of the employee to the new

station/seniority unit and generate advice to the cadre controlling

officers, associate accounts, Cadre and pass section

Concurrent updation of various, relevant sub-modules, after the

transfer order is effected.

With IPAS for Transfer-in and Transfer-out employees (LPC and

other data)

Interface to link the DAR/Vig. cases pending against the employee

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who apply for IRT/IDT/IRMT

Employees working in sensitive posts for more than four years are

to be considered for periodic transfer.

Generate Last Pay Certificate automatically as per requirement.

J.3 Reports:

Generate the list of employees who are working for more than four

years in a particular post categorized as sensitive post.

Generate list of candidates with disabilities coming up for

promotion for posting them as far as possible in the present place

of work.

Generate a combined list of UR/SC/ST candidates coming up for

promotion against existing vacant posts.

Generate the employee‟s LPC(Last Pay Certificate) on the transfer

and relief of an employee to the new station.

Generating a list of orders issued but not carried out.

K. Seniority Management Response

K.1 Function/Process Name: Seniority Management

K.2 Description :

Maintain seniority with Department, Trade, Category &

Grade/Level of the seniority unit with the following details

Changes due to Promotion - date of promotion and date of

effective seniority in the grade.

Inter Railway Transfer - Date of joining in the new unit after Inter

Railway On Request Transfer/Inter Division Transfer on bottom

seniority

Medical de-categorization - date of promotion/ appointment in the

present grade for a medically de-categorized staff.

Refusal of promotion - If a staff gives refusal for promotion, 1st

time his seniority in that panel should be below all candidates and

if the same staff gives refusal for the 2nd time his name should be

deleted from the panel & seniority.

Redeployment of surplus staff - date of redeployment of surplus

staff in the new seniority unit.

Reversion on punishment/reversion on own request transfer – date

effect with reason.

Seniority ordering –

o Candidate promoted or recruited or appointed against

(PQ/DR/LDCE)

o Based on their marks obtained in the training school. If training

is not needed for a category on the basis of Recruitment panel.

o If the post partially filled by PQ/DR if they posted on the same

day, the seniority should be given alternately

o if two staff are appointed in same day from the same source,

their relative seniority should be generated by the system as

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per date of birth.

o Candidates born in the same panel but sent for the training in

the different dates as per their marks obtained in the training

school.

Pro-forma seniority - Date effect at par with their junior if found

an administrative error.

Validations to Employee exists in one seniority list, Roster point

checking etc

Publish seniority list in Web

K.3 Reports :

Generate Department, Trade, Category & Grade/Level of the

seniority unit.

List of designation of the staff and Sl. No .of the staff in the

seniority list of a category, date of appointment in the initial

category, date of completion of training and date of regularization

etc.

Strength of the category percentage wise (PQ/DR/LDCE) in the

seniority.

Generation of seniority list & its overdue publication.

Vacancy or deficiency of staff of each category of the staff in the

seniority unit in the department.

Community wise strength of the category and vacancy or

deficiency if available.

Employee‟s due date for MACPs, if they are not promoted in the

last 10 years in present grade.

L. Disciplinary/Vigilance Cases Response

L.1 Function/Process Name: Disciplinary/Vigilance Cases

L.2 Description :

Process disciplinary cases as per guidelines laid down by

Railway Board, and its tracking through extensive work flow at

each stage e.g.

1. Issue of Charge Sheet

2. Inspection of documents, additional documents, if any,

3. Written statements of defence

4. Appointment of enquiring authority / Presenting Officer.

5. Various stages of enquiry viz., Preliminary enquiry,

Examination, Cross examination, Re-examination, Recall

new evidence, Defence of CO, Examination of CO & his

witness, Cross examination of defence witness, Re-

examination of defence witness, Questioning the CO

generally , Written briefs, Submission of enquiry report to

DA, Forwarding of inquiring report to Charged Official,

Submission of Representation on IR

6. Action on enquiry report - Provisional orders in Vigilance

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Cases / 2nd stage advice in CVC cases.

7. Imposition of Major Penalty

8. Appeals

9. Revision and review

10. Imposition of Minor Penalty

11. Communication of orders

12. Suspension / Revocation / Claiming of subsistance

allowance

13. Review of Suspension / Subsistance allowance.

Maintain all types of cases ( such as Vigilance, CBI, RPUP,

Crime, Departmental, Major UA, Minor UA, Major OUA,

Minor OUA etc )

Restrict the access to information to authorized officials such as

DA, IO, AA, RA with duly protected password. Access to the

system should also be with the Personnel Branch officials

dealing with the case and report through audit trail.

Filter cases into different categories i.e. pending – at which

stage, contemplated, cleared etc. as all stages have different

implications on related issues like Promotion, Transfer, Pay etc.

Visibility of status of charge pending against him/her in the

system. The system should have a model time schedule as per

rules for finalizing departmental proceedings like:

1. Issue of Charge Sheet

2. Time for inspection of document

3. Time within which employee should submit written

statement

4. Time by which DA should take a decision to hold an

enquiry

5. Time by which the date of inquiry should be fixed after

completion of all preliminary.

6. Time by which the enquiry should be completed and report

submitted

7. Time by which DA should issue NIP

8. Time for submission and disposal of appeal

9. Time for submission and disposal of revision petition.

Automatic emails should be generated in the form of reminders

well in advance

Maintain history of all cases. A brief synopsis of DAR cases

should be archived for past and future references.

Interlinked with the module containing service records so that

there is automatic updation of service record as per the DAR

action taken. This will ensure that there are no lapses as per as

entries in Service Record are concerned.

The CO through this system should get copy of any decision

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issue in a particular case for his information and necessary

representation if any. Similarly any information which is

required from the CO the system should generate the letter to

which CO has access and he should submit the information

through the system. Though it should also facilitate submission

manually.

DAR module once linked with Salary and promotion module

will ensure that promotion and salary is in consonance with the

NIP issued and is blocked and restored as per the NIP.

The system should be integrated with promotion and transfer

modules etc. as different stages of DAR case/type of penalty

has a bearing on promotion, transfers etc.

Initiate different type of enquiry as per the workflow and model

time schedule.

DAR module should be linked with Service Record module so

the previous actions under DAR, which was already updated in

Service Record can be easily available to DA/AA/RA.

Record of enquiries being large, provision of capturing

decisions taken in physical file into the electronic format with

marker, checker and approval concept.

Orders regarding subsistence allowance should be implemented

through the system by linking the payroll of employees under

suspension.

Generate DAR / vigilance clearances automatically on the basis

of the data fed into the system.

Filter out the list of employees with doubtful integrity on the

basis of data fed into the system.

Linked with employee‟s master roll and as such if an employee

is absenting unauthorisely for a period exceeding 15 days or

more it should automatically be generated for issue of SF-11 or

SF-5 based on the decision of DA.

There are various rules and circulars involved in DAR cases

and it is very difficult for DA to implement it perfectly. So

system should be able to provide the next steps to be taken for

each and every DAR case including information as and when

call for by DA/AA/RA.

Vetting of NIP and after checking feasibility of NIP it should

be issued and effected. So linking with Service Record Module

is essential for this facility.

Many DAR cases are linked with court cases or it is high

probability of court case arising in DAR action. So it should be

linked with court case module.

Support well indexed library of topic wise circulars and

instructions which can be accessed with the help of key words.

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Reminder for review of suspension every 90 (ninety) days.

The schedule of disciplinary powers of different grades of

Railway Officers and Senior Supervisors should also be

digitized and integrated.

Link to pay roll for suspension cases for payment of

subsistence allowance percentage wise.

Generation of all standard forms duly ensuring updated service

particulars of the CO.

Maintenance of various stages at DA, AA, RA levels.

Alert to settlement section to stop settlement dues whenever

major penalty disciplinary proceedings and criminal

prosecution pending.

Interface with Service Records.

Link with Salary, promotion module, Increment module.

Integration with court case module, Final settlement module,

Pass module, APAR module

Workflow for DAR/Vigilance case processing

L.3 Reports:

DAR module will automatically generate summary reports time

to time of DAR cases division wise, Department wise, DA

wise, IO wise.

Reminder for review of suspension every 90 (ninety) days.

Alert to settlement section to stop settlement dues whenever

major penalty disciplinary proceedings and criminal

prosecution pending

`

M. Quarter Allotment Management Response

M.1 Function/Process Name: Quarter Allotment Management

M.2 Description :

Maintain details of quarters – Type wise, location/area/colony

wise, pool-wise, floor-wise, ear-marked wise & also generate

vacancy position.

Maintain the plinth area of each quarters, its license fee, special

license fee and damage rent and water charges, Geyser

charges, Outhouse, Garage etc

Maintain the above details of all quarters along with the

occupants of each quarter.

Define the eligibility of each category of employees/officers to

the Type of quarter.

Generate forms for registration of quarters, allotment of

quarters, cancellation of quarter, retention of quarter,

occupation of quarter etc. and should also have provision for on

line registration of quarters, vacation of quarters, unwillingness

to occupy etc.

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Maintain on line waiting list of all pools/types/categories of

quarters.

Maintain relevant rules regarding allotment, cancellation and

retention of quarters as well as local instructions regarding the

same, including those for ear-marked quarters.

Calculation of normal rent, special license fee, damage rent etc

on the basis of rate revised by Railway Board from time to

time.

Other railway officers occupying ICF quarters and recovery of

dues and vice-versa

Linkage to HRA payment/Rent calculation for Income tax in

payroll

Calculation of House rent, water charges and recovery in

Salary

Calculation of Arrear House rent, water charges and recovery

in installments when rates are revised retrospectively or due to

Retrospective master data updates

Calculation House rent and water charges proportionally

whenever employee occupies,changes, or vacates quarters and

deducted through salary and necessary reports are to be

generated.

Generate a cancellation form if the quarter occupation form is

not submitted within 30 days of generate of quarter allotment

form.

Updation on the waiting list/quarter list as soon as a quarter

allotment form is generated.

Updation the quarter list as soon as a quarter is vacated and

vacation report is submitted.

Generate a cancellation of allotment of quarter if the employee

submits an unwillingness form.

Update the status of quarter whose allotment is cancelled as

well as delete/put at bottom the name of the employee in the

waiting list, as per local instructions.

Linked to the transfer module so that as soon as an employee is

transferred out of a particular station, retention is granted for 2

months from the date of relieving the employee and also

Settlement and Pass module.

Provision for uploading medical certificate/school or college

certificates for the purpose of retention of house

Process on-line cases of retention of quarter at special license

fee.

Retention of quarter for 4 months on superannuation on normal

rent and up to 8 months on special license fee.

Linkage to settlement to stop the payment of DCRG till the

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vacation certificate is submitted by the superannuated

employee.

Deduct the penal rent from the salary of the employee in case

of retention permission being over in transfer cases and from

the DCRG of the employee in case retention permission is over

in case of superannuated employee.

Deduct one set of pass every month beyond retention

permission in case of superannuated employee.

Provision to file cases under PPE Act in case of retention

permission being over and thereafter monitor the progress of

such cases.

Someone below in the waiting list does not get an allotment

letter before someone who is above that employee, except in

certain defined circumstances like out of turn allotment etc

For quarters that are under retention, generate letters/memo

advising recovery of rent to the Zonal Railways/Unit where the

officer is transferred. This can be through LPC initially and

later through separate letters/memos

The PSUs credit the amount equivalent to the entitlement for

the leased accommodation of the employee availing the

retention facility

Retain relevant rules regarding retention of quarters for

postings in PSUs etc

Keep recording quarters / residence-related request for any

service / activity / grievance.

Allotment of Railway Quarters should be linked with changes

in salary to check irregular payment of HRA and to ensure

recovery of gardening, rent of accommodation & other charges

for electricity & water etc.

Record changes in salary in case of retention of Railway

quarters in different conditions beyond the permissible limit.

Requests for temporary allotment, recovery of Rent, water and

Electric/other charges

Quarters allotment for commercial/other purpose – recovery of

Rent, Water and Electric/other charges

When occupation/vacation of quarters happens in the middle of

the month, the deduction of Rent and water charges are to be in

proportion

Interface to IPAS for transfer of recoveries for Other railway

officers occupying ICF quarters and account transfer

Interface to IPAS for transfer of Recoveries to be effected in

ICF payroll for ICF officers staying in Other Railway Quarter

and account transfer, Pass Module , Settlement Module

Allotment as per registration seniority unless out-of-turn

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allotment with due approval

Quarter type eligibility rules

Retention period validations for Long leave, Superannuation

and transfer out employees and deduction of penal rent/Pass

Same quarter cannot be allotted to 2 or more employees.

checking relevant rules regarding retention of quarters for

postings in PSUs etc

Out-of-turn allotment

Quarter allotment/vacation-occupation certification by

Electrical/Civil-effect in Payroll

Necessary screens or system to be provided for capturing

Electrical meter readings quarter wise either by interfacing

with smart meters or manually for non smart meters and it

should be properly linked with employee data currently stored

in 9008 infotype.

Electrical meter readings are used for the calculation of

Electrical charges as per the rule/rates given by the electrical

department and recovery to be made in the employee salary.

Any Change in the Electrical meter readings for the previous

periods or revision of rule/rates by Electrical department

necessary arrear amount to be deducted or to be refunded

through salary and necessary reports are to be generated.

M.3 Reports:

Generate occupancy/vacancy position

Generate a list of quarters at periodical intervals that are ready

for allotment pool-wise/type-wise, as well as the list of

employees/officers eligible for allotment of those quarters.

Generate a list of employees who have been transferred and

have not sought permission to retain their quarters beyond 2

months.

Generate a list of employees whose retention permission has

been over but vacation report has not been submitted.

Generate various types of Misc reports like list of quarters

pool-wise, location-wise, waiting list of officers pool-wise,

grade-wise etc.

Generate parity position between various pools

Generating list of frequently vacated quarters to assess repairs /

condition of quarters.

List of residence-related request Queries and its status

Recovered/Non recovery of House rent, water, Electrical

charges necessary reports are to be generated as required by

user department.

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N. HOER Management Response

N.1 Function/Process Name : HOER Management

N.2 Description :

Classification of posts under HOER (Intensive, Continuous,

Essentially Intermittent, & Excluded) and Rostered hours and

standard duty hours

Calculation of 'long-on' period of duty - over eight hours in the

case of 'intensive' workers, over ten hours in the case of

'continuous‟ workers and over twelve hours in the case of

'essentially intermittent' workers

Calculation of 'Short off' period of rest - less than 12 hours in a

roster of six hours duty/ less than 14 hours in a mixed roster of

6 and 8 hours duty for intensive workers, less than 10 hours

for continuous worker and less than 8 hours for essentially

intermittent workers

Identification whether the incumbent has been provided

Railway Qtr. Within 0.5 KM in the case of working on the post

classified as „EI‟ (Essentially Intermittent).

Online approval of competent authority for allowing Overtime

working.

Calculation of Overtime hours and Allowance.

Alert for breach of „Long on‟ and „Short Off‟

No Leave Reserve is available before allowing Overtime

working.

Take care of „Compensatory Rest‟

Overtime data capture, Approval, accounts vetting, posting to

salary

N.3 Reports :

Report of overtime working at any given point of time.

Roster document which shows the hours that a railway servant

expected to be on duty every day, the daily as well as weekly

rest and break between spells of duty in a day besides other

necessary particulars

Long-on and short-off reports

Extra hours of work register

Annual Return (Form B)

O. Job Analysis Response

O.1 Function/Process Name: Job Analysis

O.2 Description :

Identification of newly sanctioned post for the purpose of Job

Analysis

Maintenance of priority for Job Analysis

Monitoring of finalization of Job Analysis and result thereof

upto Logical Conclusion.

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Maintain Specific Title (Standardized Designation) to each

category of staff- Unique ID.

Assignment of specific location (Admin Office, Depots /

Workshop, etc.) for every post.

Maintain Linkage standard designation with location.

Maintain brief description of the duties and responsibilities

associated with a particular post.

Maintain Levels of reporting associated with particular post.

Maintain Details of working conditions associated with the

post.

Maintain all the possible HOER classifications associated with

post (including working in night shifts).

Maintain the details of tools, machines, equipments which need

to be used / operated with respect to the post.

Maintain the requirement of safety tools which an employee on

particular post is required to keep / carry with him during the

performance of duties.

Maintain the requirement of uniform (if any) which the

employee needs to wear during performance of duties on a

post.

Maintain Pay structure associated with the post.

Define the incentives associated with the job or post.

Support for the job being broken down into its distinct

elements by way of work study methods.

Maintain minimum/essential/desirable qualification required

for particular post (For Direct Recruitment, Departmental

Promotion and LDCE separately).

Maintain desirable work experience (if required) for a

particular post.

Define minimum length of service in the immediate lower

grade and total length of service required for promotion to

particular post.

Maintain required Medical Category and periodical Medical

Examination required for particular post.

Identification of possible hazards / risks associated with post.

Identification of skill, talent and knowledge required for every

distinct element of the job as identified by work study methods.

The system should be able to provide the subject wise, level

wise and grade wise academic and technical qualifications of

each employee.

The system should be able to maintain the data of all the

training courses attended by the employee.

The system should be able to maintain the data of generalised

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and specialised courses / trainings attended by the staff.

The system should be able to generate lists of candidates due

for mandatory trainings.

The system should be able to generate the schedules for

training programs with respect to particular posts.

The system should be able to identify the candidates with

„above benchmark‟ qualification for a particular post.

The system should be able to identify the relevant (core) and

non-core qualification of the candidate.

The system should be able to generate activity profiles of the

particular posts with respect to „Duties and Responsibilities‟

column in the Performance Management / APAR functional

area.

P. Skill Development Response

P.1 Function/Process Name: Skill Development

P.2 Description :

„Skill Development‟ functional area with integration to the

following functional areas:

o Pay and Allowances.

o Employee's Particulars / SR.

o Performance Management / APAR.

o Training.

o Manpower Planning.

o HOER / Attendance.

Definition of initial training requirement for joining on a

particular post.

Maintain requirement of refresher training course for

continuing on particular post.

The system should be able to identify the skill, talent and

knowledge required for every distinct element of the job as

identified by work study methods.

Maintain subject wise, level wise & grade wise academic &

technical qualifications of each emp.

Maintain the data of all the training courses attended by the

employee.

Maintain the data of generalist and specialist courses / trainings

attended by the staff.

Generate lists of candidates due for mandatory trainings.

Generate the schedules for training programs with respect to

particular posts.

Identification of the candidates with „above benchmark‟

qualification for a particular post.

Identification of relevant (core) and non-core qualification of

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the candidate.

Generate and ascertain the core work area of the individual

employee.

Generate core competence of the employees through his

specific work experience profile.

Identification of positive and negative attributes of the

employee (through link to Performance Management / APAR

functional area)

Generate the list of employees as „below benchmark‟,

„benchmark‟ and „above benchmark‟ in their core work areas.

Identification of the employees with regards to their behavioral

/ inter-personal skills, talent and knowledge for specific

elements of job specification.

Identification of the employees with respect to their

communication skills (Oral and Written) in Vernacular

language / Hindi / English.

Q. Loans and Advances Response

Q.1 Function/Process Name : Loans and Advances

Q.2 Description :

Definition of valid Types of Loans & Advances viz , Housing

Loan, Personal Computer, etc.

Provision to add/amend new types of Loans & Advances along

with rules.

Provision to initiate online registration of Loans & Advances as

per defined criteria, approval/rejection, intimation of status of

application.

Provision of uploading of manual application and

approval/rejection in case of non-connectivity/special

circumstances.

Automated approval process including issuance of letter of

approval of Loans & Advances.

Maintain Recovery Record for each employee showing balance

Equated Monthly Installments (EMIs) due as well as balance

interest due @ prevailing rates as prescribed from time to time.

Support exception workflows to enable prepayment /

enhancement of EMIs and accordingly recalculate the balance

EMIs due and balance interest due thereon.

Link the recovery of Loans & Advances to the generation of

LPCs whenever required.

Link the recovery of Loans & Advances to Employee History

Provide any deviation from the initially approved recovery

structure and escalate to HR and Reporting Manager.

Conducting analysis of Loans & Advances availed by

employees for MIS.

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Record keeping and maintenance of historical data.

Define all types of loans, its various characteristics such as

periodicity, interest rate, ceilings, eligibility, documents needed

etc.,

User should be able to attach loan sanctioning rules.

Capture from the pay roll module deductions made for the loan

repayment and auto upgrade outstanding balance for the loan

amount.

Maintaining flow of application and applicant as per criteria.

Allow employee to apply for permission of movable and non-

movable purchase, sell and modification property through ESS.

Enable workflow approval for permission of movable

(computer, vehicle etc.) & non movable (House, land, flat etc.)

property purchase.

Generate permission letter for movable & non movable

purchase, sell and modification of property of employee.

Generate loan/advance sanctioning letter with an automated

email & SMS alert.

Maintain contract/declaration (Form No. 1536) for purchasing

of movable items (Motor car, cycle PC etc.)

Maintain and display applicants priority as per criteria for

sanctioning or disbursement of amount etc.

Capture and maintain the mortgage of movable/non movable

property.

Capture and Generate report on loans outstanding from

employees under control of an officer

Capture and generate report on loan outstanding from an

employee at the time of retirement or termination or a major

cause or event.

Provision of manual change e.g. Amount of installments etc. in

record by authorized users only and history should be

maintained.

Capture and display any type of changes made on record

individual employee wise/ duration wise/user wise.

Provision to set loan and advances re-payment schedule with

an option to modify the same.

Capture and generate report of any type of changes made on

record individual employee wise/ duration wise/user wise.

Interface with IPAS for exchange of loan data and generation

of LPCs.

Validate all types of loans, its various characteristics such as

periodicity, interest rate, ceilings, eligibility, documents needed

etc.,

Provision to allow manual entry for loan and advance

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sanctioning workflow.

Loan application-approval-payment cycle

Q.3 Reports:

Generate permission letter for movable & non movable

purchase, sell and modification of property of employee.

Generate loan/advance sanctioning letter and automated email

& sms alert.

Generate report on loans outstanding from employees under

control of an officer

Generate MIS report on employee wise recovery position,

recovery list and outstanding balance list- as per user defined

criteria.

Generate report of loan and advances issued to employee

monthly/quarterly/annually.

Generate report of deviation from the initially approved

recovery structure and escalate to HR and Reporting Manager

Generate report on loans outstanding from employees under

control of an officer

Generate report on loan outstanding from an employee at the

time of retirement or termination or a major cause or event.

Generate report of any type of changes made on record

individual employee wise/ duration wise/user wise.

R. Welfare Response

R.1 Function/Process Name : Welfare

R.2 Description :

Constitution of Staff Benefit Fund, Rules governing it, various

heads for distribution of funds and eligibility criteria.

Railway Board policies governing Staff Benefit Fund with

options of alteration from time to time.

Database of Beneficiaries of SBF Schemes i.e., Group „C‟ &

Group „D‟ employees (with Grade Pay) along with salary

account numbers, Mobile numbers, contact numbers of

Residence and office.

Database of Families of Group „C‟ & „D‟ employees with

details of children education and children with special needs

(physically handicapped / mentally retarded).

Database of Handicapped employees should be covered for

being eligible for grant of SBF Benefits from time to time.

Database of Railway employees who are seriously sick under

the categories of Cancer, TB, Kidney diseases, AIDS etc.,

Database of Railway sick employees who have finished their

all types of leaves and are eligible for maintenance allowance

under Staff Benefit Fund.

Database of death cases while in service for providing funeral

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grant under SBF.

Provide all the SBF Forms for various categories with facility

to upload the enclosures.

Cross-check and highlight only the eligible applicants

according to rules and enclosures. It should ensure that there is

no double payment.

Provide the details of all the schemes covered by Railway

Board and new schemes introduced in the Zonal Railways.

Provide online all the notifications concerned with SBF

Schemes.

Generate a list of eligible beneficiaries under various schemes.

Link the disbursal of funds through Accounts to the salary

accounts of the Railway employees.

Confirm the employees regarding sanction of their SBF

benefits via email & SMS on Mobile.

Maintain the list of Holiday Homes, convalescent Homes,

Railway schools, Railway Institutes, Social Welfare Centres,

Hostels, Dispensaries, Community Halls with details of number

of Rooms occupied / un-occupied and contact allotment

authority.

Incorporate byelaws of management of Holiday Homes,

Railway Institutes, Community Halls, Social Welfare Centres,

Hostels etc.,

Facility of online Bookings of Holiday Homes, Railway

Institutes, Social Welfare Centres and Community Halls. The

confirmation of the Bookings should be communicated via

email and SMS.

Types of booking : Holiday homes, Institutes, Social welfare

centre, clubs, Hostels, Community halls

Provide list of Credit Co-operative Societies, Handicraft

Centres, Canteens, Creches etc., with contact details and

byelaws.

As per byelaws, generate list of members and beneficiaries.

Provide the list of Railway schools with infrastructure (number

of Rooms, Floors, Labs), type of School, medium, admission

procedures, number of Teachers, notification of results,

facilities available (sports and recreation) and online

applications for admission and connectivity of the schools with

Headquarters.

Provide the planned calendar events under Scouts & Guides

and Civil Defence. It should also have the number of

participants and their details.

Facility to upload notifications for all Railway Week Awards

(Railway Board level, GM level & CPO level) and provide

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details of Awards / Awardees. This system should also sort the

eligible candidates amongst the applications received. This

system should also be generating the award certificates

(duplicate).

Provide for connecting the Awards details to Service Register.

Provide the calendar details of all the Cultural events /

educational seminars & health camps for the benefit of

Railway employees. This should include various notifications

for the same and online applications. This system should also

sort out the final list.

Provide the calendar of Recreational / Study camps for Railway

employees and children with facility of online notification and

online submission.

Provide list of all benefits under SBF.

Fund allocation details to various benefits under SBF.

Provide details of Canteen – statutory and non-statutory with

concerned Railway Board policies.

Provide details of crèches, ladies rest room and recreation

facilities & sports along with contact details.

Provide the list of Homeopathic and Ayurvedic dispensaries in

Zonal Railways with contact address and details. Also

generate notification for engagement of Ayurvedic,

Homeopathic Doctors along with relevant Railway Board

policies. Also provide direct link for salary disbursement of

the Ayurvedic, Homepathic Doctors in their respective salary

accounts.

Provide link with Local SBF too for better co-ordination and

cross-checking of the utilization of funds at Divisional levels.

Upload all the relevant staff welfare policies issued by Railway

Board and Zonal Railway from time to time.

Provide Query module for SBF benefits and all the welfare

schemes.

Provision to add Miscellaneous Category.

Provide for calculation of Loss of earning capacity for the

purpose of Employee Compensation Act

Interface with school, Co-operative Societies, Handicraft

Centres, Canteens, Creches, Holiday homes, Institutes, Social

welfare centre, clubs, Hostels, Community halls, etc

Various calendars with Events

Entitlement of different welfare activities

Vacant position of various welfare activity centres like Holiday

homes, marriage Halls, community centres and Other

Places/Centres available for bookings in on-line/ Off-line

modes.

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Validation of Allotment procedures of various Places/centres.

Online booking of applications --> Submission with

enclosures --> Payment option --> Scrutiny ( under byelaws &

eligibility )--> display of availability --> Choose ( day / Month

/ Year ) --> Conditional allotment letter generation -->

Intimation to the concerned by e-mail / SMS/Mobile.

R.3 Reports:

Generate a list of eligible beneficiaries under various schemes.

Generate the sanction memos.

Generate the balance sheet for the various heads of grants

under SBF on periodical basis.

Generation of periodical reports about Scouts / Guides & civil

defence events & activities.

Generation of reports.

Provide for generation of Income & Expenditure statement of

canteens.

S. Grievance Redressal System Response

S.1 Function/Process Name: Grievance Redressal System

S.2 Description :

Web based grievance redressal system

Login ID for employees with due authentication and fill

complaint form/ SMS complaint from anywhere.

Self generated SMS/Email of complaint registration.

Complaint to be transferred to concerned

Branch/Department/multiple branches if more than one branch

involved

If any complaint belongs to multiple departments, the first

concerned department should be the nodal department for

gathering detailed reply.

Support transfer of workflow across authorities concerned with

the grievance.

To be linked with payroll, Promotion, DAR, APAR etc for

concurrent updation at relevant places.

Validate and transfer the complaints to concerned

Departments.

Work flow for grievance redressal

S.3 Reports :

Generation of reports of various types.

T. Union Matters Response

T.1 Function/Process Name : Union Matters

T.2 Description :

Election process including counting of votes & declaration of

result.

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Notification of List of office bearers subject to verification of

bonafides.

Issue and record keeping of Card Passes to union office bearers

and ID Cards.

Sanctioning of Special Causal Leave to eligible office bearers.

Procedure of Deputation of office bearers.

Meeting Agenda Booklet circulation.

Submission of Remarks on agenda by concerned department.

Circulation of Agenda of meeting with remarks.

Conduct of Staff-Council / JAC Meeting, Out of Agenda items,

Minutes of meeting Circulation, Follow up action and

monitoring.

Transfer of office bearers, the Co-option of office bearers, the

Annual General Meeting, CEC Meeting, Working Committee

Meeting, the Worker education program, Union Reference

RTI, Gate Meeting NOC, the List of office bearers, the Office

bearers Transfer NOC.

Record keeping of assets provided to recognized unions such as

accommodation, furniture, telephones, internet, etc.

Record keeping of rent, electricity and water charges etc paid

by unions and arrears if any.

Generation and issue of periodical reminders to unions for

delay in payments and issue of receipts etc.

T.3 Reports :

Support the Audit Reports.

Generation and issue of periodical reminders to unions for

delay in payments and issue of receipts etc.

U. Court Cases Response

U.1 Function/Process Name : Court Cases

U.2 Description :

Processing Court Cases as per laid down guidelines and

instructions. The cases shall be tracked through extensive work

flow at each stage e.g. registration of OA/WP/Civil suit,

Nomination of Railway Advocate, Obtaining para-wise

comments, filing reply. If Rejoinder, reply to rejoinder.

Judgment- Compliance or challenge/Appeal/review.

Further appeal- OA to WP, WP to SLP and Civil Appeal.

Visibility of status and details of each case/pending case(s).

Maintain history of all cases and prepare computerized

database of all the court cases across the Railway/Indian

Railway.

Interim orders/orders passed by the Hon‟ble Courts/Tribunals

and sending alert to Concerned officers at higher management

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level and to ensure summary on following basis.

(i) Court wise: viz district court, consumer forum, Labour

Courts, CAT, High court, Supreme Court.

(ii) Status wise: viz contempt cases, Judgements/orders pending

for implementation or further review of decision, appeal, execution

cases and ongoing cases.

(iii) Generation of report for division, department, unit, HQ

office and across Indian Railway.

Link with earlier case/ judgment, e.g. writ petition shall link

with O.A.

Each authorized user of each section shall feed cases which are

being dealt with by him/he and generate a case number and

shall be unique for each case.

Various authorities can track the status of case by putting case

number or name of petitioner at any point of time from

anywhere.

The daily proceedings on the case are recorded in brief by the

authorized feeder for perusal of all concerned.

Maintain data on Contempt Cases.

Top Management would be having an access to monitor the

disposal of all court cases under their administrative control.

At section level, monitor the status of all court cases for their

section.

All the concerned officers shall have the immediate access on

the updated information about individual court case concerned

to their sections so as to ensure day to day monitoring.

Interface with IPAS for exchange of court information

Restrict the access to information to authorized officials and

report through officials.

Alerts to Concerned officers at higher management level to

know interim orders/orders passed by the Hon‟ble

Courts/Tribunals

U.3 Reports:

Generate notification of decisions/ orders/information, as per

requirement, for sending to concerned officials/Advocates as

well for records.

Support prescribed standard form such as Vakalatnama etc

Monthly progress as per prescribed format on various

parameters.

Report of Contempt Cases.

V. Settlement Response

V.1 Function/Process Name: Settlement

V.2 Description :

Review of Service Record before superannuation/other

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settlement.

Getting post retirement details from employees in filled

forms/online method

Monitoring of demise cases.

Generation of sanction-papers for submission to associate

finance.

Maintain & generation of sanction-papers for pre2006, pre2016

exited employees.

calculation of settlement benefits and payment

Recovery of dues, generation of pension payment orders, bank

advices

Deduction the penal rent from DCRG of the employee in case

retention permission is over in case of superannuated employee

Calculation of arrear settlement/revised PPOs/bank advices

Processing scrolls from banks and updating database

To capture, calculate, manage and generate report of group

insurance scheme.

Provide for storing & processing of RELHS related activities.

Support encashment of Leave, on retirement with consequent

tax adjustments.

Support PF settlement process including generation of

settlement sheets and relevant vouchers for accounting.

Linkage with ARPAN module.

Payment of DCRG is subject to vacation of Railway quarters


finance and approval finance.

V.3 Reports:

Generation of list of employees superannuating for a given

period of time.

Generation of customized, pre-printed documents to be

submitted by the exiting employees.


finance.

Generation of A40 related statements with respect to settlement

module.

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W Manager Self Service Response

W.1 Function/Process Name : Manager Self Service

W.2 Description :

Supervisory employees have to carry out numerous Human

Resources (HR) activities. The Senior Supervisor plays a vital

role in the activities of staffing, development and management of

personnel policies and records, training and development,

performance appraisals , career management, discipline and

appeal etc.

Taking new recruits on Roll

Provide the unique ID for the Department/ Division to which

the candidate is allotted and the menu for different stages of

appointment up to the stage of generating the Office Order

and preparation of Master Data of the candidate and the data

to be merged with payroll system.

Service Register (wherever maintained)

Generate service history once he has joined and started his

career in Railways till date of his demittence from the service.

Attendance

Generate attendance on biometrics identity and Aadhar

number validation besides some other system in vogue, with

staff movement data linked to pay roll system as muster

document.

Pay and allowances (wherever drawn)

Generate pay and allowances such as OTA, ALK,

NDA etc. as per the HOER provisions for the staff

working in various categories and Pay Band and

Grade Pay linked to payroll system.

Advances (wherever sanctioned)

Facilitate forwarding of application for loans and advances.

Selections and promotions

Facilitate maintain the details of staff expressed unwillingness

for promotions, failed/remained absent for the

selections/suitabilities etc.

Transfer of staff

Update the position of incoming/outgoing staff on transfer

linked with the pay roll. This should also facilitate updation

of Service history (Service record) of each staff wherever

maintained.

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Sanction of Leave

Maintain the Leave account of each employee with a

provision of automatic crediting of leave on the 1st day of

January and July respectively linked to the muster particulars.

Also facilitate debiting and converting one kind of leave to

the another and the data to be linked with payroll system

D&AR

Generate the data of the employees who are under

suspension, major/minor penalties, pending position of

disciplinary action etc. Facilitate updation of the D&AR

position as and when the DA/AA/RA has taken a decision on

imposing penalty against the delinquent employee.

Issue of Passes PTOs (wherever issued)

Forward application for pass/PTO. Also facilitate printing of

pass with automatic crediting/debiting/updating the account

of Pass and PTOs once issued and cancelled for the

employee.

Forwarding of application

For the purpose of management and control, display details

of employees along with the notification, request transfer etc

for which they have submitted the application. It should

facilitate maintaining the details of the employees whose

applications are forwarded, pending to be forwarded on

account of IRRT/IDRT, forwarding of applications for

appointment outside the Railways etc.

Retirement lists

Generate the data of the employees who are likely to retire in

the specified period.

Demittence of service

Provision of maintaining the data of the employees demitted

from Railway service on normal and otherwise than the

normal retirements month/year wise linking to pay roll

system

Receipt and dispatch

Provision in managing the system of receipt and despatch. It

should facilitate inward and outward movement of docs and

files for effective supervision of R&D section.

Medical/ PME

Maintaining, updating and monitoring of Data of safety

category staff to be sent for Periodical Medical Examination .

Grievance redressal

Facilitate registering, monitoring and appraisal of redressal of

grievance, wherein the agrieved staff should be able to access

the details of information on the action taken by the

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administration for redressal grievance. .

Training

Maintain the schedule of training for each department. It

should also facilitate to generate information of the staff

already sent and to be sent for pre promotional training, in

service training, refresher course as the case may be for

effective supervision over training of staff as per the annual

schedules of training issued by Railways.

Interface with Hospital

Interface with Training Centre

Validation/Controls based on Login details

W.3 Reports :

As per user requirements

X. Sanction of Exit/Retirements Response

X.1 Function/Process Name: Sanction of Exit/Retirements

X.2 Description :

Process the voluntary retirement application as per the rules

defined for the particular scheme.

Generate retirement notice to concerned departments

and retirement proposal at least 3 months in advance in case of

superannuation for sanction. For other type of retirement/exit as

soon as the papers are submitted/ online request is received.

Calculate Commutation, PF, gratuity, SRPF, GIS, Leave

encashment CTG etc

Calculation of different types of pension

Process for making payment of the retirement benefits and

sanction pension / New pension Scheme as per applicable rules.

Maintain last pension adalat held.

Maintain the record after Retirement benefits (Medical, Railway

Pass etc.).

Provision to incorporate different formats of forms in template

form and ability to generate such forms online for further

processing of Pension and other benefits.

Maintain all exit processes.

Redeployment after retirement.

Analyze and display sanction of pension/commuted pension

Maintain and generate retirement booklet.

Maintain and generate report for PF, gratuity, leave encashment,

SRPF, GIS, CTG for retirees/terminations.

Maintain and provide a final settlement report for each

terminated employee /retiree employee.

Maintain and generate report of list of retiree as per user defined

criteria.

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Report of re fixation of pension of pre-2016 pensioners/ family

pensioners.

X.3 Reports:

Generate report of Retirement benefits (Medical, Railway Pass

etc.).

Generate report of settlement cases.

Retirement notice to concerned departments and

retirement proposal

Report for PF, gratuity, leave encashment, SRPF, GIS, CTG for

retirees/terminations.

Final settlement report for each terminated employee /retiree

employee.

Generation of statement-40 pertaining to exits

Generate report of list of retiree as per user defined criteria.

Generate report of last pension adalat held.

Generate report/worksheet of re fixation of pension of pre-2016

pensioners/ family pensioners.

Generate report/worksheet of sanction of pension/commuted

pension to post.

Generate retirement booklet

Y. PASS/PTO Management Response

Y.1 Function/Process Name: PASS/PTO Management

Y.2 Description :

Maintenance of Pass Eligibility of Employees/Retirees against

their Master data.

Maintain station codes, Pass Routes, Break Journey, PASS/PTO

rules, eligibility, parameters and criteria.

Maintain the dependent details (Declaration Form) of

employee/retire person who is eligible for pass.

Upload of Supporting documents (Family Declaration,

Bonafide Certificate etc) of Employees/Dependents required for

School Pass, Medical Pass, Duty pass, Residential Card Pass

etc. (Before and After Retirement)

Issuance of all types of passes(Group Passes, Sports Passes,

Duty card Pass etc) and employee can apply for the Passes

through online(ESS)

Issue Passes Online/Offline for Employees/Retired Employees.

Cancellation/Withdrawal/Issue of PASS/PTO manually/ online.

Return of Used/Unused Passes.

Manual issue of Pass/PTOs; Issue of emergency passes at

Railway Quarters

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Provision of issuing PASS/PTO to others (Railway employee

but not part of organization and entitled for PASS/PTO).

Provision to Enter D&AR cases/actions against employees and

enable Pass/PTO restriction, for a specified time period.

Authorization on travelling in Rajdhani and Shatabdi trains as

per their entitlement.

Recover cost of Pass/PTO and integrate with Pay roll for

deduction.

Deduct one set of pass every month beyond retention

permission in case of superannuated employee

Issue of duty PASS after approval.

Capture of declaration forms after retirement.

Interface with online leave encashment module (ESS).

Interface with IPAS for PASS/PTO data exchange during

Transfers

Integrate with Rates Branch System (rbs.indianrail.gov.in)

website for train routes and break journey check with

PASS/PTO.

Check eligibility, dependants, Number of Pass/PTO‟s

Check train routes and break journey as per PASS/PTO rules (as

per rbs.indianrail.gov.in website).

Check for D&AR Actions

Application for Pass -> Approval -> Issue

Upload of Document-> Verification->Approval->Updation in

database

Notifications and alerts through email/ SMS on issuance.

Tracking and approval of various kinds of PASS/PTO of

employees/dependents/retirees through workflow as per user

defined criteria.

Provision for manual Records Pass/PTO by authorized users.

Y.3 Reports :

Employee list for request date of pass and issue date of pass

along with other user specific criteria.

Audit reports.

List of Employee/ Retirees Pass /PTO - Issued / Cancelled.

PASS debit letter to other Office/Railways.

Report of all types and formations.

Print all types of PASSES/PTO on pre designed stationary

format.

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List of passes issued (History) to the employee and his

dependents with issue date and usage date and validity date,

type of journey, class of travel. This information to be available

to employee as well as Pass department.

Z. Payroll related modules Response

Z.1 Function/Process Name : Payroll related modules

Z.2 Description :

Admissibility of allowances like Children Education

Allowance, Travelling Allowance, Transfer Allowance etc and

interfacing with payroll with specific criteria mapped as per

eligibility.

Processing of annual and variable increments.

Approval limits for expense reimbursement should be

configured based upon the hierarchy limits.

Allow the setup of multiple payrolls with different payroll

administrators & combining payroll.

Allow restriction of administrative functions to a few select

payroll users.

Provision for advance payments.

Allow the cap of deductions at user defined fixed values or as a

percentage of some pay elements / Flexibility to relax user

defined caps.

Allow for deductions that might be either Rly. rules, or Local

Organization rules.

Approval/concurrence of Payroll parameters by Finance.

Posting of salary to relevant GLs in the accounts.

Allows to capture cost center of each employee and salary or

wage data can be allocated to various cost centers.

Generation of Statutory Forms like Form 16/ Form 24 etc.

Global editing of wage records (For e.g.: if conveyance

allowance has increased uniformly across grade levels then a

single update in the Salary/ Wage Master will drill down to the

individuals in that category).

Multiple salary payment modes to be supported like Cheque,

Cash, Bank transfer etc.

Payment of medical reimbursement, allowances, recovery and

taxation (if any) thereon.

Club/union contributions with interface to payroll for recovery

Housing loan/ other loan recovery of PFC and outside agencies

and updated report of it rebate/deductions and generation of

reports.

Record employees‟ perquisites and other information

relevant in computing their tax liability as tax components.

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Reporting/ adjustment of taxable earnings (in case of income

from other sources, investments etc.).

Provide the functionality for:

Online "savings" detail entry screen

TDS deposit details and linkage against TDS deduction.

CTS credit thrift society

Lease Payments

Advance to be dealt

Establishment: Uniform, lease maintenance, car/ scooter

maintenance, etc.

Others like (Residential office maintenance, Briefcase, Raincoat

etc.)

Provide for monitoring the limits of reimbursable element of

salary.

Generate CTC report for various level of employees, should

also facilitate generation of projected employee costs based on

certain estimated hike.

Facilitate employee cost allocation based on pre-defined

parameters.

Facility to adjust excess/ short deduction of TDS.

Annual & Periodical Service Verification etc.

Group Insurance Management etc.

Post salary payment advice including multiple payment

methods such as bank, cash and cheque to General Ledger.

Capability of PF & Terminal benefit Management.

Support pooling the monthly contribution of PF, VPF in to the

PF management system.

Support calculation of periodic interest and crediting the amount

to the accounts.

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.

Facility to Credit sanctioned PF loan / withdrawal amount

directly to their respective accounts through CBS (Core

Banking System).

Maintain nominee details and payment to nominee in case of

death of an employee.

o Allow for recording Tour program request (online/offline)

as per travel policy with the details including From/To

locations, Travel Dates, Mode of Travel, Purpose of travel,

whether travel is Overseas or Domestic, support requisitions

for Travel Tickets and Vehicles

o

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Allow for recording advances for travel against a

requisition, after approval

Allow for recording travel expense report once the travel is

completed.

Account for the travel expense report after approval.

Should be integrated with accounts payable for creating

liabilities against each travel expense recorded in the travel

expense report

Should allow for final settlement of a travel (i.e. adjusting

against any advance)

Enable employees to claim for medical reimbursement for Non

Railway Empanelled hospitals

Capture employee medical entitlements.

Capture dependents, verify and issuing medical cards to

employee.

Linkage of Children to various functions like claim of Child

Education allowance, Pass, Medical facilities, admissibility of

Child care leave, School fees, Scholarship reimbursement and

other SBF payments etc.

Generate a file payroll journal by month / period / cumulative /

previous years

Generate employee‟s individual tax returns and generation

of e-TDS data

Capture and generate report for change in grade pay, allowances

etc. from record of pay roll for specified time period.

The change in perks / pay component should be maintained

online. Ex. DA, Working Allowance, Lunch subsidy,

Newspaper etc.

Benefit such as special allowances for vasectomy, acquiring

higher education.

Special allowances for additional assignment, special

assignment, facilities etc.

Accounting manual payments made outside SAP into SAP

System

Post Payroll activities

o After processing of Regular/Off-cycle payrolls, various

reports/work flows are to be generated for further processing

at Accounts.

o Posting to Accounts and generation of posting documents.

o Bill passing by CAS for regular/Off-cycle payroll.

o Internal Audit process using various reports/documents.

o Generation of Last Pay Certificate report to be used by CAS.

o Reconciliation with General Books.

o Generation of Gazetted allocation report.

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o Generation of Certificate for passing on credits/debits to

Other Railways

o Quarterly e-return, Annual e-return data and reports.

o Generation of necessary reports for time reconciliation of Job

hours with GA Hours by CAS.

Z.7 Reports:

Print and export to a file payroll journal by month / period /

cumulative / previous years and to be integrated with accounts

module.

Ensure support for major statutory reports / certificates of taxes

like Form 16 in the user defined format.

Generation of employee‟s individual tax returns and

generation of e-TDS data.

Generate travel expense report

Generate report for change in grade pay, allowances etc. from

record of pay roll for specified time period.

Employee wise recovery position, recovery list and outstanding

balances list –month wise or as user defined.

Generate report on updation, deductions, IT rebate on Housing

loan/ other loan recovery of PFC and outside agencies.

Generate reports on loan recoveries made, overdue list etc.

Generate CTC report for various level of employees, should

also facilitate generation of projected employee costs based on

certain estimated hike.

Improvements to be carried out in the existing implemented area

1. Incentive Response

1.1 Function/Process Name : Incentive

1.2 Description :

Development of system for calculation arrear incentive for

retrospective periods on the following scenarios:

o o Changes to incentive details updated last month

o Change of incentive Employee rates

o Changes to DW/EIW statements

Implementation of Coach serial number for Incentive

calculation. Restriction based on coaches already used for

incentive and coaches which are outsourced.

Automatic Accountal of labour hours captured in incentive

system

Accountal of incentive/arrear incentive payments made

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Development/modification of Incentive system for the

following aspects:

o Operations having Squad work having more than “two

squads” could not run incentive.

o Artizans staff getting promotion and incentive claims

for the staff is giving loss due to non-availability of

facility to claim incentive difference.

o o Provision must be given to pass incentive cards for final

certification by SSE‟s in-charge.

o o The existing issues are to be resolved.

o o Separate logins & interface for shop in-charge SSE‟s

with master control to have better control over running

of incentive cards in SAP ERP System.

o o Problems are faced to use job cards for major assembly

items having bulk timings.

o o Need split-up facility to carry forward the remaining

hours due to spill over of production activities. Presently

it is leading to forgo the hours even after put on work.

1.3 Reports :

Complete WMR (Workshop Managerial Report in HR

Module) are to be made available in SAP ERP System with

details like claimed hours, balance hours, unclaimed hours etc.

for better control and monitoring.

2. Correction Payroll Response

2.1 Function/Process Name: Correction Payroll

2.3 Description :

Perform standard correction payroll including retro periods

pertaining to previous years

Salary Arrears involving retrospective calculation need to be

performed prior to Regular payroll of next month

SAP standard validations and controls

Bill submission and passing by accounts

2.7 Reports:

Working sheet for Arrears

Arrear Bills

Cash Order 7 (CO7)

3. Employee/Supervisor/Managers Self Service Response

3.1 Function/Process Name: Employee/Supervisor/Managers Self

Service

3.2 Description :

Web based Employee self service

Employee should be able to submit all his requests and

perform online transaction of information

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Employees to view reports like his Pay slip, salary certificate,

Annual salary certificate, office orders involving his career

event, service record, APAR, Arrear reports, IT Forecast,

Form 16, Pension benefits etc.

Employee to be able to apply for Loans and advances and get

status of his applications thru ESS/SMS/E-mails

Employee to be able to request for changes in Voluntary

contribution to PF, Mobile number, bank account numbers,

family declaration etc

Employee to be able to apply Leave, Leave encashment,

employment certificates, NOC for Passport, ID card, RC Pass,

Pass/PTO and other staff benefits, Holiday homes, Marriage

halls, Advance for travel, submit TA journals, register for

Quarters etc

Employee to submit APARs, Moveable/immovable property

declarations/permission requests etc

Supervisors/managers to view reports and perform

forwarding/recommendations/approvals as part of work flows

Employee/Supervisor/managers login using Biometric or

Mobile OTP based authentication or both depending on the

sensitivity of transaction

Support uploading of Applications as softcopy format and also

provide on-line application form on portal.

Facility to provide investment declaration form in

electronic format. The employee will be required to fill

and submit the form electronically so as to automatically

update salary record and tax calculation by the system.

Show the pension value through self-service-Clarification

Required

calculation HRA Rebate

Medical exemptions as per the Income Tax Rules

Gratuity Calculations

Provident fund rules

Group Insurance

Accessibility from Mobile

Interface with NSDL for NPS data

Work flows for all employee transactions

3.7 Reports :

Salary slip

Form 16

Income tax forecast

Arrear detail (Retro) statement

Salary/Annual salary certificate

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Employment Certificate

No Objection Certificate for Passport

PF/NPS ledger

Loans details

Leave sheet/Leave history

4. Changes to Income Tax Response

4.1 Function/Process Name : Income Tax

4.2 Introduction

Payroll was implemented as part of ERP Phase-1 project with

Income tax calculation and recovery.

No patches /support packs were updated since 2012.

Income tax changes announced during Union Budgets since

2012 are implemented as work-arounds only. Part Standard

features and part ABAP programs are used for calculating

Income tax.

4.3 Description :

The requirements of ICF on Income tax have to be understood,

re-configured, tested and implemented in the new SAP ERP

System in such a way all the work arounds are removed

Income tax system to be integrated with TRACES portal of

Income Tax India website for online filing of IT Returns,

Generation of PART-A from „TRACES PORTAL‟

Known issues faced now:

Tax credit under section 87-A is to be included.

NPS Govt. contribution portion is not properly accounted

for savings and to be allowed more than savings Limit.

PF Amount given in Previous employment salary is not

accounted for Income tax calculation.

Previous employment salary details stored in infotype

0580 should be able to capture more detailed data like

instead of salary it can be as pay,da,hra,etc, exemption u/s

10 it can be hra exemption, transport exemption etc.

Quarterly return and Annual e-return data to be generated

in the format required by Income tax office (Format

required by Traces Portal ) with properly reconciled with

books figures. ( Now reconciliation done by Accounts

manually).

Data file consist of Form16, Form24 and other reports

required by user departments to be generated.

Section 89 rebate calculation. Income tax re-calculation to

be performed for entire retro arrear period using arrear

amounts pertains to the each year and section 89 amount to

be worked out by system with proper working sheet,

section 10E reports to be given to employees. Employee

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can use 10E report and submit/declare for IT rebate

claiming through salary.

Child education allowance exemption to be claimed in

SAP based on the children education allowance claimed by

the employee and student details (Student data to be stored

in SAP like student name, standard, hostel, Physically

challenged etc., ).

Income tax rules are changed by Govt. every year based on

the annual budget and necessary training to be given to IT

centre staffs for applying patches/Notes with regards to

Income Tax calculations and IT related reports generation.

4.4 Reports :

Income Tax Forecast, IT Declaration report, Form 16, Form16

Annexures, Form24 and other statutory reports to be

generated.

Duplicate Form16 generation when required by employee.

IT Form16 report to be signed by different officers for

different group of employees this signing officers details

should be captured by the system and form16 to be generated

accordingly.

All statutory Income tax reports in the latest format.

5. Project Specific changes carried out for Payroll Response

5.1 Function/Process Name : Payroll

5.2 Introduction :

Three objects were modified from the payroll point of view.

o INHRA -> &NHRA

This is a z function and the standard is not

used.

o INEPF -> Standard is used with specific code

o ININI -> &ININ

This is a z function and the standard is not

used.

Code changes include changes to cater for Alternate Financial

year and erstwhile Workshop staff wage period (23rd

to 22nd

)

Alternate Financial year: Though Financial year for

accounting is between „April to March‟, for Payroll & Income

tax purposes the year is considered between „March to

February‟.

Currently Uniform wage period with Calendar month as

Period is adapted for all employees of ICF

5.3 Requirements:

The Project specific changes need to be understood by the

contractor and implement them as part of SAP Standard

Reversing the code changes or restricting the project specific

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code to older periods only so that future upgrades are not

affected

6. Professional Tax Calculation Response

6.1 Function/Process Name : Professional tax

6.2 Description :

Entire Professional Tax process to be reviewed and re-

configured to get all functionalities like PTax arrear recovery,

PTax Refund etc.

By taking 6 months salary and review PTax amount in every

march and September and if any difference is found between

PTax recovered and PTax due and the difference is either to be

recovered as PTax arrear or Paid as PTax Refund.

If PTax rate is revised with prior date system should

recalculate and process arrear/Recovery.)

7.0 Gate Attendance System Response

7.1 Function/Process Name : Gate Attendance

7.2 Introduction

A system of negative time evaluation was implemented for

Payroll in SAP ERP System

Gate attendances have been now implemented in most of the

locations of ICF

7.3 Requirements

GA systems implemented have to be duly integrated to SAP

ERP Payroll

System of Time evaluation based on actual time values

Calculation of absences/attendance based on actual times with

approval work flows in case of Overtime etc.

8.0 Standardization of Custom (Z) programs Response

8.1 Function/Process Name : Custom (Z) programs

8.2 Description: These are the Custom Z Programs which are to be

reviewed and these processes are to be implemented in the Standard

itself.

SLNO Transaction code/Program Details

1. ZICFHR_RETIRE For all superannuating employees, this

program is mainly used to update Infotypes

with Inactive status and new Payroll Area

(Z8)

2. ZICFHR_DELIMIT_PF For all superannuating employees, this

program is mainly used to delimit Infotype

0587 prior to three months of

Superannuation, so that PF Recovery is not

made.

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3. ZICFHR_SOCIETY_RATE Monthly Membership fee for Society,

changes based ob Basis Pay Level. This

program is used to update the membership

fee depending on the Pay changes from Info

type PA0008 automatically prior to Payroll

runs

4. ZICFHR_UPDATE_0027 Cost centre in Info type 0027 is updated

based on Info type 0001 (splits)

5. ZICFHR_CHECK_VPF This program check Voluntary Contribution

to PF does not exceed Basic Pay and other

pay components

6. ZHR_REPT_GROUP_INSURANCE Interest is calculated for Unrecovered Group

Insurance Subscription. This program

Calculates and updates the Group Insurance

Recovery to Infotypes for recovery in

Payroll

7. ZICFHR_PORTAL_PW This program updates password for Web

Portal to Info type 0105

8. ZICFHR_RET_DATE_UPDATE This program calculates and updates Date of

Retirement to Info type 0041

9. ZICFHR_N0_DATE_UPDATE This program calculates and updates Date of

commencement of Inactive period to Info

type 0041

10. ZICFHR_INSTITUTE_RATE Monthly Membership fee for Institute,

changes based on Basis Pay. This program

is used to update the membership fee

depending on the Pay changes from Info

type PA0008 automatically prior to Payroll

runs

11. ZICFHR_CHECK_RETIRE This program checks and reports whether

any employee beyond the age of

Superannuation, exists in the master data as

„Active‟.

12. ZICFHR_DELIMIT_RETIRED For all superannuating employees, this

program is mainly used to delimit certain

Infotypes based on date of Inactive status

13. ZICFHR_P_DELIMIT_IN When employees join duty after

Suspension, deputation, Removal etc.,

certain delimited Info types are restored by

this program

14. ZHR_BU_UPD This program updates Payroll area in the

table ZOTHOURS

15. ZHR_OT_UPL This program is used for bulk updating of

Physical absences/Overtime/Holiday

booking

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16. ZHR_REPT_OT This program calculates and updates

Normal/factor Overtime, HOER over time

to Info type 2010 from Z Table

ZOTHOURS

17. ZHR_SHIFT_BOOK This program is used for bulk updating of

Shift Details

18. ZICFHR_UPDATE_HRA This program updates info type 0008 from

0581

19. ZICFHR_PTAX_RETIREE To Upload the Amount in WT 93P1 in

Infotype 0015 for Ptax Balance to be

deducted during Retirement month.

20. ZHR_REPT_BF_OVERPAY When Brought Forward earning are

negative, this program updates Infotypes for

recovery in instalments.

21. ZICFHR_RATION_CUT_DAYS Ration money will be paid at Full rates for

the first 60 days of earn leave, Half cut for

next 60 days and Full cut Beyond 120 days.

This program works out such cut days and

updates Infotypes for calculation of Ration

money in Payroll

22. ZICFHR_STV_TEMP &

ZICFHR_STV_TEMP1

To Change the Employment status from

Inactive to withdrawn in Infotype 0000 and

vice-versa

23. ZICFHR_RESTRICT_HRA180 House Rent Allowance will not be paid

when the employee leave exceeds 180 days.

This program works out such cut days and

updates Infotypes for calculation of House

Rent Allowance in Payroll

24. ZICFHR_DA_SPLIT_0008 This program splits entries in Infotype 0008

into two to ensure right calculation of DA

for the period Jan 13,July 13,Jan 14 and

July 14 for Artizans ( Payroll area Z5 )

25. ZICFHR_Z8_SET_MD_DATE This program creates data for updating MD

Change date to PA0003 for Retired

employees for the purpose of Arrear DA by

giving Retro date as Jan1 or July 1 as Input .

26. ZICFHR_QUOTA_RESTRICT This program creates Quota corrections

(Infotype 2013) for employees retiring in

subsequent six months. This will be run in

January and July.

27. ZICFHR_QUOTA_REDUCE_EOL This program creates Quota corrections

(Infotype 2013) for employees who availed

EOL/UA during last six months.

28. ZHR_GRP_ANNUAL_RUN Subscription for Group Insurance depends

on Group of the employee and their joining

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date. This program updates New Rate for

Group Insurance in Infotype 0057. Run

once in a year.

29. ZHR_REPT_GRP_INS_REGISTER The report shows the particulars of

Employees subscribing to Group insurance

with Rates. This will be run every February

30. ZHR_UPDATE_INFOTYPE_2001 This program updates Leave type to 2001

info type when the holiday is „Unpaid‟

31. ZICFHR_IT_2000_CALC1 Income Tax work around program to

calculate revised tax amount and updates

Infotype 0015 WT MVT1

32. ZICFHR_METER_CALC To calculate Electrical meter charges using

Infotype 9008 and updates Infotype 0015

WT 2121

33. ZHR_REPT_QUARTER_DEDUCT_N

EW

To calculate Quarters Rent and water and

updates Infotype 0015

34. ZICFHR_PROD_AWD To calculate production award every year

(After completion of outturn by ICF) using

Leave data, incentive data, employee

category and amount of award will be

advised by Administration every year and

paid to the eligible employees as off-cycle

Bill or posted in regular Bill.

35. ZICFHR_RPF_CASH_COMP To calculate cash compensation for RPF

employees based on Holiday booking and

paid to the employees as off-cycle Bill or

posted in regular Bill. The amount is

calculated as Pay + DA for one day for each

holiday booked and it is restricted to 30

days in a year

36. ZICFHR_PLBWORK To calculate PLB Bonus every year based

on bonus days announced by Railway

Board, Leave days, Pay of the employee,

monthly pay ceiling, Bonus amount ceiling

and for eligible Non Gazetted employees.

Bonus amount is calculated as per day rate

multiplied by Bonus days.

37. ZICFHR_PLBWORK_RPF To calculate RPF Adhoc Bonus every year

based on bonus days announced by Railway

Board, Leave days, Pay of the employee,

monthly pay ceiling, Bonus amount ceiling

and for eligible RPF employees. Adhoc

Bonus amount is calculated as per day rate

multiplied by Bonus days.

38. ZICFHR_P_RET_LVENCASH To calculate Leave encashment amount for

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retiring employees. Encashment amount is

calculated as No. of Leave days maximum

300 days multiplied by Pay + DA

39. ZICFHR_P_NPS_ENTRY Data entry screen program which accepts

input data by users and update many

infotypes including 0000, 0001, 0002, 007,

etc in the background. These data are used

to calculate Pension amount to the eligible

persons and paid as separate Bill

40. ZICFHR_METER_REPORT Electrical energy consumption report

showing electrical readings, amount to be

recovered and Amount recovered for each

quarters employee wise

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7.5 Functional Requirement Specifications for Finance Management

Introduction:

Product Costing portion of SAP CO module is already implemented in ICF and the system went live in

February 2012. Since then, cost collection is being done in SAP ERP and Monthly/Annual runs are

being carried out routinely. The following sub modules were configured to the extent required:

General Ledger (Basic)

Cost Element Accounting

Cost Centre Accounting

Product Cost Controlling

In order to cater to the Finance and Accounting functions of ICF, Departmental Computer systems

currently run at the Accounts Department, besides the Financial Management Information System

(FMIS) that runs at the IT Centre,

Apart from the transactions that emanate from within SAP ERP (relating to Stores transactions), the rest

of the transaction data required for the Controlling module are currently being uploaded to SAP ERP

system using manual LSMW / BDC uploads. This needs to be online / automatic.

The Functional scope of work for implementation of the FI & CO module, contains the following two

components:

Implementation of Accounting & Finance functions in SAP ERP

Improvements to be carried out in the existing implemented areas in the CO module.

Most of the efforts on the part of the Contractor would lie in mapping these requirements to standard

SAP ERP system in due consultation with OEM. The requirements which could not be made within

SAP ERP need to be met by Development within ERP or in the Web Portal proposed as part of the main

scope of work in mutual agreement with ICF.


system:

All sub-Systems of FI &CO should provide for sending SMS / e-mail to Contractors / Suppliers

/ Employees, besides various other stake holders.


interlinking / interconnecting the various sub-systems of Accounting and Finance.

System should provide for reconciliation of figures emanating from various Subsystems with

those in General Books (Cash & Adjustments) maintained by the Centralized Books Section

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Provide for sufficient control mechanisms to ensure various checks and balances that are being

currently followed in ICF / practiced elsewhere, as part of various Internal Checks of Standard

Accounting practices.


for rectification.





Send system generated alerts on real time to employees/different sections as and when required

during workflow.


Provision for having templates on different forms of official communication including Orders,

application formats, standard sanction orders etc. Provision for adding and integrating more

templates in future depending on the task.

Track the position of the workflow (where it is pending)‐ diagrammatically, with/

without showing the contents, as the case may be

Generate alerts if a matter is pending with a functionary for long time.

Integrate tightly with the Human Resource, Materials Management, Production Planning, Plant

Maintenance, Sales & Distribution modules in ERP – for handling Accounting transactions that

emanate / terminate in the respective module

Integrate tightly with the functions of the other departments such as Mechanical, Electrical,

Civil Engineering, Human Resource, Stores etc in handling Accounting transactions that

emanate / terminate in the respective department.

Integrate with SAP Business Warehouse and provide easy analysis through integration with

Microsoft Office (Analysis for Office)

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Implementation of Accounting & Finance in SAP ERP System

A.

General Ledger Response

A.1 Function/Process Name: Book Keeping & Accounting

A.2 Description:

a) Capture of all accounting entries relating to payments, remittances of ICF.

The transactions could be either through Cash/Bank or through Adjustment.

Transactions through bank to include direct credits to Bank

b) Maintain the Daily Cash Book – summarizing the Cash/Bank Payments for

the day.

c) Maintaining the various General ledger Accounts of the Railway

d) Provision be made available for capture of the following in the various

transactions / reports, as applicable :-

Minus debit / Minus Credit, in the case of adjustment transactions

Source of Funding – Capital, Depreciation Reserve Fund etc

Primary Unit of expenditure

Details of asset/work such as Scheme, Reference, Estimate number

Employee number, Minimum balance, Rate of recovery, number of

installments etc

Purchase Order number / Agreement number

Receipt particulars such as Receipt Note Number etc

Cost Objects such as Production Order, Cost Centre etc

PAN,TAN,TIN,PT/PE, NT/NE

PRAN Number

e) Transfer transactions (Inter-Railway) : Carrying out adjustment transactions

between Railways units by raising of debits/credits on Other Railway

Units(Outward) and acceptance of debits/credits received from Other

Railway Units, generation of certificate for raising debit/credit by sections,

listing of railway-wise debits/credits for a given period, preparations of

related Journal entries, interface with E-Recon application developed for

Railways.

f) Provision for carrying out „Annual Closure of Accounts‟ to be made – such

as carrying over existing balances, clearing balances under certain heads etc.

g) Transactions need to be captured in line with Accrual Accounting concepts.

Preparation of Final Accounts based on guidelines for Accrual Accounting

concepts circulated by Railway Board is to be made possible.

h) With respect to certain heads of a/c., the System should provide reports that

would serve the purpose of a Register/Sub-ledger for watching

credits/debits, reconciliation with General Books the particular head of

account such as Remittance into Bank, Reserve Bank Deposits, Principal

Accounts Office (New Delhi etc) etc. The System should be able to show

the linkage between debit(s) and corresponding credit(s) and balance

available.

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i) Preparation of Debt Head report based on Capital Ledger, Receipts and

Outgoings as per Account Current.

j) Preparation of various reports based on Cash & JE such as Exchequer

statements, Capital ledger, Capital & Revenue (Finance) Accounts, DRF

Ledger, Primary Unit-wise analysis of net drawals.

k) Being the key section that maintains the Books of the Railway (General

Books), mechanism for carrying out reconciliation of Accounts by each of

the different sections with General Books (Financial Books) should be made

available.

l) Provision for up-to-date and timely posting of PF/Loans/NPS transactions to

the concerned Employee Ledger, while carrying out a particular transaction,

in a timely manner

m) Interfaces with the following are envisaged:-

n) With E-Recon – a centralized System for IR where inter-railway

transactions are settled

o) With IPAS – a centralized Accounting System for IR through which the

Summarized Accounts are to be uploaded through a defined interface, after

the transactions for the month are settled.

A.3 Reports :

Daily Cash Book

Pay Master‟s Register

Monthly Cash Allocation-wise(G/l-wise) Summary

JE Allocation-wise (G/l-wise) Summary

General Ledger

Monthly Approximate Account Current and its Annexures

Monthly Capital Account Current and its Annexures

Annual Capital Accounts and its Annexures

Annual Revenue Accounts, Finance Accounts and its Annexures

Accrual Accounting Reports

Registers for Subsidiary Ledger – Reserve Bank Suspense, Reserve Bank

Deposits, Cheques & Bills Suspense etc

Debt Head Report

DRF (Depreciation Fund )register

PU-wise analysis of net drawals

B. General Ledger Response

B.1 Function/Process Name:Preparation of Accounting adjustments – Journal

Entry

B.2 Description :

a) Provision for preparing accounting adjustments (Journal Entries or JE) to be

made.

b) Provision for distinctly operating Minus Debit / Minus Credit, along with

Debit & Credit.

c) Capture of few specific fields is mandatory while carrying out adjustments

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:-

Employee number, minimum balance, Rate of Recovery, Number of

Installments etc in the case of Employee related transactions

Purchase Order, Receipt Particulars etc in the case of Stores related

transactions

Batch Order / Expense Number & Shop (Cost Centre) etc in the case of

Manufacturing Expenses

d) Provision for Books Section to accept / reject / postpone a certain

adjustment.

e) Provision for modifying an accounting adjustment prepared by a particular

section – at the Books Section level

f) An Interface will be required with E-Recon – a centralized application for

IR where inter-railway transactions are settled

g) Some of the Validation/Controls required are

Signatory to the JE will be based on the JE value

Preparation of Adjustments to be restricted w.r.t certain heads of A/c. For

instance:-

o Credit to certain heads of A/c to be restricted. For instance, credit to

Workshop Manufacturing Suspense (WMS) A/c to be restricted only to

value realized from Railway Board/Other Railways for sale of

coaches/spares to other Railways. No other credit to WMS to be

operated as an adjustment.

o Inward Transfer Credit to be adjusted as credit to Head Transfers

Railways and not minus debit

B.3 Reports:

JE Printout, along with narration and all required details

JE register – showing JEs accounted for the month

Allocation-wise(G/l) summary

C. General Ledger

C.1 Function/Process Name: Maintenance of Subsidiary Registers &

Reconciliation

C.2 Description:

a) With respect to certain heads of a/c., the System should provide reports that

would serve the purpose of a Register/Sub-ledger for watching credits/debits

under a particular head of account such as Miscellaneous Advances,

Deposits Miscellaneous, Purchase Suspense,Sales Suspense, Stock

Adjustment A/c., Stock-in-transit, Cheques& Bills Suspense, Remittance

into Bank, Unpaid Wages, Recovery Register etc. Maintenance of such

registers should be automatic and in an online manner.

b) The System should be able to show the linkage between debit(s) and

corresponding credit(s).

c) The concerned section monitoring the particular Head of a/c should be in a

position to carry out reconciliation monthly with the General Books figure

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(Financial Accounts).

C.3 Reports :

Subsidiary Register Print, where required

Half-yearly/quarterly/monthly arrear-reports.

Half-yearly/quarterly/monthly/debt-head reports.

Report on clearance of balances from the above suspense.

Progress reports of section/individual staff dealing with the above registers.

D. General Ledger Response

D.1 Function/Process Name: Accounting for GST & Preparation of GST

Invoices

D.2 Description :

a) All GST payments and collections need to be accounted for. Necessary tax

codes need to be invoked in ERP.

b) For the purpose of availing Input Tax Credit, the following facilities should

be made available.

Provision for capturing GST information in the Purchase Order/Agreement

Information in the Supplier/Contractor Invoice such as GST No., Invoice no.,

HSN/SAC codes etc need to be captured, besides other details

Payment of GST against supply of Goods / Services needs to be captured

distinctly in the form of SGST., CGST., UTGST & IGST paid.

Amounts paid on Reverse Charge Mechanism needs to be captured, in the

case of Unregistered Suppliers/Contractors, Transport contractors etc

Mechanism to be devolved for tracking of material used / services availed

with the End-product and Customer – so that input tax can be availed only

where is chargeable on the Customer

Mechanism for reconciling input tax particulars with Supplier / Contractor

invoice data downloaded from GSTN site should be available.

c) Raising GST invoices/Bill of Supply for all kinds of sale, as per the GST

Act :-

Coaches ,

Spares,

Scrap (Now GST only for unregistered buyers of scrap)

Shop Manufactured items

Material

Metallurgy (CMT lab) services

Ground rent collected for renting Stadium

Rent from Kalyanamandapams, auditoriums etc

Invoice for receipt of Mobilization Advance from Non-Railway Customers

and subsequent invoices based on delivery

Legal charges

d) Invoices need to be prepared from the base document created as a part of the

process viz., from delivery challan, Gate pass, sale issue note etc

e) Where advance is collected, GST should be made applicable on such

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invoices. Balance should be collected/refunded through the Final Invoice

f) Provision for affixing digital signature on the invoices should be possible

g) All payments / collections to have the corresponding Accounting entry in

the background.

h) Provision for cancelation / reversal of GST payment/collection should be

available.

i) Mechanism for reconciliation of CRIS report of GSTR-2A with ICF input

credit availed.

j) Mechanism for additions in GSTR1A i.e., recipient added missing invoice –

invoice missed out by ICF but added by Customers.

k) Following workflows should be available:-

Invoice preparation process should be triggered from delivery of service /

item

Once invoices are prepared, they should be available for digital signature of

the signing authority

l) Preparation of E-way bills

D.3 Reports :

Data file for uploading input tax credit in CRIS required format

Data file for uploading all GST collections in CRIS required format

All GSTR reports, as a download

Invoice in PDF format

Manual reports prepared by the Section

E. General Ledger Response

E.1 Function/Process Name: Maintenance of Head - Transfer Railways

E.2 Description:

a) Transfer transactions (Inter-Railway) : Carrying out adjustment transactions

between Railway units by raising debits/credits on Other Railway

Units(Outward) and acceptance of debits/credits received from Other

Railway Units.

b) Generation of certificate for raising debit/credit by various sections making

payments/carrying out adjustments

c) Listing of railway-wise debits/credits for a given period

d) Preparations of related Journal entries, interface with E-Recon application

developed for Railways.

e) Interface with E-Recon, a centralized application for IR where inter-railway

transactions are settled, should be provided.

E.3 Reports :

Railway-wise Monthly list of Debits and Credits

Status of Inward Transfer Certificates

F. General Ledger Response

F.1 Function/Process Name: Accounts - General Processes & Reports

F.2 Description:

a) Provision for transferring old items to Earnings

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b) Provision for refund amount transferred to Earnings.

c) Generation of Working Sheet for material assistance to outsiders

d) Generation of reports to be circulated to Other Railways for effecting

recoveries from recovery register.

e) Generation of reports to be circulated to Stores for clearance of MAC(Risk

Purchase)

f) Generation of accrued liability towards passing bills

g) Generation of accrued income(EMD/SD etc)

F.3 Reports :

1. Monthly/Weekly/10-days progress report

2. List of items transferred to earnings

3. Age-wise summary of items under various Suspense Accounts

4. Age-wise summary of items cleared from various Suspense Accounts

5. Debt-head reports

6. Periodical reports to be submitted to Railway Board

G. Payments Processing Response

G.1 Function/Process Name: Cheque Preparation

G.2 Description :

a) All payments to Employees, Suppliers, Contractors and others are arranged

by this section through Cash / Cheque/ NEFT / ECS Letter of Credit.

b) Sections processing payments will pass the bills for payment and transmit

the processed bills along with the CO7s to Cheques section. Payments will

flow from Cheque section to Bank / Payees

c) Cheques are issued by both Shell & Furnishing divisions

d) Cheques are issued on RBI & SBI.

e) Existing process : Signed CO7 statements are received from different

sectionsand a unique running serial number is allotted. An entry is made in

the control register showing deduction and gross amount. CO7s are grouped

and booked in separate batches - for NEFT, Cheques, Cash, Imprest Cash,

Technical Scholarships from SBF, PF payments etc. Separate Cheques are

prepared for each Batch. All data such as Payees' name, amount etc are

captured from CO7 prepared by concerned section. Within each batch,

amount is consolidated payee-wise and cheque prepared and sent to Cash

and Pay Office. In case of cheque payment, a separate cheque is prepared

for each payee. Cheques, Co7 statements along with invoices / vouchers are

sent to "Cash and pay Office" for arranging payment to the respective

drawees. As for electronic transfer cases, data is furnished to the bank in

the prescribed format.

f) When a cheque is to be re-issued due to loss or other reasons, "Plus and

Minus CO-7" has to be prepared.

g) Interfaces with the following are envisaged:-

Integration with SBI CMP or similar to be provided.

Provision for bill processing status in ICF website

SMS to beneficiaries after arranging payment.

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G.3

Reports :

Statements showing Payee-wise list

Control Register

Daily exchequer statement,

Plus and Minus CO7,

PCDO, MCDO, Monthly Progress Report,

Bank-wise payment statement,

List of voucher statement for Cash, Cheque, ECS and NEFT Payment.

NEFT statements such as NEFT counterfoil – CO7-wise, NEFT clubbed

statements, Bank statements for forwarding to SBI along with Cheque for

arranging payments.

H. Payments Processing

H.1 Function/Process Name: Processing of Contractors’ bills and misc bills Response

H.2 Description:

a) All bills other than Payment to Staff / Suppliers are dealt with in

Expenditure Section. They are grouped into two categories. One,

Contractors‟ Bills (based on Agreement / Contract, Work Order and Zonal

contract) and the other, Miscellaneous Bills.

b) Digital submission of bills, digital bill passing and digital payments

c) Passing of Contractors‟ bills should include necessary checks with reference

to 1. Agreements master, 2.Contractor Master (with NEFT details as well),

3.Recovery Register, 4. Bank Guarantee Register, 5. Power of attorney

Register 6. Deposit Miscellaneous Register and 7. Misc Advance Register.,

in an Online manner. Corresponding subsidiary registers, whenever

necessary, should also have to be updated.

d) Agreements for works contract will have about 20 to 70 line items and bills

are claimed in multiple installments. Bills will be processed based ona)

Agreementb) Amendment(s) to Agreement c) Measurement Book.

e) Passing of bills involves assigning a running serial numberto each bill

(CO6) and exercising relevant internal checks with reference to terms and

condition of the agreement and extant rules.CO6 number to be allotted by

the System while submission of Bills by the Contractor.

f) On ensuring the correctness of the bill, quantity claimed, amount claimed

etc., bills should be passed by Accounts Staff using digital signature and

authorized by AFA/Bills digitally.

g) Provision for entering GST input/outward liabilities/RCM input and

outward liability should be available and automated with link to GSTN site.

h) On passing of bills, Contractor ledger should be updated.

i) Recovery of LabourCess and remittance/filing and reconciliation thereon.

j) Certificate of recovery of TDS/TCS/LabourCess.

k) Generation of accrued income (EMD/SD etc)

l) Accountal of receipt from Kalyanamandapam /Axis Bank / SBI / Shops /

Sports Association / Institutes /Other Organization.

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m) Preparation of extract of payments(CO7 statement showing payee details,

Gross, Deduction and Net Amount payable with allocation for each).

n) Handing over CO7 and vouchers/ invoices to Cheques section for arranging

payment.

o) Bills are of four types a) Running Bill or On-account-Bill, b)Final Bill,

c)Procurement Advance bills (recoverable with interest on instalment basis),

and d) Supplementary Bills including Price Variation bill, refund of EMD /

SD / Liquidated Damages etc.,

p) Apart from TDS/TCS at the prevailing rates, Penalty levied for delay or

other reasons and any amount due to Railways or others shall be recovered.

q) Miscellaneous Bills are of lesser value and lesser complication and they

include Telephone Bills, Imprest Bills, Bill for Legal Charges, AMC Bills,

Payment from Staff Benefit Fund, Unpaid wages bill, Transport Bill for

hired vehicles etc. Bills for Advertisement charges

r) Mechanism is needed for watching expiry of Bank Guarantees, generating

list/advice for review and enforcing recoveries wherever necessary.

s) Passing of Contractor Bills should be completely online.

t) ICF standard format should be filled by the Contractor and authorized by the

Executive Department before submitting to Accounts for passing.

u) Provision for raising Transfer Certificate on Other Railways for Other

Railway transactions

v) Control over expenditure (restriction of amount spent to Budget Allotment)

w) SMS alerts to Contractors at every stage of Bill Passing

x) Availability of Bill status in ICF web site.

y) Generation of letters to return bills.

z) Payment to Contractors through LC should be possible. The payment mode

should appear in tender stage itself and get reflected in Contract and

automatically connected to bills passing programs.

aa) Following interfaces are envisaged :

Should have an interface with IPAS for publishing Contractors Bills position.

Provision to integrate with the Contractor so as to enable him to do Online

Bill Submission

Provision for integration with Bank for transfer of payments to Contractors

SMS / Email alerts to Contractors

bb) Following validations and controls are envisaged :

Maker Checker concept – for each transaction, there must be at least two

individuals necessary for its completion. While one individual may create a

transaction, the other individual may confirm/authorise the same.

When recovery is pending against the Contractor, the same should be

considered for deduction prior to making payment duly updating Recovery

Register and generating a recovery advice.

Increase in the consumption of items over 25% in any item needs to be have

the approval of the Competent Authority.

Firms‟ Bank account details are fed once and the same cannot be changed

https://en.wikipedia.org/wiki/Transaction_processing

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without Banker‟s NOC if the Contractor has given a Power Of Attorney in

favour of the banker. For cases not involving Power Of Attorney, change of

banker details are allowed freely.

The head of account to which the expenditure is chargeable has to be

captured from the Agreement. However, there should be option to alter /

expand the same.

Total amount spent has to restricted to Cash Authorised by Budget section

for the month for each nature of expenditure.

Preparation of Completion Report / Estimate

cc) Following workflows are envisaged :

Bills prepared based on Measurement Book entriesduly verified by

Divisional Accountant of Executive department and certified by the

concerned Executive are received in Expenditure section. After necessary

checks, Co7 statement is prepared and sent to Cheques section for arranging

payment to the Firm / Contractor.

Since movement of bills/related documents involves the Executive

departments (Civil Engg., Electrical, Mechanical etc), the proposed

workflow should capture such related activities also without restricting to the

Accounts Department only – to ensure end-to-end capture of all activities.

H.3 Reports :

CO6 Register (Register of Bills Received)

List of Bills pending / passed, Staff-wise, Date-wise , value -wise

Exchequer Statement – for a given period

Generation of CO7 (Abstract of passed bills)

CO7 Register (Passed Bills information)

Progress Report ( say Weekly, Monthly etc.,)

Statement of Accrued impact at any given point in time

Issue of Transfer Certificate to Other Railways

Statement of TDS / TCS effected

Statements required in connection with GST

Statement of Expenditure booked (period-wise,Project-wise,departmentwise,

nature-wise etc)

Details of items operated over or under 25% and 50%.

Every payment affecting Capital / DRF has to be posted in CWR

(Centralised Workshop Register) against relevant Sanctioned Estimate

Bill payment advice with recovery details also

Outstanding recoveries – party-wise

Letter to Other Railways – for recovery of outstanding liabilities

Party-wise/Age-wise/Staff-wise pending bills

Ten-days/Weekly/Monthly report

Statement of Bills passed through GEM

Raising of Sale bill on Other Railways for Other Railway transactions

Deposit Miscellaneous, Miscellaneous Advances, Earnings Register

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I.

Establishment Accounts Response

I.1

Function/Process Name: Pension / Settlement

I.2 Description:

a) This function relates to Payment of settlement benefits to those who joined

Railway Service prior to 01.01.2004.

b) Settlement benefits include: a) Death Cum Retirement Gratuity, b) Leave

Salary, c) Group Insurance, d) PF balance, e) Commutation of pension, f)

Transfer Grant and g) Pension etc

c) Processing is done for the following categories 1. Superannuation pension

cases 2. Retiring Pension Cases 3. Demise/Family Pension cases 4. Invalid

Pension cases 5. Compulsory Pension cases 6. Family Pension in the case of

Widows / Unmarried or divorced daughter 7. PSU absorbees pension

revision cases 8. Ex-gratia pension cases 9. Pre-2006 pension revision cases

10. DCRG arrear cases on a/c of DA revision

d) There are detailed rules (Railway Services (Pension) Rules 1993 ) to decide

on the eligibility, amount to be paid and whom to be paid in the absence of

the employee due to death or „missing‟.

e) Recovery of Government dues are ensured based on claims given by

concerned section like Outstanding Loans and Advances, RECC Society etc,

f) Pension is being paid to the Pensioner through any branch of a

NationalisedBank or Post Office chosen by the Pensioner. Provision for

changing the pension disbursing unit is also required.

g) Pension Payment Order and Pension authorization letter are sent to the

Link branch of concerned Bank. These documents cover pension details,

claim details and bank details.

h) All settlement benefits except pension are paid by ICF directly.

i) Settlement benefits are to be revised as and when letter to this effect is

received from Railway Board due to Pay Commission or other reasons.

Revision on account of stepping up / promotion / pay-revision, Court

Cases, MACP/Re-structure/Scale Merger etc., with reference to Service

Register, Personal file etc.

j) Provision has to be made for updating the contact details etc., of the

Pensioner / Family Pensioner and particulars of disbursing bank

k) In the case of retirees who continue to occupy Railway Quarters even after

the cessation of service, DCRG is withheld. After vacating the quarters is

vacated, Engineering Department conveys the same to Accounts Office

where DCRG will be released after deduction of rent / penal rent etc., Only

a part of DCRG is withheld towards anticipated Debits/ Claims from

establishment sections etc.,

l) Provision to prepare Journal Entries is required to withhold certain amount

by transferring the same to Deposits.

Processing of Postal Schedule:

m) Posting of Index Register for Postal Pensioners – w.r.to pension schedule,

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Pension master for Postal pensioners and Preparation of JE

n) Advance review of Service Registers / Service verification for retiring

employees

o) Following validations and controls are envisaged :

Interface with HCM module by Personnel Branch, where the proposal for

settlement is initiated by Personnel Branch for processing in Accounts

Interface with HCM module for verification and vetting of Service Register

and Personal file

Interface with Centralized Pension Portal for IR (ARPAN) – for processing

PPO., for entering new cases

Interface with Centralized Pension Portal for IR (ARPAN) – data for

uploading old cases

p) Following Workflows are envisaged

All the proposals are initiated by Personnel Branch/Accounts(Admin) and all

relevant documents, with sanction of Competent Authority, are forwarded to

Pension Section of Accounts Office. Claim particulars towards amounts due

for recovery towards Loans & Advances with interest, amount due to

RECCS. After assigning co6, files are allotted to Dealing Staff, who after

due verification with reference to Service particulars including Emoluments

and Leave a/c, take print out of co7 and submit the same to SSO who will

verify and obtain signature of concerned AFA / Sr.AFA, co7 with vouchers

are sent to cheques section to arrange for releasing the payment.

Pension Payment Order (PPO) is issued to concerned co-ordinating branch of

the bank and another copy sent to the retired official or his family.

I.3

Reports :

Preparation of Bank-wise Pensioner details - to despatch the PPOs

Printing of Pension Payment Orders (PPOs)

Issue of duplicate Pension Payment Orders (PPOs) w.r.to existing records in

the Section.

Monthly progress report

Monthly Exchequer Statement

RELHS Statement

MCDO/ PCDO figures


Pending Bills on given date

Staff-wise Bills pending / passed

CO7 Register ( Passed Bills information)

Reports for reconciliation with General Books/review etc

o Monthly statement of Pension and DR payable, grouped into branch-

wise, bank-wise and post-office-wise



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Exchequer Statement

CO7 Report

Claims Register

Exchequer Register

Monthly Progress Report

Budget Report and figures for Appropriation A/c s

Figures for compiling Half Yearly Review of Suspense Balances

Half-yearly review report

J. Payments Processing Response

J.1 Function/Process Name: PF Loan Application Processing

J.2 Description:

a) Processing of PF forsanction of loan application and preparation of bill by

Bill Drawing Officer, registration of bills (CO6) , processing of bills by

Accounts duly exercising relevant internal checks w.r.to extant orders and

rules, preparation of extract of payments(CO7 report – basic accounting

document), generation of Cheques/NEFT data to Bank, cancelation of bills,

return of application etc.

b) Digital submission of applications, digital bills and bill passing and digital

payments

c) PF Loan applications are received in Physical form or as Online applications

and a serial number is assigned by the Personnel Branch to each application.

d) Application for loan is sanctioned by the Bill drawing officer based on rules

for admissibility for Temporary /Final withdrawal (Reason-wise rules) and

Amount available to the Credit of the employee (PF balance). Defective

applications are rejected.

e) Based on the applications received, one bill is generated for many

applications by the bill drawing officer, separately for

Online bills

Physical bills – bill-unit-wise

f) Again, bills are to be segregated on the following basis:-

NEFT Bills

Non-NEFT bills

g) Processing of PF Bills / Loan Applications in Accounts includes registration

of bills (CO6) , processing of bills by exercising relevant internal checks

w.r.to extant orders and rules, preparation of extract of payments(CO7

report – basic accounting document), generation of Cheques/NEFT data to

Bank, cancelation of bills.

h) The following interfaces are envisaged

Provision for Employee to do Online Bill Submission

Publishing Loan Application status through website / Mobile Phone of

employee

Provision for integration with Bank for transfer of payments to Employee

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Access to up-to-date PF balance and PF Loan information, including loan

remittances, subscriptions, interest credits, PLBonus credits, adjustments and

withdrawals made till date.

i) Some of the required validations are

Maker Checker concept – for each transaction, there must be at least two


transaction, the other individual should be involved in

confirmation/authorization of the same. While bills are sanctioned by the

Bill Drawing Officer, the Bill will be passed for payment by the Section, and

it will be checked by Sr.AFA/PF.

Only one loan per month per employee allowed

Maximum of six final withdrawals per employee per year

j) Some of the required workflow are

Movement of application, from filing to payment, to be captured in workflow

Movement of bills, commencing from receipt to payment, to be captured in

workflow – through Personnel Branch and Accounts.

J.3 Reports :




Exchequer Statement

CO7 Report


Ten-days / Monthly Progress report



Monthly PF Control over Advance Statement – showing employee-wise

status of all PF transactions as on the 1st of the month

Reports such as applications for which data entered and bills ready for

generation, Bills generated and ready for dispatch to Accounts, Employee-

wise Application Status, Report showing Month-wise CO7-wise - gross,

deduction and net amount, Bills ready for receipt in PF Section, Bills ready

for Internal Check, List of CO7 prepared etc

K. Payments Processing Response

K.1 Function/Process Name: Settlement - PF

K.2 Description :

a) Processing of PF Settlement Bills to include sanction of proposal and

preparation of bill/working sheet by Bill Drawing Officer, registration of

bill (CO6) , processing of bills by Accounts duly exercising relevant internal

checks w.r.to extant orders and rules, preparation of extract of

payments(CO7 report – basic accounting document), generation of

Cheques/NEFT data to Bank, cancelation of bill and return of

proposal/working sheet.


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c) Settlement could arise on Demise, Voluntary retirement, Compulsory

retirement, removal from service, resignation of employee etc

d) Processing of PF Settlement Bills: PF Settlement Bills (Superannuation and

Other than Superannuation cases) received from Bill Preparation Section

processed with reference to :-

Office Order

Retirement list

Amount available at the Credit of the employee

Preparation of Working Sheet together with eligible interest and Pay Order

e) PF Settlement Bills: PF Settlement Bills (Superannuation and Other than

Superannuation cases) received from Bill Preparation Section processed

with reference to :-

f) Processing of Death Linked Insurance where the proposal is initiated by

Personnel Branch and Accounts verifies the payment according to rules –

Maximum ceiling amount of Rs 60,000/- ., the employee should have

maintained a minimum balance according to his Pay in the last 36 months

etc

g) Maintenance of PF Deposits A/c - for instance in the case of employees

whose PF Assets are kept pending until such time the minor nominee has

attained majority.

h) Reconciliation of concerned heads with General Books (Financial

Accounts).

i) Following interfaces are envisaged

Interface with HCM module by Personnel Branch, where the proposal for

settlement is initiated by Personnel Branch for processing in Accounts

Interface with HCM module for verification and vetting of Service Register

and Personal file

K.3

Reports :




Exchequer Statement

CO7 Report


Ten-days / Monthly report




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L.

Payments Processing Response

L.1 Function/Process Name: Supplier Bill Processing

L.2 Description :

a) Processing of Supplier Bills to include registration of bills (CO6),

exercising relevant internal checks w.r.to extant orders and rules (three-way

matching etc), preparation of extract of payments(CO7 report – basic

accounting document), generation of Cheques/NEFT data to Bank,

cancelation of bills.


c) Processing of Supplier Bills : Online processing of Suppliers bills with

reference to

Purchase Order

Amendment(s) to Purchase Order

Receipt Note(s), in the case of Normal payment

Provisional Physical Receipt Certificate, in the case of Advance Payment,

released in SAP MM

Recoveries Outstanding against the Vendor(deductions) – material rejection,

Risk Purchase, General Damages, defaulter in Other Railway Contracts etc.

Linking payments with Credit available in Purchase Suspense towards

supply made / in Deposit Miscellaneous Suspense towards

remittance/recovery made earlier etc.

Preparation of Adjustment Receipts for adjustment of Receipt Note Value

corresponding to Bill Value chargeable to Purchase Suspense – by adjusting

the debit to Stock of Stores and corresponding credit to Purchase Suspense -

in case, where the payment is more than the Receipt Note Credit. Whereas,

in case, the payment is less than the Receipt note credit, reason to be

recorded.

Apart from regular supply bills, following type of bills need to be

processed:-

o Payment against Pay Order prepared by Executive Department – 100%

Advance Payment arranged against Purchase Order placed on reputed

Suppliers like M/s SAIL for „Cash n Carry Items‟

o Payment for refund of Earnest Money Deposit(EMD), Security

Deposit(SD), Liquidated damages(LD)

o Payment against Price Variation Claims

o Payment to Bankers where bills have been discounted by the Supplier,

based on Power Of Attorney

o Bills for payment of Mobilization Advance given to vendors for taking

up manufacture of development items.

o Payment of installation charges

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o Payment of Non-stock bills, duly Online linkingof Receipt Note (Fourth

foil) certification from consignee.

o Payment made to BHEL for material supplied to BEML. Similarly,

payments made to vendors for material supplied to Other Railways. In

these cases, it should possible to prepare a certificate showing details of

payments made for the purpose of raising debits on Other Railways.

o Payment of inspection fee to RITES.

o Payments for imports through LC etc

Posting in Advance Payment Register – for watching of supplies against

advance payments arranged

Expiry of Bank Guarantees needs to be watched, so that timely action can be

initiated by the section. Automated mechanism for generating letters based

on expiry dates needs to be put in place.

Wherever Power of Attorney is executed by the Supplier, the payment has

to be drawn in favour of the Bankers.Automated mechanism for ensuring

the same needs to be put in place.

ICF standard bill format should be made available in the portal so that

suppliers can feed their bill data and submit the bill online to ICF., apart

from registration of bills by the Section.

CO6 should be provided by the System at the time of submission of Online

bill by the Supplier

Supplier should be able to create online bill only after generation of

Provisional Physical Receipt Certificate (PPRC, advance payments)/

Receipt Notes(Non-advance payments).

Bill Section should be able to download PRC/RNote/Rejection

Memo/Amendments etc while passing bills

Bill passing should be automated with System enabled checks

Allotments of Bills to staff in section should be automated and preparation

of payment documents should be Online.

System should be foolproof with adequate securities such as digital

signature and other securities.

Passed bills should be recorded in Purchase Suspense in real-time for

checking availability of credit / updation thereon.

Passing of bills should be restricted to the PO quantity and accepted quantity

PO history and payments made against each delivery should be available for

reconciliation

Link with recovery register to be provided for effecting recovery of

outstanding dues / updation thereon.

Link with Govt e-Market place (GEM) and processing of payments to

vendors through GEM

Interface with GSTN for downloading data w.r.t given invoice number, for

bill passing

Provision for entering input tax credit details, outward liabilities, Reverse

Charge Mechanism (RCM) cr. / RCM dretc

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Provision to interface with IREPS

Provision to interface with IPAS – for populating vendor payment details

Provision of integration with Bank for transfer of payments to suppliers

SMS alert at every stage of bill passing to vendors

E-mail alerts at every stage of bill passing to vendors

Link with Earnings register for transferring and withdrawing items from

Earnings register

Control over spending in tune with Budget Allotment.

Following interfaces are envisaged :-

o Publishing Suppliers Bills position on website

o Publishing Suppliers Bills position on IREPS

o Provision to integrate with the Supplier so as to enable him to to do

Online Bill Submission

o Provision for integration with Bank for transfer of payments to

Suppliers

Some of the validations/controls required are:-

o Maker Checker concept – for each transaction, there must be at least two

individuals necessary for its completion. While one individual may

create a transaction, the other individual should be involved in

confirmation/authorization of the same. While bills will be passed for

payment by the Section, it will be checked by AFA/Bills.

o List of internal checks that need to be carried out while processing

suppliers bill

o Since movement of bills/related documents involves the Executive

departments (Stores etc), the proposed workflow should capture such

related activities also without restricting to the Accounts Department

only – to ensure end-to-end capture of all activities.


workflow along with requisite authorizations

Payment to Suppliers through LC should be possible. The payment mode

should appear in tender stage itself and get reflected in Purchase Order and

automatically connected to bills passing programs.

L.3 Reports :



Party-wise/Age-wise/Staff-wise Bills pending / passed

Exchequer Statements

Transfer Certificate to Other Railways

CO7 (abstract of passed bills)


Recovery advise to Supplier

Updated Recovery Register, party-wise


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Letter to Other Railways for effecting recoveries of outstanding liabilities

Statement of accrual impact at any given point in time

10-day/Weekly/Monthly Progress Reports

Statement of bills passed through GEM

M. Payments Processing Response

M.1 Function/Process Name: Supplier Bill Processing – BEML bills

M.2 Description:

a) Processing of Supplier Bills (BEML Bills) will be similar to processing of

regular ICF Supplier Bills- internal checks that need to be carried out while

processing suchbillS

b) Online Processing of BEML Billsis with reference to

Contract issued by Railway Board

Amendment(s) to Contract

Control over spending in tune with Budget Allotment.

c) Processing of Inspection fees to RITES., for BEML bills

d) Exchequer Control with reference to Funds allotted by Board.

e) Budget Estimate, Revised Estimate, Final Modification to be generated, as

is being done for ICF payments.

M.3 Reports :

Apart from the reports required for the Supplier Bills section, the following

additional reports are required:-

Transfer Certificate – for raising debit on Railway Board towards payments

arranged to BEML

All budgetary statements, bills, Form-B., Form-C and distribution

statements as for WMS ERP

N. Payments Processing Response

N.1 Function/Process Name: Estabishment Bill Processing

N.2 Description :

a) Processing of Establishment Bills to include registration of bills (CO6) ,

processing of bills by exercising relevant internal checks w.r.to extant

orders and rules, preparation of extract of payments(CO7 report – basic

accounting document), generation of Cheques/NEFT data to Bank,

cancelation of bills. All bills relating to Establishment Payments to be

generated through ERP

b) Bills received from the Bill Drawing Officer (Personnel Branch)such as

Pay Bills, DA Arrear bills, Incentive Bills, Supplementary Bills including

incentive arrear bills, Productivity linked Bonus bills, Miscellaneous Other

Bills to be processed with reference to:-

Office orders,

GA list,

OT statement

Memorandum of Differences

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Incentive earnings

Attendance, leave etc

Working sheet, wherever necessary

c) Apart from Salary related payments, some other payments are handled by

this section. For each of these payments the related Proposal/Pay-

Order/Bill is processed by Personnel Branch through the HCM module and

sent to CAS for payments :-

d) Group Insurance payments - Checking of Group Insurance proposal

prepared by HR., with reference to Service Register and Group Insurance

table and making payment at the time of settlement

e) Settlement bills, duly linked with Claims for recovery through DCRG.

Here Claims are to be entered by the Bill Drawing Officer

Settlement Arrears

Transfer Grant

Medical bills – Pensioners

Incentive Supplementary Payments

Postal Life Insurance recoveries from employees – monthly payment to

Postal Department

Loan & Advances payments – House Building Advance, PC Advance etc

o Submission of loan application by employee

o Review of eligibility and processing by Personnel Branch

o Processing for payment by CAS

o Updation of loan payments for recovery through salary

o Should include processing of bills drawn for individual loan cases / bulk

loan payments

o Processing through Salary bill or otherwise

Payment of Immediate Relief (IR) that is subsequently adjusted from Death

Cum Retirement Gratuity(DCRG)

Payments by Clearance from Deposits Miscellaneous / Miscellaneous

Advances / Advance of Pay such as Refund of recoveries effected from

Salary Bills, DCRG, Shares of minor children etc

f) Pre-check of bills required. Where necessary, provision for modification to

be carried out in the bills prepared by the Bill drawing Officer

g) Posting of Salary / Off-cycle bills to Finance

Payment information to be posted to Daily Cash Book, as of the posting date

Individual employee-wise loan-wise updation in the relevant Loan Master

files for recovery through payroll / set-off of recovery against loan balance.

Bill-unit wise allocation of expenses for cost distribution among bill units to

be followed for all bills (including supplementary bills such as DA Arrears,

PLB etc)

h) Following Interfaces are envisaged:-

With the HCM module for accessing bill, bill accompaniments, base records

Office Order (OO) integration with ERP Master Data to be ensured in HCM

module

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Service Register / Leave Accounts updation for Gazetted Officers by CAS

in HCM module

i) Maker Checker concept – for each transaction, there must be at least two


transaction, the other individual should be involved in

confirmation/authorization of the same. While bills will be sanctioned by

the bill drawing officer, it will be passed for payment by the Section and it

will be checked by SrAFA/Establishment.

j) Following Workflows are envisaged

Bills and Pay Orders prepared by the Executive will be accessed and

processed through the HCM Module. Any payment will be through a Pay

Order / Bill prepared by the bill drawing officer (in HCM module) for

processing of payment by Centralized Auditing Section through FI Module.


workflow

N.3 Reports :




Exchequer Statement

Transfer Certificate to Other Railways

CO7 Report


Claims Register

Exchequer Register





O.

Budget

O.1

Function/Process Name: Budget Response

O.2 Description:

a) Framing of Budgets -

Budgets need to be framed in the form of estimates – Budget Estimate,

Revised Estimate, Final Modification Estimates.

Budgets are framed based on Account Current for the previous month with

respect to Actual Bookings on hand and anticipated requirements furnished

by the Executive Departments duly taking the Production Program on hand

into account.

Anticipated requirements need to be framed by the Executive Departments,


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with projections based mainly on :-

o Production Program, Bill of Materials, Routing etc(Mechanical

Budget),

o Capital Expenditure - New Works/Works-in-progress, chargeable

to various sources of Funds such as Capital, Depreciation Reserve

fund etc and respective Plan heads (Civil Budget).

o Group-wise number of Staff, their Pay, DA, Other Allowances,

increments, Productivity Linked Bonus, Pay-Commission arrears

if any - Group-wise etc (Personnel Budget)

Budgets are prepared for Purchase Grant, drawals, labour, credit realized

from sale of coaches (RSP Credit), Plan Heads etc.

Drawal of materials has to be arrived at based on the Production Program.

Materials required for each type of coach multiplied by total number of

coaches as per Production Program after reducing the Stock as on 1st April.

The value to be based on Purchase Order rates for covered dues and latest

purchase rate for the balance.

As and when changes are made to be product-mix, the Purchase Grant has to

be arrived by taking raw materials required for the manufacture of coaches

for current year‟s target duly taking the stock on hand into account.

Transfer price has to be arrived at based on the Estimate, updated for

Labour, Material, Overheads, using standard costing principles for cost

module.

RSP Credits/Non-Railway Customers to be arrived based on

transfer/estimated price for each type of coach multiplied by total no.of

coaches as per production program.

Ability to consolidate budgets of various departments, divisions, locations

into one budget.

Facility to upload/enter the approved budget provided by the Railway Board

into the system against projected demand.

Categorization of Budget- Demand-wise, Plan-head-wise, Suspense-head

wise etc

b) Budget Availability Controls

Ability to support user-defined budget availability controls to specify which

accounts do not allow actual to exceed budget

Support the monitoring of various budgets – Expenditure to be incurred is to

be restricted as against the prevailing allotment, whether Budget allotment,

Revised Allotment or Final Grant

In respect of Plan heads, mainly under PH-42., Project-wise expenditure

needs to be updated as and when Cash Payments / Adjustments are carried

out – capturing actuals / cumulative actuals against the sanctioned cost,

outlay for the current year.

Online tracking of expenditures vis-à-vis budget at any level.

Online enquiry of budget availability for a department / expense head.

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Support for arriving at the effect of Change in Production Program on

Budget

Exchequer control for the various spending sections – for regulation of

Cash-Outgo

Budget control - Demand-wise, Plan-head-wise, Suspense-head wise – as

against the prevailing allotment whether Budget Allotment or Revised

Allotment or Final Grant, the expenditure to be incurred has to be restricted

to each head.

c) Following Interfaces are envisaged:-

With Rail Budget Control System – Budget portal for IR., where Budget

figures need to be entered as per schedule.

d) Some of the required Validation/Controls are listed below:-

Indication when allotment is exceeded– head-wise, based on budget

allotment.

Automatic rejection / warning for expenditure booking within the system

if the cumulative expenditure amount is beyond the budget

Support budget availability check at each of the stages - on creation of

Purchase Requisition, at the Proposal stage, at the time of Purchase Order

vetting, at the time of arranging payments - against the allocated budget.

e) Some of the workflows are listed below:-

Mechanism for submission of individual department-wise Budgets for

Accounts consolidation

Mechanism for distribution of Budget Allotment to the various departments

– department-wise allocations

f) Currently, Budget framing and analysis activity is happening through MS-

Excel. Hence the requirement is for a business intelligence (BI) and multi-

dimensional data analysis software that would make it easy to filter and

manipulate data, identify trends and outliers within Excel, and also share

findings in live PowerPoint presentations. Hence it is required to install,

operate and train identified staff / officers in SAP Analysis for Microsoft

Office.

O.3 Reports :

Budget version analysis report showing differences between different

versions of a budget

Budget versus actual expenditure report for all or a selected set of

departments and expenditure heads for the current year as well as the

previous ones

Report Formats relating to submission of Budget Estimate, Revised

Estimate, August Review and Final Modification to Railway Board

Appropriation Accounts and the related Annexures

Report on the effect of change in Production Program on Budget including

RSP Credit

Drill down online reports – Budgeted Vs Actuals.

Section-wise Monthly Consolidated Cash Requirement, along with

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summary– based on payments due in each of the Spending Sections

Section-wise Monthly Cash Outgo, along with summary– based on

payments made by each of the Spending Sections

Daily drawals report – category-wise, department-wise

Comparison between two production programs – in terms of material,

labour etc

Effect on funds requirement with change in Production Program – in terms

of commitments for provisioning material, labour etc – either

excess/shortfall in quantity, value, stage in which excess/shortfall rendered (

Purchase Request stage, Dues stage, PO/Contract stage, In-stock, Issued to

Production but not consumed, Semi-finished state etc)

Daily drawals to be updated category-wise / department-wise

Group-wise number of staff, their Pay, DA, Other allowances, increment,

PLB., incentive and Pay Commission arrears, if any.

P. Stores Accounts Response

P.1 Function/Process Name: Stores Purchase suspense

P.2 Description:

a) Purchase Suspense is meant for monitoring payment made to Suppliers and

materials received from the Suppliers. Procurement of stock-items alone

will find place in the Purchase Suspense Register(PSR).

b) Normally, PSR is credited with value of Receipt Note and debited with

payments made to the suppliers . Adjustment Receipt is prepared to

increase / decrease the credit value. Journal Entry is prepared to vary debit

side as well as credit side.

c) Procurement of materials involve a) Direct procurement by ICF,

b)Procurement by Centralized Agencies like DGS&D or Other Railways

or Railway Board and c) Materials received from Other Railways on sale

basis.

d) For the purpose of debiting and crediting PSR, cost of the material like

Basic Rate, Excise Duty, VAT, variation of rate due to Price Variation

Clause. Amount paid towards GST, Forwarding and Freight charges,

installation charges etc., are not to be taken into account.

e) Debit and credit for a key are linked. If the closing balance for a particular

key is „zero‟ in the register for a particular month, the entry in the PSR

for that particular key will not appear in the PSR of the following month.

f) Amount paid to the firm may vary due to Statutory Variation Clause, Price

Variation Clause, short-claim etc.,

g) In the case of amounts released from Deposit Misc (Stores), Bills section

will furnish the CO6 reference and allocation. Both are verified by

Purchase Suspense section and Deposits Register has to be updated in two

stages 1) on certification of credit and 2) when co7 is prepared.

For Direct Procurement items

(Procurement made by floating a tender or through Rate Contract finalized by

any agency)

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h) Day Book Register (DBR) number is used as key for advance payments.

Receipt Note Number is used as key for non_advance payment cases.

i) All bills involving debit to PSR or Deposit Misc (stores) are sent to

Purchase Suspense section for certification of availability of Credit.

Purchase Suspense section will enter the amount debitable to PSR in the

bills table used by Stores Bills section.

j) When 100 % payment is made based on proforma Invoice or towards

Procurement advance, details have to be captured in a separate table and

this debit has to be linked with Credit when the material is received at a

later date.

For items procured through centralized agency (DGS&D or Other Rly

or Railway Board)

k) Indent placed on the Centralised procurement agency. Such agency

arranges delivery of the material to ICF directly and makes payment to the

firm based on ICF‟s R/Note.

l) Debit for the amount paid is passed on to ICF and the same is accepted

by ICF through e-recon

When ICF is Central procurement Agency

m) Payment will be made to the supplier based on R/Note or Receipted

Challan from concerned Railway and Debit passed on to the concerned

Railway or Railway Board through e-recon. For certain materials supplied

by firms to BEML based on Railway Board orders, and payment is made

ICF and debit passed on to Railway Board through e-recon.

Treatment of difference in R/Note value and Amount paid

n) If the amount to be debited is higher than Credit (value of R/Note), by

more than Rs.200, Adjustment Receipt (AR) is prepared to increase the

value of Credit to the required level. The system has to display the value

of AR and ask for reason for the variation.

o) If the debit is lower than Credit, the system has to ask for reason which can

be either of the following: Supplementary Bill awaited for 2% or 5% or

10% or 15% or 20%, short claim, based on amendment to P.O. etc.,

p) Thus, there should be no debit balance beyond Rs.200 except advance

payment cases and entries with credit balances will display the reason for

the same. Entries with closing balances below one rupee are transferred

to a separate account head regularly.

q) Credit balances upto Rs.200 are also transferred to Misc Receipts

periodically, say once in every six months. Over three years old Credit

balances are transferred to Misc Receipts.

r) Managing Purchase Suspense section involves maintenance of various

registers such as Purchase Suspense Register, Deposits Register, Advance

Payments Register, DGS&D register etc.,

s) Credit side of Deposits Register represents amount recovered from firms

towards SD, Over Payment, Penalties like LD, Storage Charges, Sales Tax

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/ GST collected on sale of Scrap, General Damages etc.,

t) Debit side represents transfer of amount recovered to Purchase Suspense /

other heads of account, refund of SD, Payment of GST/ST to Government

Authorities, transfer of over three year old balances to WMS,

Sales Suspense

u) Sales Suspense is debited with cost of materials sold to Other Railways,

auction sale / employee sale of scrap. Based on the Sale Issue note, an

invoice is prepared and the value adjusted through Other Railway transfer

certificate. Whereas, in the case of auction/employee sale, the material is

issued after the sale value is collected. In the meanwhile, the amounts are

lying in Sales Suspense.

v) Online vetting of Sale Order

w) Raising of bills on other Railways after supply of materials

x) Accounting of scrap sales

y) Vetting of issue notes

z) Raising of Sale bill on Other Railways

aa) Provision for operation of Deposit Miscellaneous and Miscellaneous

Advance Credit

bb) Some of the validation/Control checks that need to be exercised:-

When 100% or balance payment is to be released against Receipt Note,

availability of sufficient Credit is a pre-requisite. If credit is less by more

than Rs.200/-, AR is a must. (Accountal of AR by Stores Ledger section

may have to be modified suitably).

Even in the cases of excess Credit balance, reason has to be obtained from

the User and the same has to be taken into consideration and to be displayed

in the PSR.

Payments chargeable to Deposit Misc (Stores), debit cannot exceed credit.

P.3 Reports :

List of (PSR) Debits/ Credits balances over 6 months / 9 months/ 1 year / 3

years

List of Debits in the case of advance payments for a specific period

PCDO / MCDO

Progress Report

Half yearly arrear report

Appropriation accounts

Half yearly review of suspense balance

List of credit certified for Purchase Suspense / Deposits everyday

Deposit Misc Register

Transaction Register (Deposit Misc) Monthly

Purchase Suspense Register – Head-wise

Sales Suspense Registers – head-wise

Statement showing sale orders prepared for Other Railways

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Statement showing Issue notes prepared for Other Railways

Statement showing short-closed / cancelled sale orders

Statement showing difference between issue value / sale value

Q. Stores Accounts Response

Q.1 Function/Process Name: Stores Ledger – Stores Accounts

Q.2 Description:

a) This section maintains the Priced Ledger for all items of inventory stocked

in the Depot.

b) All receipts and issues are accounted by this section

c) Moving average Price or Book Average Rate for each material is reviewed

by the section on a regular basis

d) With reference to Adjustment Receipts prepared, relevant Adjustment

Issues are prepared in case wherever issues have taken place

e) All material transactions are analyzed by the section

f) Provision for adjusting / re-fixing the Book rate depending on market rate

fluctuations etc

g) Maintenance of Stock Adjustment A/c - for accounting various stores

transactions under its various sub-divisions – monitoring accrual and their

timely clearance.

h) Receipts, accountal, issues, consumption of Stock and Non-Stock items

should be available Online.

i) Preparation of statement for vetting by finance for providing material

assistance to outsiders.

Q.3 Reports :

Monthly statement of Stores Issued to Shops/Departments etc including

returned stores

Monthly Account Current of Stores Transactions

Statement of utilization of Fund to be submitted to Board, annually

Statements for Appropriation Accounts

Statements for GMs narrative report

Inputs for preparation of Stock Adjustment A/c

Generation of Stock Adjustment A/c and connected JEs

Monthly statement of Stores in transit


Half-yearly Arrear Report

Half-yearly Suspense Balance report

Debt-head report

Statements to Board

Departmental Summaries

Statements relating to Stock Adjustment Account

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R. Stock Verification Response

R.1 Function/Process Name: Stock Verification

R.2 Description:

a) This branch is responsible for physical verification of stock of various

items held by Stores Depot, Wards, Sub-stores of Shops and Executive

departments like, Mechanical, Electrical etc. The Physical balance is

compared with Book Balance. Discrepancies are conveyed to the Unit

Officer through Stock Sheets and closure of SS is monitored.

b) Drawing of annual program of verification. The stock verifiers are

assigned wards to be covered as per the annual program and they are given

an input document (field book) in which the Physical stock is noted after

completion of verification.

c) Provision to record the items verified by each Stock Verifier vis-à-vis their

individual program.

d) Provision to record the results of stock verification and generation of Stock

Sheets

e) Provision to monitor the status of the Stock Sheets.

f) Closure of Stock Sheets.

g) Provision for preparation of program of witnessing of delivery of

auctioned lots.In consultation with Stores Depot, the program should be

drawn well in advance (say a week before) duly allotting SVs for

witnessing of auctioned lot. Similarly, Stores should nominate CDMS and

Security to nominate Security Staff to witness. SMS intimation to be

provided to SVs/CDMs regarding their nomination.

h) Provision to identify items likely to become surplus/non-moving due to

design changes, at the very inception stage (i.e introduction of design

change.

i) Preparation of statements for arranging refunds to short closed deliveries

after the auctions.

j) As for the Issues faced in Current ERP System :-

While booking stock sheet display to be restricted to “Live” Batch Orders

In the case of some materials, receipt is accounted in “Sq.Mtr” or “Metric

Ton” whereas issue is accounted in “Number”. This change needs to be

done manually every time.

In MMBE only ward stock is displayed and not RB stock.

Materials on Ward Transfer or Folio Transfer do appear in Book Balance of

both wards. It is suggested to retain such material until it is taken into the

stock of receiving ward.

While de-categorization, the category of the material is changed from 01 to

09. In such cases, stock in 01 category is reduced but stock in „09‟ category

is not added.

Stock sheets need to be serially numbered - numbers are missing or

jumbled. This has to be set right.

Group serial numbers are not available ward-wise.

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When no S.V. could be deputed for an auction, Sr.ISA should have a

provision to convey it to Depot Officer who can reschedule the auction and

convey it to concerned Sr.ISA.

On completion of Stock Verification, the system can create a Stock Sheet

as and when the SV branch enters the Physical Balance which differs from

Book Balance.

There has to be provision for updating activities connected with Auction,

delivery, reply to Stock Sheet etc., to Depot Office for certain items and for

SV branch for others.

A provision can be made to issue a reminder for any open Stock Sheet.

R.3 Reports :

Auction Catalogue : Item-wise, Date-wise, Stock Verifier-wise

History of each Auction : Date of Auction/Payment/Delivery, Qty

delivered/short-closed, . Refund for short closure, etc.,

Stock Sheets: In the order of date, value, shop, Stock Verifier, closure

status etc

Monthly Progress Reports

Half yearly arrears Report

MCDO / PCDO

Auction Sale Register

Stock Verification schedule

Stock Sheet Register

S. Workshop Accounts Response

S.1 Function/Process Name: Workshop Manufacturing Suspense

S.2 Description:

a) Review of Main Sub Ledger, Labour Sub Ledger, Miscellaneous Sub

Ledger for correctness of allocations, for carrying out reconciliation of

cost accounts with Financial Books.

b) Review of Work Orders : 60 series orders (Other Railway Orders),70

series orders (Overhead Work Orders), 92 to 93 Series (Under/Over

charges), 47 ,52,57 series (Deposit Works) & Expense series (11,12,13) –

with reference to Outturn

c) System should capture Shop-wise Outturn in terms of booking of

manufacturing expenses as well as Physical Outturn of Coach / Shell

d) Carrying out Write-back adjustment from one order to another - by

Mech/Electrical departments

e) Preparation of Adjustment memo – from one order to another, from one

order to expense number and vice-versa (improvement)

f) Process of fixation of overheads based on expenditure booked for levy and

for estimates (improvement)

g) Review of returnable and non-returnable gate passes issued by Shops and

Departments

h) Online monitoring of Shop floor inventory in terms of quantity and value

(Work-in-Progress) of :-

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Material drawn for production and still remaining unused on Shop Floor,

Shop manufactured items, Output of each Shop – Sub-assembly-wise

Shop Outturn to be made available, the output should get booked in relevant

UL No along with an indication that the item is in-house produced with

location of the item(Shop/Stores). This should be reflected in the Stock &

Dues as in-house items.

i) Financial Scrutiny of proposals received for Outsourcing Shop labour

based on activity-wise, shop-wise shortfall of capacity(men) with

reference to Production Program(s)

j) Review of Machine Utilization with reference to available machine hours,

break-down hours, idle hours, utilized hours of machines – inventory-wise,

load-centre-wise

k) Preparation of Transfer Certificates for Other Railway (Online) Work

Orders based on Work Orders and invoices prepared by the Executive

Departments, dispatch particulars of spares manufactured duly linking

with Gate Passes. Provision for uploading TCs through E-Recon to be

provided.

l) Vetting of Estimates for Tender / Outsourcing of work relating to

manufacture of portion of coaches, activities involving labour such as

welding, painting etc – estimates prepared based on labour cost working

for man-hours required, material cost working based on Last Purchase

Price and Overheads as per pre-determined percentages fixed by Accounts

from time-to-time.

m) Mechanism for maintaining rates and quantity of outsourced items similar

to items procured through Stores – unique number identification for each

work/activity for comparison of rates.

n) Estimates for coaches for quoting to Non Railway Customers, Export

Customers, for preparation of Bulk order and preparation of Budget

Projections– estimates prepared based on labour cost working for man-

hours required, material cost working based on Last Purchase Price and

Overheads as per pre-determined percentages fixed by Accounts from

time-to-time, other applicable charges, actual cost as per last finalized Cost

Report, Transfer price fixed by Accounts and outturn.

o) Agreement vetting and briefing note vetting, concurrence for short-closure

/ excess in agreements.

p) Monitoring of funds for quotation works. Online proposals to be

processed.

q) Memorandum of Understanding for Non-Railway Customers – Standard

format to be generated and vetted Online.

r) Difference between estimate and actual cost after Completion Certificate

issued for Deposit Works, Other Railway Work Orders.

s) Support for review of Workshop Manufacturing Suspense in an Online

manner. To shift from Batch Mode to Online mode so that progressive

booking of manufacturing costs are available through Online Main Sub

Ledger, Online Labour Sub Ledger, Online Miscellaneous Sub Ledger and

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Online Workshop General Register (WGR)– mechanism for watching

progressive booking of expenditure against the budgeted (RSP) credit.

Online Workshop General Register(WGR) should help in showing

bookings categorized under various heads – Month wise, Batch Order wise

/ Work Order wise / Expense-number wise with balances, control totals

and drill-down facility

t) Funds requirement in terms of material, labour and overheads, for a given

Production Program.

u) Comparison between two production programs – in terms of material,

labour etc., vis-à-vis actual bookings

v) Effect on funds requirement with change in Production Program – in terms

of commitments for provisioning material, labour etc – either

excess/shortfall in quantity, value, stage in which excess/shortfall rendered

( Purchase Request stage, Dues stage, PO/Contract stage, In-stock, Issued

to Production but not consumed, Semi-finished state etc)

w) Project Systems :ICF undertakes large projects such as the Project for

manufacture of Railway Coaches for the Mumbai Rail Vikas Nigam, for

Sri Lankan Railway, Military etc. These projects run across Financial

Years. In this context, the planned cost of manufacture of the various

rakes, the expenditure incurred so far in terms of material, labour etc.,

need to be captured in terms of the Project/ Project Work Break-down

Structures, in addition to the regular methods of Batch Costing etc.

x) All vouchers including Rejection vouchers, P17 etc inside shop to be

computerized and linked with RMR, Receipt Note, Bill.

y) Closed Batch Orders should be marked as closed in the Workshop General

Register as approved by SSO/Costing or SSO/WMS but data for the Batch

Orders should be available.

z) Details of coaches despatched against various types of funds such as CAP.,

DRF., IRFC etc., as per Board‟s requirement.

aa) Batch Order requisition should be Online and should include number of

coaches against relevant source of fund and RSP No. – Bulk Order and

other relevant statements such as EBR(IRFC) should be generated based

on this.

bb) Impact of Outsourcing on Stores Purchase, monitoring utilization of

allowed time available for outsourcing.

cc) Provision for Timely Accountal of all Transactions in CO ( Workshop

Manufacturing Suspense) so as to be available for analysis/reporting by

the end of the same month.

dd) Cost centre to be indicated in all Direct Material Issues to Production

ee) Provision for Monthly Reconciliation of transactions taken to Main Sub

(Material) Ledger with transactions accounted in Stores Ledger.

ff) Maintenance Order Cost to reflect cost of material, labour etc expended on

a particular machine. Mechanism for ensuring Settlement to Cost Object to

be put in place.

gg) Provision for grouping all CO transactions by transaction type (Eg.,

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Material Issues to Production(Raw Material Requisitions), Indirect Stores,

Finished Part Stores, Returned Stores, Bulk Order Credit, Adjustment

Transactions, Labour etc.

hh) Provision for capturing costs chargeable to various provisions in Estimates

– Contingencies, Design Charges, Warranties, Special Supervision etc.,

currently being charged to Non-Production Batch Orders.

S.3 Reports :

Exception statements like NIL booking after commencement of work,

bookings after issue of CC., Stores without Labour, Labour without Stores

Bookings Projectwise, BOwise and net debit/credit balance

List of BOS/WOs for which CC is due

WMS credit statement before running WMS A/C current

Control Figure showing manufacturing costs – under various categories

Statement of Reconciliation of Manufacturing Accounts with General

Books

Manufacturing account to be given to GM for annual report, Appropriation

Accounts

Outturn statement to Board

Reconciliation statement of monthly cost and Financial accounting using

Online bookings

Online Workshop Account Current - Workshop Account Current showing

bookings categorized under various heads – for factory as a whole, for each

Shop, with drill-down facility

Quarterly Managerial Report based on Out turn of shell and coaches,

Equated Standard Units, Incentive, Outsourcing hours, in-house hours, OT

payment in incentive shops, amount spent on outsourcing, incentive, load

lifted, GA hours, time taken – WMRs

Review of Suspense Balance showing year-wise balance debit and credit (

over-one year old)

Half yearly arrear report

Debt Head Report

Monthly Confidential Demi Official (MCDO) Letter showing details of

balances under Workshop Manufacturing Suspense and other details as

required by Board.

List of returnable and non-returnable gate passes issued by Shops/

Departments with status

List of Shop manufactured items for a given period– item-wise, shop-wise,

quantity and value

List of Raw Material drawn but not used / yet to be used – item-wise, shop-

wise – for a given period, with quantity and value

List of Non-Stock Items drawn but not used / yet to be used – item-wise,

shop-wise – for a given period, with quantity and value

Report on Man-hours required for individual activity as well as for the total

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Production Program version.

Report on available man hours, incentive hours and shortage in man hours

Report on Machine Hours required for Production Program based on

capacity of machines

Report on available machine hours, machine hours required and shortage in

man hours

Transfer Certificate for raising debit on other Railways

Transfer Certificate Register

List of Spares dispatched but debit not raised

Estimates for coaches for quoting to Non Railway Customers, Export

Customers etc and spares for other Railways.

List of estimates vetted activity/item-wise with details

List of estimates vetted type-wise

Rates finalized in tenders against the vetted estimates

Stock and dues like statement to be made available for each work/activity

List of contracts entered into with name of work, rates, name of contractor,

contracted quantity, executed qty, balance etc., in an online manner

Report showing material, labour etc required for Production – as per

Production Program – for preparation of Budget Estimates

Bulk order statement and its annexures

Register of provisions – D&G Charges, Design charges, contingency etc.,

showing funds provisioned, certified, utilization, balance unutilized

Deposits Register, along with party-wise details, exception report for

review

Statement of coaches turned out utilizing funding received from IRFC –

Coach No., Type, Quantity, Railway, Value and month

Review of Expenditure statement showing cost centre-wise expenditure

Report showing works proposed / undertaken on quotation powers showing

balance available executive-wise including list of works concurred.

T. Finance Response

T.1 Function/Process Name: Establishment Finance

T.2 Description:

a) Establishment Finance work involves the following aspects:-

Vetting of proposal for creation/extension of gazetted and non-gazetted

post.

Finance Concurrence for the following requiring assistance from the

System:-

o Creation of additional posts, conversion of posts.

o Extension of term of temporary posts.

o Grant of advance increment and fixation of initial pay by higher than

admissibility.

o Revision of time scales of pay.

o Grant of additions to pay.

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o Grant of honorarium.

o Annual review of cadres in which higher grade posts are regulated by

percentage.

o Conversion of temporary posts into permanent ones.

o Reimbursement of legal expenses to staff.

o Fixation of consolidated travelling allowance, etc.

o Miscellaneous other proposals

b) Medical reimbursement cases.

U. Finance Response

U.1 Function/Process Name: Expenditure Finance

U.2 Description:

a) Number of proposals are being received in Exp. Finance Section for

finance concurrence. Huge volumes of files are accompanying the

proposals for reference and verification. Most of the cases are remitted to

next level after finance concurrence for sanction of the competent

authority.

b) File Life-Cycle Management: An Online solution to minimize paper work

in this area. Proposals may be sent by different login IDs each with the

requisite authorizations to carry out the relevant Finance activity. Scanned

copies of relevant documents are sent along with proposals. On

concurrence by Finance, the proposal should be remitted to next level by

the system (Workflow). The system should be fully secured and the

activity of finance concurrence /sanction should be protected

adequately.Provision for recording return of proposals, re-submission by

Executive Department and for signifying concurrence online. Provision to

be made available for printing of the documents wherever required.

c) Work in Finance section involves :-

Vetting of proposals for expenditure received from all departments.

Vetting of tabulation statements of works tender.

Vetting of estimates, agreement and modification advice.

Financial scrutiny of Miscellaneous proposals involving

o Write off of losses of cash, tools & plants, stores, irrecoverable dues

etc.

o Telephone and mobile connections or similar.

o Purchase of pen drive, cartridges or similar.

o Cash imprest.

o Printing work given to outside press.

o Medical department‟s proposal etc.

d) Concurrence of Finance is required for the following. Hence System

should provide assistance in carrying out the following activities:-

Floating of tender, constitution of tender committee, computation period,

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terms and conditions, competent authority etc.

For the commencement of a work or of supplies prior to the completion of

contracts.

For the variation of the standard conditions of contracts and to the inclusion

of any provision in the contract involving an uncertain or indefinite liability

or of any condition of unusual character.

For the incorporation in the contract of a „Price variation clause‟.

For the material alteration of any terms of a contract after it has been

entered into.

For the variation of the condition of the contract after it has been entered

into;

For the variation of the rates, for the extension of the date of execution of

the contract.

To extend the delivery period of the supplies or completion of the work,

where necessary, as per extant rules.

Expenditure finance section vets budget, proposal, estimates, tabulation,

briefing note, agreement and variation :-

Vetting of estimates for Works Program, Machinery and Plant program,

GM Out of turn Works and other Project works.

After above work sanctioned by competent authority and proposal for work

sent by executive for concurrence.

Detail estimate is sent for Accounts vetting.

o Verification of tabulation statement and briefing note.

o Vetting of contract, agreement on the basis of tender committee

recommendation.

o Vetting of variation statement, extension, revised estimate if required.

e) Monitoring proposals emanated by various executives based on quotation

powers

f) An interface with the centralized IRPSM portal is envisaged

U.3 Reports :

Register for proposals – showing proposals received and disposed

Proposals received using quotation powers

Date-wise status of proposals.

Report on the amounts available to different authorities for spending under

their quotation powers.

Report on amount concurred/sanctioned on various special works.

Maintenance of history of proposals handled.

V. Finance Response

V.1 Function/Process Name: Stores Finance

V.2 Description:

a) Quantity vetting – Production Items – Arrive at correct Net Procurement

Quantity after scrutinizing Stock & Dues, latest Purchase Request, adjust

Late charging and advance drawal as certified by PE/PR

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b) Vetting of non-stock requisitions of general items not related with

productions. In this context, the Non-stock demand / proposal generation

and preparation should be online. Vetting / Concurrence of Non Stock

demand to be done Online.

c) PO Vetting – Scrutinizing Draft Purchase Order, assigning vetting serial

number and posting in Funds Register ( for watching incurrence of liability

at PO Release stage)

d) Maintenance of Funds cum liability register

e) Funds register maintenance – based in budget

f) Commitments entered for subsequent Financial years to be monitored in

Advance Grant

g) Data from IREPS regarding tender finalization to be made available

h) Physical stock as on date to be made available as also shop-floor stores.

V.3 Reports :

Stock & Dues Statement

Funds Cum Liability Register

Report showing commitments entered for subsequent fiscal year(s)

Report showing commitments entered for current fiscal but not

materializing in the current fiscal

Reports as in existing Purchase module

W. Establishment Accounts Response

W.1 Function/Process Name: E-Suspense

W.2 Description:

a) Accountal, review/watching progress of recovery of Loans & Advances –

Interest and Non-Interest Bearing Advances

b) Review of Establishment Suspense heads – Unpaid Wages, Pay Advance,

Deposits Miscellaneous, Miscellaneous Advance

c) Certification of claims – balances under Loans & Advances - for

settlement, transfer etc

d) Integration / Online Posting of Cash & JE transactions with Loan Master

in SAP

e) Reconciliation of balances under Loans & Advances with General Books

f) Monthly creation of loan records with respect to employees moving from

Principal regime to Interest regime

g) Review of the process of Online Posting of transactions through Salary

and minimum balance calculation thereon

h) Recovery of loan through salary bill of employee to re-start immediately

on active status getting restored.

i) Transfer outstanding amounts towards interest bearing loans and advances

to the Other Railways in case of Outward Transfer and acceptance of

Transfer Certificate received from other Railways in case of inward

transfers

j) Mechanism to ensure that Loan Recovery stops with the cessation of

services of an employee

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W.3 Interfaces:

a) With HR Payroll, for loan payments and recovery of loans through Salary

/ Off cycle bills

W.4 Reports :

Working sheet for loan outstanding balance – Principal, interest calculation

based on minimum balance – due and recovered

Employee-wise Loan status - One-page report showing online status of

various loans/advances held by a particular employee

Employee-wise loan transaction history ( LOANS LEDGER )

Monthly Statement of opening and closing balance for loans &advances–

loan-wise, employee-wise – with loan-wise and year-wise summary

showing totals and number of employees

Monthly Statement showing loans and advances paid / recovered through

Cash/Bank, along with summary. Statement should account for minus debit

/ minus credit transactions appropriately.

Monthly Statement showing loans and advances paid / recovered through

Salary, along with summary

Monthly Summary showing loan-wise, source-wise totals of loan

transactions extracted – for reconciliation with General Books

Monthly statement showing cases that have moved from Principal Regime

to Interest regime.

Monthly statement showing any changes to Loan Master –

increase/decrease in rate of recovery, short-closing of loan, change in

minimum balance etc

Suspense Register

Accrued interest calculation – for cases in Principal regime – yearly,

monthly(fresh cases)

Annual statement showing Employee-wise loan-wise loan recoveries /

balances

Statement showing balances outstanding under various loans and advances,

loan-wise, year-wise along-with number of items outstanding – half-yearly

review etc

Loan-wise exception statements – non-recovery cases, unposted items etc



X. Establishment Accounts Response

X.1 Function/Process Name: New Pension Scheme(NPS) Accounts

X.2 Description:

a) This function relates to maintenance of NPS Accounts of employees who

fall under the NPS Scheme (those who have joined Railway Service after

01.01.2004).

b) Inclusion of new employees into the NPS Accounts

c) Extraction of NPS transactions emanating through various sources such as

Cash, JE., Salary, Off-cycle bills etc., duly arriving at the total

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debits/credits for the month against each of the various sources and each of

the NPS Heads of A/c

d) Merging and posting the above transactions to NPS Master and generating

reports showing amounts posted to NPS Master / NPS transaction file

e) Capture of Employee NPS nomination details

f) Payment of Settlement benefits w.r.t employees falling under the NPS

Scheme– demise, medically-invalidated cases, DCRG bill.

g) Using Reports / exception statements for reconciliation with General

Books and review/watching progress of recovery of NPS Subscription –

Employee / Government Contribution

h) Provision for showing NPS subscription for the year in the Employee pay-

slip

i) The following Interfaces are envisaged

Proposal for Death linked Insurance (DLI) initiated in HCM module,

Accounts verifies and arranges payment

With HR Payroll, for effecting NPS payments and NPS recovery through

Salary / Off cycle bills

With HR Payroll, for display of NPS A/c balance in pay-slip

With HR Payroll, for Finance posting of NPS payments/recoveries through

Salary / Off cycle bills to Daily Cashbook

With HR Payroll, for posting of NPS payments/recoveries through Salary /

Off cycle bills to NPS transaction / Master files.

X.3 Reports :

Preparation of Bank-wise Pensioner details - to despatch the PPOs

Printing of Pension Payment Orders (PPOs)

Issue of duplicate Pension Payment Orders (PPOs) w.r.to existing records

in the Section.

Monthly progress report

Monthly Exchequer Statement



Reports for reconciliation with General Books/review etc

Monthly statement of Pension and DR payable, grouped into branch-wise,

bank-wise and post-office-wise

Monthly (Online) Statementof opening balance, debits, credits and closing

balance for NPS., employee-wise (NPS Control over advance statement) –

with summary showing totals and number of employees

Monthly Statement showing NPS payments / recoveries through

Cash/Bank, , along with NPS head-wise summary

Monthly Statement showing NPS payments / recoveries through Salary,

along with NPS head-wise summary

Monthly Summary showing NPS transactions, source-wise totals of


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Monthly statement showing un-posted accounts

Annual NPS Ledger slips

Annual Check-sheet showing employee-wise summary of NPS

transactions, with summary

Index Register

List of credits from NSDL

Y. Establishment Accounts Response

Y.1 Function/Process Name: PF Accounts

Y.2 Description:

a) Inclusion of new employees into the PF Accounts and allotment of PF

Numbers.

b) Preparation of working sheet for minimum balance calculation– transfer-in

cases.

c) Carrying out adjustments (JE) affecting PF heads, including minimum

balance adjustments

d) Maintenance the PF Status of employee ( Serving, On deputation, transfer

out , retired) in the master

e) Extraction of PF transactions emanating through various sources such as

Cash, JE., Salary, Off-cycle bills etc., duly arriving at the total

debits/credits for the month against each of the various sources and each of

the PF Heads of A/c

f) Merging and posting the above transactions to PF Master and generating

reports showing amounts posted to PF Master / PF transaction file

g) Using Reports / exception statements for reconciliation with General

Books and review/watching progress of recovery of PF

Loans/Subscription heads of A/c

h) Capture of Employee PF nomination details

i) Accounting Bonus (PLB) credited to PF

j) Adjustments carried out w.r.t PF Interest payout in the case of those who

have been settled/transferred out in the last quarter and cases reviewed and

undergoing change etc (90000 format)

k) Following Interfaces are envisaged

With HR Payroll, for effecting PF payments and PF recovery through

Salary / Off cycle bills

With HR Payroll, for display of PF loan balance and PF A/c balance in pay-

slip

With HR Payroll, for Finance posting of PF payments/recoveries through

Salary / Off cycle bills to Daily Cashbook

With HR Payroll, for posting of PF payments/recoveries through Salary /

Off cycle bills to PF transaction / Master files.

Proposal for Death linked Insurance (DLI) initiated in HCM module,

Accounts verifies and arranges payment

Y-3 Reports :

Monthly (Online) Statementof opening balance, debits, credits and closing

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balance for PF., employee-wise (PF Control over advance statement) –

with summary showing totals and number of employees

Monthly Statement showing PF payments / recoveries through Cash/Bank, ,

along with PF head-wise summary

Monthly Statement showing PF payments / recoveries through Salary, along

with PF head-wise summary

Monthly Summary showing PF transactions, source-wise totals of


Monthly statement showing un-posted accounts

Annual report showing total interest worked out – subscription / VCPF

interest

Annual PF Ledger slips

Annual Check-sheet showing employee-wise summary of PF transactions,

with grand summary




Z. Establishment Accounts Response

Z.1 Function/Process Name : E-Gazetted and Other Miscellaneous

(CAS) Establishment functions

Z.2 Description :

a) Maintenance of Service Records & Leave Accounts of Gazetted

establishment

Issue of Last Pay Certificate

Specifying Gazetted allocation – charge the salary of the officer (Work-

charged Post) to Work Allocation(s) (Work – capital, DRF etc, Production

Order etc) percentage wise wherever the salary is to be allocated to one or

more Works allocations

Issue of Certificate for passing on credits/debits to Other Railways

Linkage of office order with Service Card of the officer

b) Advising claims for recovery of dues.

c) Filing of periodical returns to the Income tax department

d) Time Office Function (Accounts):

Updation of Shift, leave, pay changes, changes on account of Transfers and

promotions of shop-floor employees

Analyzing the time-booked against each direct worker vis-à-vis gate

attendance hours. Missing / excess hours are to be flagged to the executive

and processed for recovery, where required

Verification of Complaints for short payments to be verified by Time Office

and forwarded for inclusion in the Working Sheet and Bill drawnby the Bill

Drawing Officer, for making supplementary payments.

e) Time Reconciliation functions:

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Reconciliation of Job hours with GA Hours

Adjustments carried out after analyzing small differences.

Provision for identifying / accounting hours clocked by Non-Incentive

Workers

f) Vetting of Average Labour Hourly rates (category of labour or activity-

wise)

g) Reconciliation with General Books(Financial Accounts) and

review/watching progress of recovery - Deposits Miscellaneous /

Miscellaneous Advances / Advance of Pay etc

h) Some of the Interfaces envisaged :

Office Order (OO) integration with ERP Master Data to be ensured in HCM

module

Service Register / Leave Accounts updation for Gazetted Officers by CAS

in HCM module

Z.3 Reports :



AA. Personnel functions(of Accounts Department) Response

AA.1 Function/Process Name: Accounts Administration

AA.2 Description:

a) Being the cadre controlling authority for the Gazetted / Non-Gazetted

establishment of the Accounts Office, the following functions relating to

Organization Management, Personnel Administration and Time

Management are carried out by Accounts (Administration):-

Basic HR functions ranging from Recruitment to retirement,

Issue of Office Orders for promotions, increments, transfers etc

Maintenance of Service Records & Leave Accounts

Training

Being the Bill drawing authority, master data changes are carried out

for Payroll processing and processing of other payments

Employee Income tax deductions

Sanctioning of loans & advances – PF Loan, House Building

Advance, PC Advance etc

Issue of Last Pay Certificate

Maintenance of Annual Confidential Reports

b) Office Order (OO) integration with ERP Master Data to be ensured in

HCM module

BB. Asset Accounting Response

BB.1 Function/Process Name:Centralized Works Register

BB.2 Description:

a) Centralized Works Register (Asset): Centralized Works Register is

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maintained for each Asset ( Land, Buildings, Machinery/Plant Item,

Project etc) for which an estimate is prepared and incurrence of

expenditure is watched :-

Incurrence is watched against the estimated cost of the Project,

Contract Value, Budget allotment for the current year etc.

Actual expenditure is captured with details of payments against

various categories such as Pay & Allowances of Departmental

Labour, Payment to Contract Labour, Payment to Contractor,

Stores supplied from Stock, Freight on stores, Credit for released

materials others, Transfer (CR/DR) Amount etc

Towards maintenance of Fixed Assets (individually) duly providing

for depreciation.

Concurrent recording of Purchase of Fixed Assets/Sale of Fixed

Assets.

b) Preparation of Journal Entries for accountal of mobilization advance, if

any.

c) Provision for watching of purchase of M&P through COFMOW/ICF.,

against budget allotment and lumpsum allotment.

d) Provision for preparation of M&P programme.

e) Provision for preparation of Preliminary/Final Works programme.

f) Provision for monitoring amount spent under each sub-head like

contingency, general charges etc.

g) Since two sets of registers are maintained with respect to some executive

departments, provision should be available for the executive department

also to maintain the Works Register

BB.3 Reports :

Works Register

Report on financial status of Projects, including Special Projects.

Monitoring the preparation of Completion Certificate for each project.

History sheet of Fixed Assets.

CC. Miscellaneous Accounts Functions Response

CC.1 Function/Process Name : Inspection

CC.2 Description :

a) For inspection section to carry out the following inspection related

activities

Generation of programme of Inspection.

Intimation to the concerned Executive Office about the Inspection.

Preparation of Inspection Report-draft, final

Circulation of Inspection Report to all concerned

Obtaining of remarks for the objections raised through inspection.

Closure of inspection report.

Keeping a track of points raised, remarks furnished and paras closed

for reference.

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b) For Processing of Audit Objections - TA Note Part 1, Part-II, Audit

Inspection Note and Railway Board Inspection Report.

Recording the receipt of the audit objection.

Forwarding to concerned section.

Forwarding the objection to concerned Executives.

Obtaining of remark from the concerned inspection.

Submission of remarks to Audit for closure.

Obtaining closure advice.

Updating the system with the closure advice.

Maintain Audit Objection history for future reference.

DD. Miscellaneous Accounts Functions Response

DD.1 Function/Process Name : File Lifecycle Management

DD.2 Description :

a) Should enable Automated File Processing - inter and intra departmental

fille movement. File Lifecycle Management should cover all movements

within the Accounts department and with other departments

b) Document Management should help in organizing and tracking documents

through logical folders

c) Workflow should enable the user to move files between approvers through

SAP Organization Management

d) Should have provision for Noting with unique numbering, provides record

of reviews

e) File Lifecycle Management should be available also in Hindi,

EE. Miscellaneous Response

EE.1 Function/Process Name : Executive Dashboard

EE.2 Description :

a) The following information should be available, showing the latest position

– preferably as drill-down reports

Purchase Grant

WMS drawals, including the effect ofAdvance drawal & late charging

Budget Position

Effect of change in Production Program

Bills position

Project specific bookings

Overheads bookings, in comparison with previous years

Progress of Other Railway debits

Stock position

Outturn position

Inventory Turnover Ratio

Bill status

Status of a given Purchase Request / Purchase Order

Review of Expenditure-Shop-wise, Department-wise

Details of Shop-floor Inventory

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List of Gate Passes – Returnable/Non-Returnable

b) Dashboards should be available for access through mobile devices

FF. Implementation of improvements to the Controlling Functions in SAP ERP System

FF.1 Following features / improvements pertaining to the other modules

and having a bearing on the Controlling Module, needs to be carried

out in the respective modules:-

Response

a) Batch Order Authorization, duly linked with the RSP (Rolling Stock

Program) number and RSP Provision, should be carried out through the

System during Order Release.

b) Issue of delay in booking of material issues to Batch Order to be

addressed by the System.

c) Issue of delay in booking of labour hours to Batch Order to be addressed

by the System.

d) Upon completion of manufacture of the Batch Quantity by the Shop floor,

a Batch Completion Certificate should be released through the System.

Booking of Costs to Batch Order after issue of Completion Certificate to

be curtailed. System should allow preparation of Completion Certificate

only when all the materials against reservations for the particular Batch

Order have been drawn / cancelled. System should also check against

cancellation of unwanted reservations. Similarly, System should ensure

complete charging of Job Cards released for a Batch Order / cancellation

of excess hours due to outsourcing or design change, at the time of

preparation of Completion Certificate.

e) Quantity Adjustments need to be carried out towards material drawn

against a particular Batch Order and used against another Batch Order of

similar or equivalent type., at the time of consumption itself.

f) Issue of long delays in booking material issues from Receipt Branch, as

against the issue of materials from Ward Stock ( after (RO) Receipt

Order).

g) Details of Outsourced work needs to be captured in the System

progressively / in an Online manner.

h) Batch Orders released / Production Orders are to be tagged to Production

Programs.

i) Mechanism for capturing the financial effect of changes to Production

Programs needs to be made available.

j) Purchase Requests/Purchase Orders/Materials received/Materials

Issued/Payments made need to be linked.

k) Besides linking to availability of Man Power, availability of Machine

Hours need to be linked to Production Programs.

l) Details of actual machine utilization to be made available– under/over

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utilization in comparison to standard working hours/capacity

m) An elaborate System to capture the works to be outsourced, record/watch

outsourced work from Tender to Bill Passing Stage needs to be made

available.

n) When an item that has been planned for in-house manufacture is being

outsourced, the relevant job cards are to be closed automatically in the

System.

o) When a work planned for in-house manufacture has been outsourced,

there must be a mechanism to monitor the status of the materials already

covered through Purchase Requests/Purchase Orders/Issued to Production.

Following action should be possible with respect to such materials:-

Purchase Orders for the balance quantity should be cancelled

Material should be flagged for proper alternate usage.

p) When a design change is introduced, there must be a mechanism to

generate list of items that may become obsolete due to such design

change, so that action may be taken to dispose those items profitably

without waiting for the items to reach the status of non-moving after 24

months from date of last issue.

q) Mechanism for transferring material(including Semi-finished items)

issued to one Production Order(Batch Order) to another (Batch Order)

(Write-back Orders prepared by Shop-floor users)

FF2 Following additional features / improvements need to be carried out in the

Controlling Module:- Response

a) Booking of Costs to Batch Order after issue of Completion Certificate /

Preparation of Cost Report to be curtailed.

b) Reports generated using various Costing T-codes need to show the same

result.

c) Value adjustments (corresponding to the quantity adjustments carried out

by Shop Floor) towards material drawn against a particular Batch Order

and used against another Batch Order of similar or equivalent type, need

to be carried out.

d) Huge gap is noticed between Planned and Actual labour hours.

Mechanism for recording the reasons for differences between Planned and

Actual labour hours by Shop-floor, that can to be further analyzed by

Planning/Accounts, to be put in place.

e) Booking of Material/Labour show wide variations for the same type

across various Batch Orders.

f) Estimates generated at the time of Batch Order Authorization to be used

as the Standard for comparing the Actual Bookings.

g) Automation of manual preparation of Cost Reports, duly comparing the

results of each Batch Order with the corresponding Previous Batch Order

& Estimate.

h) Cost of Outsourced work needs to be captured in the System.

i) Outsourced Hours are to be identified separately, and shown along with

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in-house hours in the Workshop General Register (WGR) report and all

other reports.

j) Outsourced hours should be reckoned for application of Overheads.

k) Effect of changes to Purchase Requests/Purchase Orders/Materials

received/Materials Issued/Payments on Budget needs to be captured.

Material details available at various stages and its cost with value

additions at different stages

Outsourcing details to be captured from tender stage to bill payment

stage

Form CAM712 for design change items to be made compulsory

Comparison between BO estimate and cost collected, with previous

Batch Order, considering outsourcing and change in production

situations.

Elaborate mechanism to know the quantity/value of materials lying on

the Shop Floor needs to be established.

Planned cost estimated at the time of Batch Order release should be

available at other times such as Batch Order authorization, Cost

Analysis, Cost Report Finalization etc

Mechanism for arriving at Planned cost, duly including cost of items

included subsequently in the drawings for new builds / new

assemblies, to be made available

FF3 Reports :

Report showing details of up-to-date bookings under material, labour

& overheads for a given set of Batch Orders

Labour hrs Outsourced details ( shop,activity wise )

Labour hrs Outsourced materialised

Change in outsourcing and in-house manufacturung

Comparison with estimate and actual ( shop, month, category wise)

Out sourced works completed , bill submitted to Executive dept

Comparison of Over Heads (AOH,FOH,SOH) for Estimeted and

Actual

Provisional/Expected OverHeads (AOH,FOH,SOH)

Planned man hours (Setup, Processing time, total time) with Actual

hours for Batch Order (Shopwise with incentive details)

Estimate summary at the time of authorization of Batch Order.

Estimated Material Cost at the time of authorization of Batch Order.

Support for preparing Cost Estimates for preparation of quotes to Non-

Railway Customers & Railways – Rakes, Coaches, Shells, Spares

Details of item remaining un-booked

Actual booking of Material details with value

Details of Material dropped from the estimate ( after authorization) .

Details of Material added to the estimate ( after authorization) .

Material price variation due to rate variation ( UL wise in comparison

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with Estimate )

Material price variation due to quantity variation ( UL wise in

comparison with Estimate)

Annexure-II Statement Comparison between Batch Order - actual and

estimate

Report showing planned materials, quantities, price & planned value as

on date of BO release

Report showing Production Stores Material Utilization

(Cashed/Uncashed)

Report showing Planned, Confirmed, Booked Man Hours report

Report showing Material Reservations and material requested

Report showing allowed time, processed time for Supply & Installation

items

Report of Non-stock item consumed in given Batch Order(s)

Report showing details of Non-stock items consumed over all Batch

Orders for a particular period

Report showing materials issued to Batch order from Receipt Branch

Stage (without taking them in ward stock)

Report showing material(including semi-finished) transferred from

One Batch order to another, for a given Batch Order ( through Write-

Back Orders prepared by Shop Floor users), with quantity & value

FICO MODULE TCODE ENHANCEMENTS

SLNO TRANSACTION

CODE

DESCRIPTION OF ISSUE WITH THE TCODE THAT NEEDS

TO BE SORTED OUT

1 ZHR_PFTRNS Program for posting of PF payments/recoveries through Salary,

Cash, JE etc (along with control totals) needs to be revamped.

Postings need to up-to-date/online.

2 PA71 Capture of Man idle time does not support capture of reason

codes

3 PC00_M99_CIPE ,

PCP0

Program for posting ( Salary Bill / Offcycle Bills /Supplementary

Bills/Loan Payments other than Salary etc ) to Finance is flagging

errors. Needs to be set right. Charging of salary of select staff /

Officers to Cost Objects such as Production Order/Asset etc

needs to be made possible

4 CATS&CATA Programs for making Production Order-wise labour hours

available in CATS for upload of the hours and the corresponding

labour amount to concerned Production Order to be revamped or

provided as per Standard

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5 ZDLOAN Program for creation of Interest records upon completion of

Principal Repayment, based on Minimum Balance to be

revamped

6 KKAO Monthly Run – Work-in-progress - while running foreground,

short dump occurs. Needs to be set right.

7 ZCOLBRCOST Program for working out the difference between Actual &

Charged Labour/Incentive - needs enhancement

8 ZFI_SAPWMS This program can be used to get certain data based on the inputs

given in the selection screen pertaining to WMS. Needs

enhancement

9 KSV5 Document number is generated every time for oh distribution.

To be fine tuned. Needs enhancement to make it statistical.

10 ZCOORAC Program for Calculation of Overhead Rates needs to be

revamped

11 ZOHDIFF Program for re-levy of overheads to be revamped

12 ZCO_INCENTIVE Programs for making available Production Order-wise incentive

file available in AL11 and subsequently for uploading to

concerned Production Order, to be revamped

13 CATS&CATA Programs for making Production Order-wise labour hours

available in CATS for upload of the hours and the corresponding

labour amount to concerned Production Order to be revamped or

provided as per Standard

15

CO02(BI)

CO02 - Labour Subledger Report to be made available in an up-

to-date and timely manner

16

CO18(BI)

CO18 - Summary of Inc/Non Inc & Idle hours – to be made

available

17 CO03(BI) CO03 - Overhead Reports – to be made available

18 CO04(BI) CO04 - Shop Manhours Statement – to be made available

19 CO05(BI) CO05 - WMS Outturn Statement – to be made available

20 CO07(BI) CO07 - Misc Sub-ledger Labour/ Cash / JE

21 CO09(BI) CO09 - Material Analysis Statement – to be made available

22 CO10(BI) CO10 - Fixed Variable Report – to be made available

23 CO14(BI) CO14 - Overhead Difference Report – to be made available

24

CO15(BI)

CO15 - Material Consumption and Cost Variation Report – to be

made available

25 ZCL061 Labour Schedule Report to be revamped

26 ZCRO6 Overheads Distribution report to be revamped

27 ZCL31 Labour Rate workings report to be revamped

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8.0 Project Milestones for ICF:

“D” is the date of issue of letter of Acceptance. All milestones are indicated as Months from “D”.

SNo

Milestone description

Milestone

completion

date

Milestone

Number Remarks

A. PROJECT MILESTONES

1

System study and Completion of User

Requirement document (including mapping of

as-is/ required processes, to-be and gap

analysis study) for approval by ICF.

Completion of initial Training; Handing over

of Master Data templates to ICF.

D + 3 S1 D is the Date of LOA

2 Supply, Installation and commissioning of

hardware for training, development and quality

landscapes. Supply of ERP licenses for Stage

S2 (Pl. refer Para 5.26)

D + 2 S2

3 Configuration, customization and development

of ERP and third party applications; Master

data uploads and data migration to quality

server.

D + 9 S3

4 Unit, Integration and User Acceptance Tests. D + 10 S4


hardware for Production landscape; Supply of

ERP Licenses for Stage S5 (Pl. refer Para

5.26); Definition of Cutover strategy.

D + 10 S5

6 Production cutover and pre Go-live

preparations; Final Acceptance Certificate for

hardware; Final Training.

D + 11 S6

7 Go-Live D + 12 S7

8 Hyper Care Support & Final Acceptance

Certificate for applications system.

S7 + 6 S8

9 Completion of Post Implementation Support S8 + 12 S9

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9.0 Annexures to Tender Documents:

ANNEXURE – 1

Declaration by the Bidder

(To be submitted on the Letterhead of the Bidder)

(Place)

(Date)

To

The Sr. EDP Manager,

Integral Coach Factory,

Chennai - 600038.

Dear Sir,

We, on behalf of _______________________ Company, have read the clauses under Para 2.5 of

Indian Railways General Conditions of Contract for Services – January 2018 and declare the following:

(Strike out which ever not applicable)

(i) Employment/Partnership etc. of Retired Railway Employees.

We do not have, any Retired Manager of the Gazetted Rank or any other Gazetted Officer

working before his/her retirement, whether in the Executive or Administrative capacity or

holding a pensionable post or not, in any department of any of the Railways owned and

Administered by the President of India, as employee OR one of our Partners OR one of our

Directors.

OR

We have the following employees/ Partners/ Directors, who is a Retired Manager of the

Gazetted Rank or any other Gazetted Officer working before his/her retirement, whether in the

Executive or Administrative capacity or holding a pensionable post or not, in any department of

any of the Railways owned and Administered by the President of India.

NAME:___________________________Date of Retirement_______________________

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(ii) Relatives/Share holders/ Relatives of Share Holders employed in Gazetted capacity in

Railways.

We do not have, any relative(s) or share holder(s) or relatives of share holder(s) who are

employed in Gazetted capacity in any Department of Indian Railway.

OR

We have the following relative(s) or share holder(s) or relatives of share holder(s) who are

employed in Gazetted capacity in Indian Railways.

NAME:___________________________Department _________________________________

(iii) Penalty for Violation of Labour Laws.

We/any of our Constituents have not been levied with any penalty for violation of Labour Laws

by the appropriate enforcing agency like the Labour Commissioner etc.

OR

We/any of our Constituents have been levied with a penalty for violation of Labour Laws for

____ times in the last two years (from the date of opening of Tender) by the appropriate

enforcing agency like the Labour Commissioner etc.

(iv) Termination of Contract.

None of our previous Contracts or any of its constituents, with Indian Railways, had been

terminated under clause 7.4 of Indian Railways General Conditions of Contract for Services –

January, 2018.

(v) Penalty

We or any of our constituents have not been imposed a penalty equivalent to the maximum

penalty that can be imposed under any previous Contract with Railways, within previous two

years from date of submission of Bids.

Authorized Signatory

Designation

Company Seal

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ANNEXURE - 2

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, ……………………….., the Company Secretary of <name of the organization>, certify that

Shri. <representative name>, who signed the above Bid is authorized to do so and bind the company

by authority of its board/ governing body.

Signature of the Representative authorized to sign

the Tender Response for and on behalf of:

(Name and address of Company)

(Seal/Stamp of Bidder)

Date:

Name:

Designation:

Signature:

(Company Seal)

Witness Signature

Witness Name:

Witness Address:

Note: Authorized signatory should be an employee of the SI and should have been authorized vide a

board resolution, authorizing him/her to sign/execute the proposal as a binding document and also to

execute all relevant agreements forming part of this tender.

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ANNEXURE - 3

Declaration on Government Regulation


(Place)

(Date)

To



Chennai – 600038.

Dear Sir,

We confirm that our company is not blacklisted in any manner whatsoever by Government of India or

any organization belonging to Government of India, or any department of Government of India or any

of the organization, or public enterprises of Government of India

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/

organization and empowered to sign this document as well as such other documents, which may be

required in this connection.

Yours faithfully,

Authorized Signatory

Designation

Company Seal

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ANNEXURE - 4

Declaration on IPR/Patent rights

(To be submitted on the Letterhead of the Bidder) (Place)

(Date)

(Place)

To



Chennai – 600038.

Sir,

Sub: Undertaking on Patent Rights/copy rights for the ERP project of ICF.

I/We do hereby undertake that none of the deliverables being provided by us is infringing on any patent

or intellectual and industrial property rights as per the applicable laws of relevant jurisdictions having

requisite competence.

I/We also confirm that there shall be no infringement of any patent or intellectual and industrial property

rights as per the applicable laws of relevant jurisdictions having requisite competence, in respect

services/tools or any part thereof to be supplied by us. We shall indemnify ICF against all

cost/claims/legal claims/liabilities arising from third party claim in this regard at any time on account of

the infringement or unauthorized use of patent or intellectual and industrial property rights of any such

parties, whether such claims arise in respect of manufacture or use. Without prejudice to the aforesaid

indemnity, we shall be responsible for the completion of the project of ERP to ICF, irrespective of the

fact of claims of infringement of any or all the rights mentioned above.

If at a later date it is found that it does infringe on patent rights, I/We absolve and indemnify ICF of any

legal action.

Yours faithfully,

Authorized signatory

Designation

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ANNEXURE - 5

India presence for support


(Place)

(Date)

To



Chennai – 600038.

We would like to declare the following information on our support services centres in India.

Product Name

The support centre(s)

Address

Number of Employees involved in support services at the

above Centre(s)

We would like to confirm that we provide 24/7 x 365 days, SLA based support to our customers India

who have a signed a technical support agreement with us

Dated this day of

201_ Yours

Sincerely,

Authorised Signatory

Designation

Company Seal

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ANNEXURE - 6

India presence for development

(To be submitted on the Letterhead of the ERP solution OEM) (Place)

(Place)

(Date)

To



Chennai – 600038.

We would like to declare the following information on our product development centre in India.

Product Name

Product Development Centre

Address

Number of Employees involved in Product Development, at

the above Centre(s)

We would like to confirm that we address the requirements of localization as per changes notified by the

Government of India, periodically, in the areas like Income Tax, Service Tax, TDS, security, accounting

standards /guidelines, reporting as per companies act, etc for our customers in India through our

development centre

Dated this day of

201_

Yours Sincerely,

Authorised Signatory

Designation

Company Seal

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ANNEXURE - 7

PROFORMA FOR STATEMENT OF DEVIATIONS FROM TENDER CONDITIONS

** Strike out whichever is not applicable.

We would like to bring „Nil‟ deviations and we accept all conditions/terms brought out under

this Tender

The following are the particulars of deviations from the Clauses under Instructions to Bidders,

General and Special Conditions of Contract in the tender document:-

Sl No Tender Clause/Para No.

Deviation Remarks (including Justification)

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 8

Details of Audit by SAP

Please refer Para 4.8

S.No. Modules Man Days

for BBP

Phase

Man Days

for Pre Go-

Live Phase

Total Man

Days

Remarks

1 Production Planning (PP)

2 Materials management (MM)

3 Plant Maintenance (PM)

4 Quality Management (QM)

5 Human resources (HR)

6 Finance management (FI)

7 Business Intelligence (BI)

…

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 9

TRAINING PLAN

Training plan (As per Para 5.4).

S.

No

.

Type of

Training (Please

refer Para 5.3)

Training Description

Project

Phase

Duration in

Trainer Man

Days

Credentials

of Trainer

(Experience,

Certification

etc.,)

Remarks

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 10

PROGRAMME FOR DEPLOYMENT OF MAN POWER

S.

No

.

Name Qualification/

Certification

Designation

(Attach ID

issued by the

Organization)

Total

Experience

(in years)

(Attach

Resume

with Photo)

Programme for

Deployment

1

2

3

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 11

Details of Bidder Organization

(In case of consortium, for each constituent member)

(To be submitted under Company Letter Head)

Company registration details as per Para 3.5 item 1

Details of the Bidder Organization

Name

Nature of the legal status in India

Nature of business in India

Date of Incorporation

Date of Commencement of Business

ROC Reference No Address of the Headquarters Address of the Registered Office in India

Address of offices in India Address of the Development/Support Center in India

Address for Correspondence for this Tender Collaboration , if any:

Name and address of the officer to whom all references shall be made regarding this tender enquiry. His/her telephone, mobile, fax and email.

Other Relevant Information:

Mandatory Supporting Documents:

Certificate of Incorporation from Registrar Of Companies (ROC)

Relevant sections of Memorandum of Association of the company or filings to the stock

exchanges to indicate the nature of business of the company

Certification on commencement of business

Copy of board resolution authorizing the bid signatory along with power of attorney

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 12

MANUFACTURERS AUTHORIZATION FORM

(To be submitted by bidder as tender specific authorization from OEM as per Para 3.5 item 2)

No............................... Dated...............................

To,

Sr.EDP Manager


Chennai – 600038

Dear Sir,

Sub:- ICF‟s Tender No.....................

We ................................................................................, an established and reputable

Original Equipment Manufacturers (OEM) of..................................................................... having

Company at..............................and offices at....................................do here by authorize

M/s..................................................... (Name and address of Solution Integrator) , who is an Authorized

Partner for implementing SAP ERP Solution at ICF against Tender No…………

We as OEMs commit ourselves to unconditionally provide backend support and spares /

upgrades for the supplied products to M/s …………………………………………….., our

authorized Partners, for a period of 10 years from the date of opening of this tender.

Yours faithfully,

(Name)

For & on behalf of M/s.............................

(Name of Original Equipment Manufacturers)

Note: This letter of authority should be on the Letter-Head of the manufacturing concern and should be

signed by a person competent and having the power of attorney to bind the manufacturer.

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ANNEXURE - 13

Quality Assessment Details (CMMI Level ) (To be submitted under Company Letter Head as per Para 3.5 item 3)

<Place>

<Date>

To

Sr.EDP Manager,

ICF, CHENNAI – 600038.

We would like to provide/confirm the following information on the quality certification of our

organization.

CMMI Level Assessment Details

Level of CMMI Assessment

Date of Assessment

Scope of Assessment

Software development – Yes/No

software implementation – Yes/No

software maintenance – Yes/No

Others- please mention

Validity of the Assessment

Name of the Assessing company and their contact details

Units / Locations Assessed

Mandatory Supporting Documents Proof of Assessment issued by SEI auditors

We have attached a copy of the certificate in support of the above information. Dated this

day of 201_

Yours Sincerely,

<on behalf of Bidder Name>

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Seal/ Stamp of Bidder

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ANNEXURE - 14

ANNUAL TURNOVERS FOR THE LAST THREE YEARS

Annual Turnover (As per Para 3.5 item 4) in previous three completed financial years.

S. No. YEAR Turnover from IT

IMPLEMENTATION in

works

(In lacs of )

Turnover from all sources

(In lacs of )

Remarks

1 2016-17

2 2015-16

3 2014-15

Note: Please attach copies of the certificates/documents.

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 15

Financial Information of the Bidder

Liquidity details as per Para 3.5 item 5.

<Place>

<Date>

Financial Information

2016-2017 2015-2016 2014-2015

Turnover (in INR crore)

Profit Before Tax (in INR crore)

Net Worth (in INR crore)

Revenue from IT services (in INR crore)

Other Relevant Information

Mandatory Supporting Documents:

Audited financial statements for each of the three fiscal years as mentioned above

(Please include only the sections on P&L, revenue and the assets, not the entire

balance sheet.)

Certification by the company auditors supporting the revenue break-up

<Signature>

<Company Seal>

Name:

Designation:

Name and Address of Chartered Accountant:

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ANNEXURE - 16

DEVELOPMENT / SERVICE CENTRE DETAILS

Details of Development/Service Centre(s) (As per item 6 of Para 3.5).

Item Address Remarks

Development/Service Centre(s) 1.

2.

Headquarters

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 17

PERFORMANCE-DETAILS (Similar Works)

List of similar works (SAP S/4 HANA implementation) completed (As per item 7 of Para 3.5) in

previous three financial years including current year. ( For each similar work one separate sheet need to be

attached.)

Note: Please attach copies of the certificates/documents issued by the Client.

Date: Signature:

Name:

Company:

Seal:

S.No. Description Details Remarks

1. Name of Contract

2. Reference (PO/Contract No. &

Date

3. Completion Date

4. Name of Client

5. Client Address

6. Contact person & Tel. No.

7. Details of work & Modules

implemented

8. Type of Industry (Discrete

Manufacturing/Other)

9. No. of SAP ERP users

10. Value of the order including

taxes

11. Payments Received

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ANNEXURE - 18

SAP ERP EXPERIENCE DETAILS

List of SAP ERP implementations completed (As per item 8 of Para 3.5) ( For each work one separate

sheet need to be attached.)

Date: Signature:

Name:

Company:

Seal:


1. Name of Contract

2. Reference (PO/Contract No. & Date)

3. Completion Date

4. Name of Client

5. Client Address


7. Details of work & Module

implemented

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ANNEXURE - 19

SAP ERP IMPLEMENTATION IN GOVT./PSUs

List of SAP ERP implementations completed (As per item 9 of Para 3.5). For each work one separate

sheet need to be attached.


1. Name of Contract

2. Completion Date


Date

4. Name of Client

5. Client Address



implemented

Date: Signature:

Name:

Company:

Seal:

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ANNEXURE - 20

SAP ERP (WORLD WIDE) IMPLEMENTATION DETAILS

List of SAP ERP implementations completed (As per item 10 of Para 3.5). For each work one separate

sheet need to be attached.

Note: Please attach copies of the certificates/documents issued by the Client.

Date: Signature:

Name:

Company:

Seal:


1. Name of Contract

2. Completion Date


Date

4. Name of Client

5. Client Address



implemented

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ANNEXURE - 21

PROFORMA OF BANK GUARANTEE FOR 10% OF CONTRACT VALUE

FOR CONTRACT

PERFORMANCE CUM WARRANTY GUARANTEE BOND

Ref…………….. Date……………..

Bank Guarantee No…………………

………………………………………

To

Sr.EDP Manager

ICF,

Chennai – 600 038

1. Against contract vide Advance Acceptance of the Tender No………………………….. dated

……………………….covering supply/work ………………………………………(hereinafter called

the „Contract‟), entered into between the Sr.EDP Manger/ICF (hereinafter called ICF)

and……………………………(hereinafter called the „Contractor‟) this is to certify that at the request

of the Contractor we …………………………………………Bank, are holding in trust in favour of the

Sr.EDP Manger, the amount of ………………………………….(write the sum here in words) to

indemnify and keep indemnified the Sr.EDP Manger/ICF against any loss or damage that may be

caused or likely to be caused to or suffered by Sr.EDP Manger/ICF by reason of any breach by the

Contractor of any of the terms and conditions of the said contract and/or the performance thereof

whether any breach of any of the terms and conditions of the said contract and or in the performance

thereof has been committed by the Contractor and amount of loss or damage that has been caused or

suffered by Sr.EDP Manger/ICF shall be final and binding on us and the amount of the said loss or

damage shall be paid by us forth with on demand and without demur to Sr.EDP Manger/ICF.

2. We, …………………Bank, further agree that the guarantee herein contained shall remain in full

force and effect during the period that would be taken for satisfactory performance and fulfillment in

all respects of the said contract by the Contractor i.e. till …………………………(viz. the date up to

three months after the last date of warranty on goods/services/works supplied/executed under the

contract) hereinafter called the “said date” and that if any claim accrues or arises against us,

…………………….Bank, by virtue of this guarantee before the said date, the same shall be

enforceable against us ……………………………………………Bank, notwithstanding the fact that

the same is enforced within six months after the said date. Payment under this letter of guarantee shall

be made promptly upon our receipt of notice to that effect from ICF.

3. It is fully understood that this guarantee is effective from the date of the said contract and that

we,……………………………………Bank, undertake not to revoke this guarantee during its currency

without the consent in writing of ICF.

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4. We …………………………………..Bank, further agree that ICF shall have the

fullestliberty,withoutaffectinginanymannerourobligationshereundertovaryanyofthetermsand conditions

of the said contract or to extend time of performance by the Contractor from time to time or to

postpone for any time or from time to time any of the powers exercisable by ICF against the said

Contractor and to forbear or enforce any of the terms and conditions relating to the said contract and

We ……………………….Bank, shall not be released from our liability under this guarantee by

reason of any such variation of extension being granted to the said Contractor or for any forbearance

and or omission on the part of ICF or any indulgence by ICF to the said Contractor or by any other

matter the effect of so releasing us from our liability under this guarantee.

5. We ……………………………………….Bank, further agree that the guarantee herein

contained shall not be affected by any change in the constitution of the said Contractor.

Date……………… Signature………………….

Place………………. Printed Name……………..

Witness……………… …………………………….

(Designation)

……………………………………….

(Bank‟s Common Seal)

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ANNEXURE - 22

Request for Pre-Bid Clarification Bidder’s Request for Clarification

Name of the Organization

Representative Name

Position / Designation

Email Address

Contact Details Mob: Landline:

Clarifications Requested

S.No. Tender document - Page No

Para No. Content Requiring Clarification

Points of Clarification

Yours faithfully,

Designated Contact Person:

Company name :

Designation:

(Company Seal)

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ANNEXURE - 23

WARRANTY

We warrant that the equipment (Hardware, Firmware and System Software) to be supplied by us

against this tender is brand new, free from all encumbrances, defects and faults in material

workmanship and manufacture and shall be of the highest grade and equally consistent with the

established and generally accepted standards for material of the type ordered shall be in full

conformity with the specifications, drawings or samples, if any, and shall function properly. We shall

be fully responsible for its efficient and effective operation. This warranty shall survive inspection of

and payment for and acceptance of the goods, but shall expire ----------- months (to be called warranty

period) from after their successful installation and acceptance by the purchaser or warranty period plus

6 months from the date of completion of supply of material.

The obligations under the warranty expressed above shall include all costs and taxes relating to labour,

spares, maintenance (preventive and unscheduled) and transport charges from site to manufacturers

works and back and for repair/adjustment or replacement at site of any part of equipment which under

normal care and proper use and maintenance proves defective in design, material or workmanship or

falls to operate effectively and efficiently or conform to the specifications and for which notice is

promptly given by the purchaser to the supplier.

--------------------------- -----------------------------

Signature of the Witness Signature of the Bidder

Date:-------------------------

Seal of the company

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10.0 Check list for Bidders:

The following check list is intended to help the bidders in submitting offer which are complete.

An incomplete offer is liable to be rejected. Bidders are advised to go through the list carefully

and take necessary action.

SLNO Item Status

Technical Bid

1. Bid Form (First & Second Sheets)

2. Tender Evaluation Forms (Annexures-2 to 20)

with Documentary proof to each

3. Stage wise Time Schedule as per Para 12.0

4. EMD

5. Tender Document Cost

6. Signed tender Document

7. Electronic Copy of Tender Evaluation forms

8. Bill of materials for Licenses, hardware, Services

& Other items

9. Hardware Sizing &Specifications proposed

10. Solution Architecture

11. Project Implementation methodology

12. Training & KT Plan

13. Project Deliverables

14. Project Management

16. Project team

17. Technical information of the products being

offered along with brochure etc.

18. Warranty offer in Pro-forma

Financial Bid

1. Quotation in Pro-forma (Schedule of Rtes as per

Para 11.0)

....................................

Signature & Seal of the Bidder

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11.0 Schedule of Rates:

Rates for all items must be quoted in the following pro-forma. The description of taxes quoted should be given clearly along with the

percentage and amount.

NOTE:

1. All rates should be in Indian Rupees.

2. The total value of bid should be given in figures as well as words. In case of any discrepancy between the two values, the amount

given in words will be taken as correct.

3. Technical bid (bid packet-1) should contain an un-priced copy of the schedule of rates with each item checked to indicate

completeness. Quantities given in the Schedule of rates should be same as the given in technical offer. Offered total quantity should

not be less than minimum specified in the schedule.

4. Any additional item must be given at the end of each sub-heading.

Supply Scope of Items:

A. SAP ERP and other Licenses ( Supply scope)

S. No

Item description

Units

Total

Quantity

Basic

Unit

Rate

Taxes as

%

Taxes as

Amount

Other

charges

including

freight/

insurance

etc. as %

Other

charges

including

freight/

insurane

etc. as

Amount

Discount

Total after

discount

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)=[(5)x(4)]+(7)+

(9)-(10)

SAP ERP Licenses

1. SAP Application Professional

User-Product ID:7003012 1 User 150

2. SAP Application Developer

User-Product ID:7003013 1 User 2

3. SAP S/4 HANA Enterprise

Management for ERP

customers-Product

ID:7018538

1 (Flat Fee) 1

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4. SAP S/4 HANA

Manufacturing for production

engineering and operations-

Product ID:7019509

1 User 30

5. SAP Business Planning and

Consolidation, add-on for

S/4HANA-Product

ID:7018868

1 User

10

6. SAP Process Orchestration-

Product ID:7015920 1 Core 4

7. SAP File life cycle

Managemnet for India-

Product ID:7015779

100 Users 7

8. SAP HANA, RT ed Applic &

BW-new/subsq-Product

ID:7018066

15% of SAV

1

9. SAP BusinessObjects


edition (user)-Product

ID:7019046

1 User

2

10. SAP BusinessObjects


edition (CS), including

Analysis for MS Office-

Product ID:7019045

10 Concurrent

Sessions

1

11. SAP Test Data Migration

Server(TDMS) 300 GB 3

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12. Conversion of existing 420

ECC Licenses to S/4HANA

Licenses.

LS 1

…

Third Party Software Licenses

…

ATS on SAP ERP Licenses (for one year)

1. ATS on SAP Application

Professional User 1 User 150

2. ATS on SAP Application

Developer User 1 User 2

3. ATS on SAP S/4 HANA

Enterprise Management for

ERP customers

1 (Flat Fee) 1

4. ATS on SAP S/4 HANA

Manufacturing for production

engineering and operations

1 User 30

5. ATS on SAP Business

Planning and Consolidation,

add-on for S/4HANA

1 User

10

6. ATS on SAP Process

Orchestration 1 Core 4

7. ATS on SAP File life cycle

Managemnet for India 100 Users 7

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8. ATS on SAP HANA, RT ed

Applic & BW-new/subsq 15% of SAV

1


Objects Enterprise,

professional edition (user )

1 User

2


Objects Enterprise,

professional edition (CS),

including Analysis for MS

Office

10 Concurrent

Sessions

1

11. ATS on SAP Test Data

Migration Server(TDMS)

300 GB 3

…

ATS on Third Party Software Licenses (for one year)

….

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B. Hardware ( Supply scope):

S. No

Item description

Units

Total

Quantity

Basic

Unit

Rate

Taxes as

%

Taxes as

Amount

Other

charges

including

freight/

insurance

etc. as %

Other

charges

includin g

freight/

insuranc

e etc. as

Amount

Discount

Total after

discount

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)=[(5)x(4)]+(7)+

(9)-(10)

1. HANA Production Appliance Number 1

2. HANA Failover Production

Appliance Number 1

3. SAP Application Servers Number 2

4. TOR Network Switch Number 2

5. Back-up Appliance Number 1

6. Virtualization Software –

Vmware VCenter License Lot 1

7. Backup Management Solution Lot 1

8. Rack & KVM Switch Number 1

9. Mobile Workstation Number 8

10. Extended Warranty Support

for 3 years (*) Lumpsum 1

…

(*) The cost of Extended Warranty Support shall be provided separately. Support will not be part of this contract, however, the cost quoted will be added to

the total cost for financial evaluation.

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C. Application Customization/Development/Implementation ( Service Scope):

S.No

Item Description

Units

Total

Quantity

Basic

Unit

Rate

Taxes

as

%

Taxes as

Amount

Other

charges

including

freight/

insurance

etc. as %

Other

charges

including

freight/

insurance

etc. as

Amount

Discount

Total after

discount

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)=[(5)x(4)]+(7

)+(9)-(10)

1. Project Implementation Services (*)

…

2. Post Implementation Support Services (**)

2.1 Project Manager

… PP Consultant

PM Consultant

QM Consultant

MM Consultant

FI-CO Consultant

HCM Consultant

SD Consultant

SAP FLM/DMS

Consultant

Project Systems

Consultant

ABAP Consultant

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BASIS Consultant

SAP BI/BO Consultant

BPO Consultant

Integration (PI/PO)

Consultant

Non SAP Technical

Consultant

…

(*) Project Implementation Services shall include hyper care also. The break-up of the services and costs in multiple rows shall be

provided by the vendor.

(**) The cost of Post Implementation Support Services shall be provided separately. Support will not be part of this contract, however, the

cost quoted will be added to the total cost for financial evaluation.

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12.0 Format for Stage Wise Time Schedule: (Bidder to quote the schedule in column 4)

“D” is the date of issue of letter of Acceptance. All milestones are indicated as Months from “D”.

Date: Signature:

Name:

Company:

Seal:

S.No

Milestone description Expected Time

from date of

LOA in Months

Time Period

(Accepted

Time)

1

System study and Completion of User

Requirement document (including mapping

of as-is/ required processes, to-be and gap

analysis study) for approval by ICF.

Completion of initial Training; Handing over

of Master Data templates to ICF.

D + 3


hardware for training, development and

quality landscapes. Supply of ERP licenses

for Stage S2 (Pl. refer Para 5.26)

D + 2

3 Configuration, customization and

development of ERP and third party

applications; Master data uploads and data

migration to quality server.

D + 9

4 Unit, Integration and User Acceptance Tests. D + 10


hardware for Production landscape; Supply

of ERP Licenses for Stage S5 (Pl. refer Para

5.26); Definition of Cutover strategy.

D + 10

6 Production cutover and pre Go-live

preparations; Final Acceptance Certificate

for hardware; Final Training.

D + 11

7 Go-Live D + 12

8 Hyper Care Support & Final Acceptance

Certificate for applications system.

S7 + 6

9 Completion of Post Implementation Support S8 + 12

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13.0 Abbreviations:

ABAP Advanced Business Application Programming

AMC Annual Maintenance Contract

AR Adjustment Receipt

ARPAN Advanced Railway Pension Access Network

ASAP Accelerated SAP

ATS Annual Technical Support

CAMC Comprehensive Annual Maintenance Contract

CAO Chief Administrative Office

CAP Central Application Portal

CDMS Chief Depot Material Superintendent

DCRG Death Cum Retirement Gratuity

DGS&D Directorate General of Supplies and Disposals

ECC Enterprise Central Component

ECS Electronic Clearance Service

EHP SAP Enhancement Pack

EIW Essentially Indirect Workers

EPFO Employee Provident Fund Organization

ESS Employee-Self Service

EULA End User License Agreement

FDR Fixed Deposit Receipt

HTML Hypertext Mark-up Language

IBM International Business Machines corporation

ICF Integral Coach Factory

IMMS Integrated Materials Management System

IPAS Integrated Pay-Roll And Accounting System

IREPS Indian Railway E-Procurement System

ISO Inter Shop Order

KPI Key Performance Indicators

LDCE Limited Departmental Competitive Examination

LHB Linke Hofmann Busch

LPC Last Pay Certificate

MACP MODIFIED ASSURED CAREER PROGRESSION

MPO Material Planning Office

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NDA Night Duty Allowance

NPS New Pension Scheme

OEM Original Equipment Manufacturers

PLM Product Life-cycle Management

PLNO Priced Ledger Number

PPAN Permanent Pension Account Number

PR Purchase Request

PTO Paper Ticket Order

PTWO Paper Ticket Work Order

PVC Price Variation Clause

RELHS Retired Employees Liberalized Health Scheme

RITES Rail India Technical and Economic Services

RRB Railway Recruitment Board

RRC Railway Recruitment Cell

RTI Right to Information Act

SBF Staff Benefit Fund

SEI Software Engineering Institute

SLA Service Level Agreement

SMS Short Message Service

SOA Service oriented Architecture

SOP Schedule of Power

SR Service Record

SRPF State Railway Provident Fund

SSI Small Scale Industries

UL Unified List

ULNO Unified List Number

Tender No.ITC-ERP-II/2018 - icf.gov.inicf.gov.in/ICF_ITC_TENDER_2018/Tender_No_ITC-ERP-II...

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Transcript of Tender No.ITC-ERP-II/2018 - icf.gov.inicf.gov.in/ICF_ITC_TENDER_2018/Tender_No_ITC-ERP-II...