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					                         [SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]




                      Request for Proposal

                                for
           Supply, Installation and Implementation of
           Enterprise Resource Planning (ERP) based
       Business Solutions at HLL Lifecare Limited (HLL)


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




                                      Corporate Head Office: HLL Bhavan
                                      Poojappura, Thiruvananthapuram-695012
                                      Kerala, India.
                                      Tel: +91471-2354949, 2350961, 2350959
                        Page 1 of 323 Website: www.lifecarehll.com
                                         [SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]


Letter for Invitation

Date of Issuance: 10th September 2009
Ref. No.: HLL/IT/ERP-1/2009




To,
_____________________________
_____________________________


Dear Sir,


HLL Lifecare Limited (HLL) a Govt. of India Enterprise under the Ministry of Health and Family
Welfare invites proposals for supply and implementation of a “Commercially off the shelf
available Enterprise wide application ” that provides the company with a cutting edge in
information systems, integrated across various functional domains. More details on the services
are provided in the Schedule of Requirements.


You are requested to go through the document carefully and submit your proposals as per the
instructions and guidelines given in the document.


Yours sincerely,


L. Ajithkumar
Deputy General Manager (IT) i/c,
HLL Lifecare Limited, Corporate Head office,
HLL Bhavan, Poojappura P.O,
Thiruvananthapuram, Kerala -695012
Phone No: – 0471-2354949, 2358014
Email address: erp@lifecarehll.com




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                                    TABLE OF CONTENTS

No.    Title                                                                  Page Number
       Letter for Invitation                                                       2
       Table of contents                                                           3
       Important Information                                                       6
       Bid Data Sheet                                                              7
       Disclaimer                                                                  8
 1                                             Introduction
1.1    About HLL Lifecare Limited (HLL)                                            11
1.2    New Businesses                                                              14
1.3    Existing IT Infrastructure                                                  16
1.4    Proposed ERP Implementation Project                                         20
 2                                           Scope Of Work
2.1    General Scope of Work                                                       26
2.2    Components of Scope Of The Work                                             27
2.3    Functional Scope                                                            44
2.4    Technical Scope                                                             48
2.5    Geographical Scope                                                          59
2.6    Deliverables                                                                59
 3                             Bidding Procedure And Instructions To Bidder
3.1    Bidding Procedure                                                           73
3.2    Content of Bidding Documents                                                80
3.3    Format of The Bid                                                           84
3.4    Submission Of Bid                                                           87
3.5    Modification And Withdrawal Of Bids                                         88
3.6    HLL’s Right To Accept Any Bid And To Reject Any Or All Bids                 88
3.7    Clarification Of Bids                                                       88
 4                                          Evaluation Of Bid
4.1    Evaluation Framework                                                        91
4.2    Evaluation And Comparison Of Bids                                           92
4.3    Contacting The Purchaser                                                    97
4.4.   Purchaser’s Right To Accept Or Reject Any Or All Bids                       97
4.5    Notification Of Award                                                       97
4.6    Signing Of Contract                                                         98
4.7    Failure To Sign Agreement/Commence The Work                                 98
 5                                    General Conditions Of Contract
5.1    Def i n it io n s                                                          100



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5.2    Interpretation                                                             107
5.3    Indemnity                                                                  109
5.4    Patent Infringement                                                        109
5.5    Termination Of The Contract                                                109
5.6    Force Majeure                                                              113
5.7    Settlement Of Disputes                                                     113
5.8    Access To And Possession Of Site                                           115
5.9    Packing, Protective Painting And Marking                                   115
5.10   Environmental Clause                                                       116
 6                                    Special Conditions Of Contract
6.1    Preface                                                                    118
6.2    Credentials Of Consortium For ERP Solution                                 119
6.3    Scope Of Contract                                                          119
6.4    Role Of Bidder/Consortium                                                  120
6.5    Role Of HLL                                                                122
6.6    Project Coordination                                                       123
6.7    Project Plan                                                               125
6.8    Design And Development                                                     126
6.9    Product Upgrades                                                           127
6.10   Inspection And Tests                                                       128
6.11   Acceptance Tests                                                           129
6.12   Defect Liability                                                           133
       Penalty/Performance Guarantee (Warranty)/Annual Maintenance
6.13                                                                              134
       Contract
6.14   Governing Law                                                              139
6.15   General                                                                    139
6.16   Insurance                                                                  139
6.17   Bidder To Obtain His Own Information                                       141
6.18   Performance Guarantee (Security Deposit))                                  142
6.19   Forfeiture Of Performance Guarantee                                        143
6.20   Time Of Performance                                                        143
6.21   Extension Of Time                                                          144
6.22   Prices                                                                     144
6.23   Taxes & Duties                                                             147
6.24   Deduction Of Taxes At Source                                               149
6.25   Liquidated Damages                                                         149
6.26   Ownership Of Documents And Copy Rights                                     150
6.27   Transfer Of Ownership                                                      150
6.28   Billing And Payment Terms                                                  150
6.29   Waiver                                                                     152



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6.30   Employees Of HLL Not Individually Liable                                   153
6.31   Workplace/Facilities For Consortium’s Site Office                          153
6.32   Residential Accommodation                                                  153
6.33   Transportation                                                             154
6.34   Consortium’s Staff And Their Conduct                                       154
6.35   Security, Statutory And Safety Regulations                                 155
       Employees Provident Funds And Miscellaneous Provisions Act 1952 &          156
6.36
       Employees State Insurance Act 1948
6.37   Bidder/Consortium Responsibility With Other Agencies                       157
6.38   Other Agencies At Site                                                     158
6.39   Other Terms And Conditions                                                 158
6.40   Profile Of Teams                                                           159
6.41   Changes To The “ERP Solution”                                              160
 7                                             Annexure
7.1    Annexure # 1 Mandatory Requirement for ERP Solution                        163
7.2    Annexure # 2 Existing Business Processes-Overview                          170
7.3    Annexure # 3 Technical Parameters & Performance Levels                     186
7.4    Annexure # 4 Expected Number of users                                      187
7.5    Annexure # 5 Indicative List of Non ERP Interface Requirements             188
7.6    Annexure # 6 Current IT Infrastructure details                             189
7.7    Annexure # 7 Functional Requirement Specifications                         192
7.8    Annexure # 8Technical Requirement Specifications                           287
7.9    Annexure # 9.Tentative Schedule                                            292
 8                                                Forms
8.1    Profile of Bidders                                                         295
8.2    Curriculum Vitae of Team Members                                           301
8.3    Strength of Resources                                                      302
8.4    Agreement                                                                  303
8.5    Form For Deviations From The Tender Document                               306
8.6    Notice of Intent to Bid                                                    307
8.7    Form for Price Bid                                                         310
8.8    Reference Customer Details                                                 315
8.9    Financial Bid Forwarding Letter                                            316
       Undertaking on Compliance of Technical Specifications and Tender
8.10                                                                              319
       Terms & Conditions
8.11   Bid Security Form (EMD)                                                    321
8.12   Submission by Bidder/Consortium                                            322




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Important Information

Sl
                    Events
No.

      Non-Refundable Cost of purchase        Rs.5,000/- through demand draft from a scheduled
 1    of this RFP                            bank, drawn in favour of “ HLL Lifecare Limited”,
                                             payable at Thiruvananthapuram.

                                             10:30 am to 5:00 pm on all working days starting
                                             from 10th September 2009 till 1st October 2009.


                                             RFP is also available for download from our
                                             website “www.lifecarehll.com” However, when
      Sale of RFP document
 2                                           RFP is downloaded from website, RFP cost is
                                             payable as indicated above. In such cases Bid
                                             document cost in form of DD must reach on or
                                             before the Date and Time fixed for Pre-Bid
                                             Conference (PBC). Failure to pay RFP cost as
                                             above will make bid non responsive.
                                             Rs. 15 Lakhs through demand draft from a
      EMD
 3                                           scheduled bank, drawn in favour of “HLL Lifecare
                                             Limited”, payable at Thiruvananthapuram.
                                             The queries have to reach well in advance but not
      Last Date of Submission of
 4                                           later than 1st October 2009 by 1700 hrs through
      written queries on Bid document
                                             email or by post/courier.
                                             On 5th October 2009 at 11:30 AM
                                             Venue: “Akshaya Hall”, HLL Lifecare Ltd,
      Pre bid conference
 5                                                  Corporate Head Office,
                                                    Poojappura P.O,
                                                    Thiruvananthapuram, Kerala
 6    Last date for submission of Bids       Up to 20th October 2009 by 1500 hrs
 7    Opening of Technical Bids              20th October 2009 by 1530 hrs



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Bid Data Sheet

Sl
                Event         Period          Date     Time               Venue
No.

                                                               Through Website
1     Floating of RFP         (T)      10th Sept „09   10.00   and
                                                               Newspaper Advertisement


                                                               HLL Lifecare Ltd
      Last date for Sale of   (T)+21
2                                      1st Oct „09     17.00   Corporate Head Office,
      Tenders                 Days
                                                               Thiruvananthapuram


                                                               HLL Lifecare Ltd
      Date for Pre-Bid        (T)+25
3                                      5th Oct „09     11.30   Corporate Head Office,
      Conference              Days
                                                               Thiruvananthapuram

                                                               HLL Lifecare Ltd
      Last Date and Time      (T)+40
4                                      20 Oct „09
                                         th
                                                       15.00   Corporate Head Office
      for Receipt of Bids     Days
                                                               Thiruvananthapuram

      Date and Time of                                         HLL Lifecare Ltd
                              (T)+40
5     Opening of Technical             20 Oct „09
                                         th
                                                       15.30   Corporate Head Office,
                              Days
      Bids                                                     Thiruvananthapuram



HLL at its convenience may change any or all of the above mentioned dates. Same shall be
updated in the website “www.lifecarehll.com”




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Disclaimer

The information contained in this document is confidential in nature. The bidders shall not share
this information with any other party not connected with responding to this Tender Document.


All information contained in this Request for Proposal (RFP) provided / clarified are in good
interest and faith. This is not an agreement and is not an offer or invitation to enter into an
agreement of any kind with any party.


The information contained in this Tender Document or subsequently provided to Bidder(s)
whether verbally or in writing by or on behalf of HLL Lifecare Limited (HLL) shall be subject to
the terms and conditions set out in this Tender Document and any other terms and conditions
subject to which such information is provided.


Though adequate care has been taken in the preparation of this RFP document, the interested
firms shall satisfy itself that the document is complete in all respects. The information is not
intended to be exhaustive. Interested Bidders are required to make their own enquiries and
assumptions wherever required. Intimation of discrepancy, if any, should be given to the specified
office immediately. If no intimation is received by this office by the date mentioned in the
document, it shall be deemed that the RFP document is complete in all respects and firms
submitting their bids are satisfied that the RFP document is complete in all respects.


If a bidder needs more information than what has been provided, the potential bidder is solely
responsible to seek the information required from HLL. HLL reserves the right to provide such
additional information at its sole discretion. In order to respond to the Bid, if required, and with
the prior permission of HLL, each bidder may conduct his own study and analysis, as may be
necessary.


The HLL Lifecare limited (HLL), Thiruvananthapuram reserves the right to reject any or all of
the applications submitted in response to this RFP document at any stage without assigning any
reasons whatsoever. HLL also reserves the right to withhold or withdraw the process at any stage
with intimation to all who submitted the RFP Application. HLL reserves the right to change/
modify/amend any or all of the provisions of this RFP document. Such changes would               be


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


Neither HLL nor their employees and associates will have any liability to any prospective
respondent interested to apply or any other person under the law of contract, to the principles of
restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise
from or be incurred or suffered in connection with anything contained in this RFP document, any
matter deemed to form part of this RFP document, the award of the Assignment, the information
and any other information supplied by or on behalf of HLL or their employees and
Bidder/Consortium or otherwise arising in any way from the selection process for the
Assignment.




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        1

Introduction




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    About HLL Lifecare Limited (HLL)

An Overview

HLL Lifecare Limited (formerly known as Hindustan Latex Limited) (HLL) is a Mini Ratna
(Category-1 PSE) company under the Ministry of Health and Family Welfare. HLL commenced
its journey to serve the Nation in the area of Health Care, on March 1, 1966 for the production of
male contraceptive sheaths for the National Family Planning Programme. The company
commenced its commercial operations on April 5, 1969 at Peroorkada in Thiruvananthapuram,
Kerala. In 1985, two most modern Plants were added, one at Thiruvananthapuram and the other at
Belgaum, Karnataka. .The new condom plant inaugurated in November 2007 has added another
283 million pieces to the Peroorkada Plant‟s existing capacity With this, the production facility at
Peroorkada has become one of the largest single manufacturing plants in the world for the
production of Condoms, with a capacity to produce over 1 Billion Condoms a year. With the
addition of this capacity, HLL today has an annual production capacity of 1.316 billion condoms.

HLL, is a multi-product, multi-unit organization addressing various public health challenges
facing humanity. On the path of rapid growth, HLL has set its sights to be a Rs 1000 Crore
company by the year 2010-11.

HLL Lifecare Limited is manufacturing and marketing widest range of Contraceptives. It is
unique in providing a range of Condoms, including Female Condoms, Intra Uterine Devices, Oral
Contraceptive Pills (Steroidal, Non-Steroidal and Emergency Contraceptive Pills) Contraceptive
Cream, and Tubal Rings.

HLL‟s Health care product range include: Blood Collection Bags, Surgical Sutures, Auto Disable
Syringes, Vaccines, Women‟s Health Care Pharma products, In - Vitro Diagnostic Test Kits,
Hydrocephalus Shunt, Tissue Expanders, Needle Destroyers, Blood Bank Equipment, Iron and
Folic Acid Tablets, Sanitary Napkins, and Oral Re-hydration Salts.

HLL‟s products today reach over five lakh retail outlets, in 10 states, covering over 600 districts,
1509 distribution points, including over a lakh villages, in the remotest corners of the nation.
HLL‟s products are exported to over 70 countries.




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HLL‟s association with world leaders includes those with Okamoto of Japan; Finishing
Enterprises, USA; Becton and Dickinson, USA; Female Health Company, USA; Gambro BCT,
Sweden; Beijing Zizhu Pharma of China and Acumen Fund, USA.

HLL has five state of the art manufacturing facilities - two at Thiruvananthapuram (at Peroorkada
and Akkulam) manufacturing Contraceptives and Health Care products, at Kanagala (near
Belgaum) producing Contraceptives and Women Health Pharma range, at Kochi in the Special
Economic Zone for Female Condoms, and at Manesar in Haryana for the production of In-Vitro
Diagnostic Kits.


1.1.1 Organization Structure


HLL Lifecare Limited (formerly known as Hindustan Latex Limited) is a Government of India
Enterprise registered under the Companies Act, 1956 and functions under the Ministry of Health
and Family Welfare. All its affairs and activities are controlled and directed by its Board of
Directors. The Board of HLL Lifecare Limited includes the Chairman & Managing Director,
Government Directors (Official Directors), Functional Directors and Non-official Part time
Directors.


The Organizational structure is as represented below:




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    New Businesses


    Vaccines


HLL has ventured into the area of Vaccines – to take on the challenge posed by
communicable diseases, which are responsible for a significant share of the global burden of
diseases, particularly in developing nations. The need to have affordable high quality vaccines
for preventing communicable diseases is a public health priority in India. The company has
initially launched the marketing of Hepatitis B and Typhoid Vaccines.

    MediPark

The MediPark is envisaged to be an integrated manufacturing facility complex of
international standards in the field of healthcare and shall comprise of manufacturing
industries for medical diagnostics, equipments, disposables and devices. The complex will
also house an incubation centre. The Ministry of Health and Family Welfare handed over to
HLL nearly 300 acres of land at Chengalpet, near Chennai in Tamil Nadu, for its proposed
Medical Equipment Park and Vaccine Project.

    LifeSpring Hospital Network

HLL and Acumen Fund, a nonprofit venture philanthropy fund based in the US formed
LifeSpring Hospitals (Pvt.) Ltd. - a joint venture intended to create a chain of small hospitals
(20-25 beds) focused on providing low-income clients in the country, widespread access to
maternal and child health care services. This is a unique social franchising initiative for
creating access to good quality reproductive health services to poor people, at affordable
prices.

LifeSpring charges range between 30-50% of the prevailing market rates, and will
significantly reduce the burden of rising health costs on the nation‟s low-income
communities, helping to reduce poverty. LifeSpring Hospitals will offer the following key
services: antenatal care, postnatal care, deliveries (normal and caesarean), family planning
services and medical termination of pregnancy, pediatric care, including immunizations, as
well as diagnostic services, a pharmacy, and health care education to the communities in
which it works.


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    Procurement and Consultancy Services

Procurement and Consultancy Services Division (P&CD) of HLL Lifecare Limited handles
the procurement of Drugs, Chemicals, Medical Equipments and other health sector goods for
its clients at a pre-decided commission rate agreed upon by both HLL and the client through a
written contract. Currently HLL (P & CD) is handling the procurement of different Central
Government agencies such as NACO, NVBDCP and MCD. P & CD of HLL also procures
medical equipments for several medical colleges all over India under the PMSSY scheme on
behalf of the Ministry of Health and Family Welfare, Government of India. This division also
provides procurement and consultancy services for HLFPPT and HLL‟s Pregnancy kit
Manufacturing Factory at Manesar, Gurgaon (MFG). The import of JE Vaccines from
Chengdu Institute of Biologicals, China for and on behalf of Ministry is also coordinated by
the P&CD of HLL Lifecare Limited.

    Infrastructure Development Division

Infrastructure Development Division (IDD) of HLL is the in-house consultant to the Ministry
of Health & Family Welfare, Govt. of India for up-gradation of Medical Colleges at
Bangalore, Salem & Thiruvananthapuram under Pradhan Mantri Swasthya Suraksha
Yojna(PMSSY) and also for six AIIMS like hospitals at Bhopal, Bhubaneswar, Jodhpur,
Patna, Raipur & Rishikesh. ID of HLL is also the consultant to MOH&FW for up-gradation
of JIPMER, Pondicherry.

    Women‟s Health Care Pharma Products

HLL set up a dedicated „Women‟s Health Care Pharma Division (WHCD) to cater to the
reproductive health care needs of women - covering all age groups. The initial focus of the
division will be the gynaec segment, the products of which will be promoted through doctors.
All products for this division are being manufactured at HLL‟s Kanagala Plant, near Belgaum
in Karnataka.

    In - Vitro Diagnostic Test Kits

HLL has commenced manufacture and distribution of „Nishchay‟ Rapid Diagnostic Test Kits
for the detection of pregnancy in markets all over the country. At the first instance HLL is
manufacturing and supplying 22 million Pregnancy Test Kits from its manufacturing facility
at Manesar in Haryana. HLL also plans to introduce in the near future diagnostic kits for the
detection of Malaria and Dengue fever and Chikungunya. The overall objective is to
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effectively bring down the infant/maternity mortality rate, and Malaria and Dengue mortality
rate.

    Hindlabs Diagnostic Centre


HLL launched Hindlabs - its first diagnostic centre in the country, a Public Public Partnership
venture with the CGHS (Central Government Health Scheme). This most modern lab facility
will deliver reliable, accurate and quality diagnostic services to the CGHS beneficiaries at
CGHS rates. The same services will be provided to patients outside the CGHS too at
affordable rates. The plan ahead is to establish Diagnostic Centres for the CGHS, in the
National Capital Region (NCR) and in 23 major cities of India covering over 110 hospitals.
Accordingly one lab has already been commissioned at RK Puram, NewDelhi.


HLL Lifecare Limited is in process of setting up three MRI Diagnostic Centers in
Medical colleges of Kerala at Thrissur, Alappuzha and Kottayam. HLL has already
entered into an MOU with Govt. of Kerala for providing such high end diagnostic
facilities at affordable rates to the inpatients and the outside patients as well. The
centers are equipped with modern 1.5 Tesla MRI Machines.


    Existing IT Infrastructure

    Information Technology Department


Information Technology Department (IT Dept) provides Information Technology related
services to internal customers of HLL. The services offered by IT Dept include:
       Software Development & Maintenance
       Installation and administrations of Servers and other infrastructure
       Preparation of specification, procuring, installation of IT applications and
        infrastructure
HLL has been an extensive user of Information Technology for supporting its manufacturing
and business processes. The IT systems have evolved over a period of time through in-house
and third party developments. Most of the functions are integrated with a few as stand-alone.


HLL has IT team of 11 Managerial and 12 + 12 Non-Managerial staff. The IT department is
headed by Deputy General Manager (IT)i/c reporting to Senior Executive Director (Corporate
Quality Assurance). IT team has rich experience in administering Relational Data Base

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Management Systems, Graphical User Interface (GUI) and two tier applications. With the
availability of good technical skill, most of the software packages were developed in-house
with very limited outsourced services to meet the critical time or skill requirements. The
development team has skill in Oracle Forms and Reports, Pro*C, SQL/PLSQL and Oracle
database.


      Current IT Applications Set Up


HLL has a combination of in-house developed and packaged application for various processes
and functions. HLL has one major transactional application called- eIMIS (enhanced
Integrated Managed Information System). eIMIS integrates different modules such as
Personnel, Finance, Purchase, Stores, Production (different type of products), Quality
Control, Engineering, Sales and Marketing. The eIMIS server systems are currently deployed
in a distributed manner with separate servers installed at CHO, PFT, AFT and KFB locations.

HLL also has applications such as Logistics Information System - a web enabled system to
connect the C&F agents all over India, Raymedi – a standalone solution used by Women
Health Care Pharma Division (WHCD), workflow management systems - for various
processes such as leave application and approvals‟ management etc. The details of the
applications and the interfaces are summarized in the table below:

Applications
A.        eIMIS Modules
                Cash and Bank Management, Payments and Receivables, Journal entries,
  Finance       Credit Debit Notes, TDS Returns, Asset management, Ledger, Trial Balance,
                Cash and Bank Books, Balance Sheet and Grouping etc
                Customer details, Product details, Regional order/Work Order/Dispatch Order
Marketing
                generation, Delivery Challans, Invoice generation etc.
                Cash and Bank Management, Payments and Receivables, Dishonor cheque
Marketing       details. Debtors collection and outstanding details, Journal entries, Credit
     finance    Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash
                and Bank Books, Balance Sheet and Grouping etc
                Personal Information System, Increment processing, Promotion processing,
                Attendance management and monitoring, Dispatch register, LTC application
      HR
                submission, Training details, Recruitment module for sorting the applications
                entered into the system, Overtime processing etc
      Sales     Customer details, Order details, Generation of Supply Orders, Delivery

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              Challans, Invoices, Transport Orders, Transfer Notes, Lorry Receipts, Gate
              pass and Depot Stock for Govt. sales and Branded Sales
              Create and Release Enquiry, SPC sanctions, Purchase Orders, Vendor master
 Purchase
              and Vendor rating, Indent sanction etc for materials supply as well as works
Production,   MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection,
  PPC &       Primary Packaging, Secondary Packaging,
   MPC        Incentive calculation etc,
              All employees‟ Payroll processing, Related Reports, IT, PF and generation of
  Payroll
              Salary Journal
   Leave      Leave crediting and management of leave, Earned Leave surrender
              Online submission of leaves through the system, Provision for online
              submission of Sanction notes, Advance requests, Tour requests, Employee self
 Workflow
              service module which provides salary details, loan balances, Personal
              information etc
   Stores     Receipt, Issue, Local Purchase, Inspect man, etc
              Breakdown, Preventive and         Overhaul Maintenance, Electrical, Utilities,
Engineering
              Calibration etc
B. Logistics Information System (Web Application)
LIS           Stockiest Details , Sales Order, Sales Invoice, Inter-CFA stock Transfer
              Delivery Challan, Distributor Sales Delivery Challan, Goods Receipt Note
              Sales Return, Sample Issue Note, Ledger , Stock
C. Other Applications
Raymedi             Outsourced
Intranet            For internal workflow based applications
Primavera           Project management for IDD
Interfaces
D. LIS EIMIS
Description   This is an interface between LIS and eIMIS to transfer the Sales Invoice data
Details       Type:                                    Source API:
              Batch Processing                         DTS (Data Transformation Services)

              Frequency: Daily                         Target API : DTS

              Source Application:                      Middleware : c#.net

              LIS                                      Size per transaction: (bytes) : 0.5
                                                       MB
              Target Application:

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                 eIMIS                                    Transaction Volume Batch:

                                                          250 INVOICES ON PEAK DAYS
                                                          (per batch run)


                                                          Application Development software
                                                          Forms 9i, Pro*C and PL/SQL
1.3.3          Current IT Infrastructure


Hardware
                                                Wireless Bridge(8), Network Switch (78),
Network Devices                                 Router (15), ISDN Router (2), KVM Switch
                                                (4)
Security                                        CISCO-Secure PIX Firewall (1)
                                                HP Itanium (3),IBM X-Series (3), IBM
Server box                                      Itanium (2), Compaq Xeon (1), Acer Xeon
                                                (5), HCL (9), HP Xeon (3), PCS Xeon (2)
                                                Laptops,      Desktops,     Video   conference
Peripherals                                     equipments, Printers, Plotter, UPS, Scanners,
                                                IP Phones
System software
Operating system                                Windows , Unix, Red Hat Linux
                                                Cold backup, archive files, and dumps taken
Backup tools                                    in several hard disks including one external
                                                hard disk and written in DVDs
Data management
Database                                        Oracle 9i/10g, My-SQL
Reporting tool                                  Crystal
Other software and tools
Security                                        Firewall, Mc-café Antivirus
Server roles                                    Web-Server, Application Server, Print server
Network software                                IP BASE – M
Development and Implementation                  Java , Visual Studio, Rational suite




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1.3.4       Current Network Architecture


The following schematic diagram represents HLL‟s current Network Architecture. All
organizational units of HLL are fairly well connected with each other to access current
transactional systems as well as web based applications. The Server network infrastructure is
GBIT Ethernet and the end user/public network is a 100 MBIT Ethernet network




1.4     Proposed E R P implementation project

1.4.1   Proposed Enterprise Resource Planning Solution in HLL


ERP, being enterprise wide solution, offers an opportunity to integrate and optimize all the
functions of the enterprise. The business objectives can be effectively met if standard ERP
system having best industry practices is implemented. HLL now proposes to implement a
“Commercially off the shelf available product” that provides the company with a cutting edge
in information systems, integrated across various functional domains. This tender therefore

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envisage implementation of ERP solution covering various functional areas like but not
limited to
           Finance, Costing & Accounting
           Purchase & Stores
           Engineering & Maintenance
           Sales and Distribution
           Human Resource Management & Payroll
           Projects Management
           Assets Management
           Production Planning and Control
           Production
           Quality Management
           Marketing & Logistics.
           Strategic Planning
           R&D


In order to achieve the above, the following are necessary:
           Commercial - Of – The – Shelf (COTS)
           Customization (Blue Prints/ Workflows)
           Services components (one time + recurring)
           Enhances and Bug fixes
           Training
           Post Implementation services, which include onsite and online help needed to
            institutionalize the solution, as well as system support helpdesk.
           Onsite support for 6 months from the date of final go-live, Warranty period for 1 year
            from the date of final acceptance of the solution (in all locations) and thereafter
            ATS/AMC period for 3 years.


Considering the wide spread acceptance in companies across industries, the maturity of the
products and the vendors supporting the product etc, HLL decided to limit the scope with the
following products with their latest versions.


        Sl No.     Product                                     Organization
        1          Microsoft Dynamics – AX 2009                Microsoft
        2          Oracle e-business suite applications        Oracle
        3          SAP ECC 6.0                                 SAP Labs
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Proposed ERP Solution Implementation at HLL is aimed at implementing Enterprise
Resources Planning (ERP) at HLL in a time bound manner. The core team is represented by
the members from Finance & Accounting, Purchase, Stores, Engineering, Sales and
Distribution, Human Resource Management, Projects, Production Planning and Control,
Quality Management, Production, Marketing & Logistics. Apart from the core team there will
be business team members from respective process, who represent Process Owners.


HLL plans to Go-Live on proposed Enterprise Resource Planning solution implementation
within a period of 14 months from the date of award of this contract. This tender aims to
engage a single company or a Consortium of companies comprising of Implementation
Partner and ERP Product Vendor for this purpose. The Bidder/Consortium led by the
Implementation Partner shall implement the solution at all the locations of HLL.


1.4.2 Implementation Schedule


The implementation of Enterprise Resource Planning solution in HLL is scheduled to be
completed in two phases. Bidders however are free to suggest delivery and phased completion
schedules based on their understanding of the project activities. The phase wise suggested
schedule is given below


Phase-1
The general scope of work primarily includes, but not limited to following:
    1. Building enterprise wide IT culture early to build up participative commitment and
        momentum
    2. Quick enterprise wide early visible impact
    3. Supply, Implementation and Installation of a suitable ERP Application, Database &
        Related Software
    4. Advice on appropriate Hardware & Network infrastructure, installation and
        commissioning on Hardware & Networking Infrastructure
    5. Setting up of Computer Center with minimum requirements delivering the desired
        performance level and availability requirement of HLL as described in Annexure # 3
        of this document.
    6. Implementation of hardware & network infrastructure comprising of but not limited
        to network architecture, storage, network devices, servers, Computer Center, backup
        devices and necessary software.

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    7. Create Information Security policy in-line with the requirements of ISO 27001:2005.
        Create information security infrastructure for secure internal and external
        communications using appropriate technology.
    8. Implementation services including application installation on development, quality,
        technical sandbox and production instances, data conversion and migration, training
        and change management, documentation, helpdesk set up, warranty services and
        ATS/AMC thereafter.
    9. Post Implementation support: Onsite support for 6 months from the date of final go-
        live, 1 year warranty service and 3 years ATS/AMC subsequently.
    10. e-Procurement and e-payment facilities must be enabled at first phase itself.


Phase-2
The general scope of work primarily includes, but not limited to following:
    o   Setting up of Data Center
            o   Set up data centers at primary and secondary sites housing servers, firewalls,
                switches, LAN, Storage Network etc. (including components such as racks,
                entire cabling, power distribution, physical access control, air conditioning,
                UPS etc.) based on requirement study for HLL Data Centers (Primary and
                Secondary Site‟s)


            o   Ensuring that the entire architecture is in line with high availability active-
                passive architecture and the adherence to the architecture to be demonstrated.
                “Active-Passive” in context of HLL refers to a high availability system which
                will run from one site namely Primary site from HLL corporate head office,
                Thiruvananthapuram and Secondary site will act as Standby located either in
                Kanagala/ Belgaum, or Noida


            o   Ensuring Active-Passive amongst site. Primary Site operating at 50% of its
                installed capacity and secondary site operating at 70% of its installed
                capacity. Each site will have 99.9% availability.
    o   Data Warehousing
    o   SCM
    o   CRM
    o   Disaster Recovery System (DRS)
    o   Document Management System


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The Bidder should note the following:


o   The requirements come under the Phase-1 only will be under the scope of this tender.
    Separate tendering process will be initiated by HLL for the remaining works (Phase-2).
o   The bidder/consortium is required to consider the future plans of HLL (Phase-2) while
    designing the solution, hardware requirement and network requirements.


1.4.2     Project Office


The Project will be executed from ERP Project Office at Corporate Head Office of HLL, at
Thiruvananthapuram, from where the successful bidder‟s project team will operate. All
activities of the project including documentation, development, configuration, testing, training
etc. will be carried out from the Project Office. Visits to various departments / locations
within HLL can be made as and when required.


During course of the project, if it is found necessary by HLL that the successful Bidder‟s
Project team needs to visit any other sister plant / unit of HLL, the same may be coordinated
with HLL and all associated expenses on account of this shall be borne by the successful
bidder.


For execution of the proposed ERP project, HLL will provide sufficient internal resources
(Core / Business /Technical Team members) to the successful Bidder.




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        2

Scope of Work




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2.1 General Scope of Work

HLL desires to procure and implement an ERP Solution within the timeframe indicated in this
document which will streamline all activities and processes at HLL across all Departments.
HLL plans to address both, business and technology needs, through this Solution. HLL
expects the successful bidder to adhere to the approach described in this document with
possible improvements thereto.


The general scope of work primarily includes, but not limited to following:
       Supply and Installation of ERP application, related software, and databases.
       Implementation services including verifying and ensuring the correctness of AS-IS
        business process maps and To-Be business processes maps, information requirement
        study, conceptualizing, configuring and customization of the ERP solution satisfying
        requirements of HLL, interfacing retained applications with the ERP, planning and
        executing necessary tests on the proposed solution for compliance of requirements
        specifications, compliance of audit recommendations, performance testing, roll out,
        stabilization, post go-live support etc.
       Planning and executing data conversion and migration including archiving of past
        data.
       Training of users and core team members including developing necessary
        documentation, user manuals, training material, conducting change management
        workshops etc.
       Designing the system architecture, installation and implementation/ commissioning of
        necessary hardware including servers, storage and network infrastructures in
        association with hardware vendor/service partners.
       Setting up of centralized Computer Center, a farm of servers and storage required for
        running the applications and network along with allied equipments and accessories
        delivering the desired performance level and availability requirement for HLL as
        described in Annexure # 3 of this document. A full-fledged Data Center will in the
        scope of Phase-II only
       Providing warranty and ATS/AMC services for the solution as a whole.


The following will define the technical character of applications:
       All applications will be web based / web-enabled


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       Database Servers for applications and Application Server would be RISC/EPIC and
        others could be on a different platform
       The Operating System to run Applications and Data Base would be Solaris/ UNIX /
        Linux. The others like mailing/ proxy , solutions can be on any platform
       PCs would be MS Windows based
       The application development in J2EE


2.2 Components of Scope of Work

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


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


    License requirements


              Sl no.                  Licenses                      Nos.**

                1      Core users                                    200
                2      Employee Self Service                   2000 employees
                3      Payroll                                 2500 employees
                4      Portal users                                   50
                5      Business Intelligence                          50


            **The number of users mentioned above is for the first phase only;
            the proposed architecture must be capable to cater the future
            business expansions and license requirements roughly 4 times.


    2. Advice on appropriate Hardware & Network infrastructure, installation and
        commissioning       of Hardware & Networking Infrastructure in association with
        hardware vendor/service partners. Implementation of hardware & network
        infrastructure comprising of but not limited to network architecture, storage, network
        devices, servers, Computer Center, backup devices and necessary software.
    3. Setting up of Computer Center with minimum requirements delivering the desired
        performance level and availability requirement of HLL as described in Annexure # 3
        of this document.

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    4. Create Information Security policy in-line with the requirements of ISO 27001:2005.
        Create Information Security infrastructure for secure internal and external
        communications using appropriate technology.
    5. Implementation services including application installation on development, quality,
        technical sandbox and production instances, data conversion and migration, training
        and change management, documentation, helpdesk set up, warranty services and
        ATS/AMC thereafter.
    6. Post Implementation support: Onsite support for 6 months from the date of final go-
        live, 1 year warranty service and 3 years ATS/AMC subsequently.


The work covering all the above elements put together will be completed by the successful
bidder. The scope has been described in detail below:


2.2.1   Supply, Implementation and Installation of a suitable ERP Application,
        Database & Related Software


The Bidder will be responsible for the following:
       Responding to the Tender and executing the same if selected, describing the process
        to be followed by them for supply and implementation of the software.
       Supply a suitable ERP product         (indicating specific modules, tools etc) with
        justification with respect to satisfying the functional and technical requirement
        specifications laid down in this Tender Document
       Validate the Solution Configured, by ERP product provider.


The product quoted by the bidder must comply with the mandatory criteria and must meet the
following:
       It must be a suitable solution from the below mentioned list
             o   Microsoft Dynamics – AX 2009
             o   Oracle e-business suite applications
             o   SAP ECC 6.0
       It must be of the latest commercially available & acceptable Indian version.
       It must have all the following functions as natively integrated applications on a single
        interoperable open platform and not the integration of multiple products and
        overlapping middle ware.
                 o   Finance, Costing & Accounts
                 o   Sales and Distribution

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                o    HR and Payroll
                o    Projects Management
                o    Engineering & Maintenance
                o    Purchase and Store
                o    Production Planning Control
                o    Production
                o    Quality Assurance
                o    Marketing and logistics
       It must support Microsoft Windows, Solaris, UNIX, Linux Operating Systems and
        the proposed integrated application should be capable of supporting all standard
        Databases like SQL, Oracle & DB2. Software vendor should furnish an undertaking
        that their proposed solution (all modules) run on SQL, DB2 and Oracle databases.
       It must provide wide range of security features such as Authentication, Single Sign-
        On (SSO), Authorization and Integrated User management.
       It must come along with the source code for the application. Source code should be
        part of deliverable. Escrow option is not acceptable.
       It must be supported in terms of upgrades, bug fixes, functionality enhancements and
        patches to cater to changes to statutory requirements by their respective developer
        organization for a period of not less than twelve years from the date of procurement
       Upgrade to new releases should not become mandatory for the next five years from
        the date of installation.
       It must have Product Roadmap for the next five years
       It must be scalable in size, capacity and functionality to meet changing business and
        technical requirements, thereby enabling the enterprise to adaptable to change.


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


     The ERP Application, customization, tools, database network and the related software
        being supplied.
     The process to be followed in installation and configuration of the ERP Application,
        tools, database network and the related software.
     The process to be followed for maintenance and upgradation of the ERP Application,
        applying patches, tools, database and the related software.




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2.2.2   Advice    on   Hardware       &    Networking     Infrastructure,    Installation   and
        Commissioning of Hardware & Networking Infrastructure


Bidder/Consortium of Partners shall specify the Hardware and Networking Configuration /
Specifications that are most suitable for running the ERP Solution provided to HLL
comprising of (but not limited to) the servers, operating systems, load balancing (at
application level) and administration tools (hardware and software), computer center,
bandwidth requirements, routers, switches, firewalls and any other item required for the
proposed Solution considering the existing hardware, software and other infrastructure.
Bidder/Consortium of Partners will be responsible for properly drawing up all hardware and
networking specifications to ensure that the installation and deployment of the procured ERP
Solution is smooth across HLL. Specific activities that need to be done in this task are:
    1. Draw up detailed Hardware and Networking Specifications pertaining to the ERP
        Solution being implemented
    2. Provide the bandwidth requirements of applications after review of bandwidth
        mentioned in this document titled “IT Infrastructure “.
    3. While proposing new hardware for implementation of applications, existing hardware
        to the extent possible should be utilized.
    4. Additional hardware required will be procured by HLL. Bidder/Consortium is
        required to configure and integrate / operationalise
    5. Assist HLL in the Procurement of the specified Hardware and Network Equipments
        and suggest whether any additional electrical requirements would arise in setting up
        the Computer Center.
    6. Assist HLL in carrying out a Quality check of the procured Hardware and Network
        Equipments
    7. Be a part of the Team, set up with the hardware/network service providers to achieve
        an effective installation of the Hardware and Network Equipments
    8. Fine-tune and optimize the hardware and networking facility during implementation
        period
    9. The hardware should be 100% performance scalable to meet changing business and
        technical requirements, thereby enabling the enterprise, adaptable to change.
        Performance scalability for HLL means that if the hardware delivers “X” unit as
        output then it should be scalable to deliver “2X” units under same operating
        environment by addition of only CPU and memory to the current configuration.
    10. Ensuring that the hardware recommended by the bidder is of the latest commercially

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        released accepted make globally
    11. Ensuring that the operating system/s and software plug-ins is of the latest release
        commercially available globally. Bidders should mention the operating system/s and
        software plug-ins supplied along with version and release date.
    12. The Bidder will be required to provide detailed documentation on:
            a. The hardware and related software to be supplied;
            b. The process to be followed in installation of the hardware and related
                software;
            c. The process to be followed in maintenance and upgrade of the hardware and
                related software;
            d. Processes suggested for performance measurement during the period of
                performance guarantee


The Bidder/ Consortium will be responsible for the design, manufacture, supply, co-
ordination with others, installation, interface, integrate with other systems, testing, training
and knowledge transfer, documentation, commissioning, warranty and annual maintenance of
all component systems, either expressed or implied in this document, in order to provide a
fully functional System.


The Bidder shall be entirely responsible for server sizing, to be done considering the capacity
and scalability requirements.


The successful bidder must submit the detailed Hardware and Networking requirements along
with the project inception report. The successful bidder shall study and prepare a schedule and
road map to comply with the specified overall project time schedule and project scope.


The Bidder should note the following:


     The Bidder shall be responsible for delivering the desired performance level and
        availability requirement of HLL as described in Annexure # 3 of this document and
        suitably design, install and commission hardware, software, network and other
        components including backup solutions.
     The production servers should be configured and tested to ensure high availability and
        active-passive adherence.
     The load balancing should be application based and the ERP application should deliver
        load balancing features of the solution with necessary hardware infrastructure.

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    The Bidder should ensure availability of server management tools and software for
       monitoring the load and capacity of servers at any point of time.
    The Bidder should provide detailed storage architecture and disk technology used
       keeping in mind the active-passive setup and latest scalable solution.
    The Bidder should ensure Tape library for online backup of data.
    The entire architecture will have minimum four instances namely production,
       development, quality and technical sandbox.


The Computer Center should host the following:
      100 % Database Servers (headroom of 100%)
      100 % of Application Servers
      QA Servers
      Development servers
      Technical sandbox for 100 users.
      SAN Storage of 5 TB (usable)
      SAN Switches with redundancy (for high availability)
      Tape Library
      Back up Server with Automated Back up Software
      LAN components
      Periphery servers
      UPS


Details for Server Sizing (provided for guidance only)


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


OEM
The RISC/EPIC servers should be manufactured by any of the following OEMs:
      HP
      IBM
      Sun Microsystems


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

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Number of users


         Number of Core transaction users                        200
         Number of Employee Self service transaction users       2000
         Number of Payroll users                                 2500
         Business Intelligence users                             50
         Portal Users                                            50


        The number of users mentioned above is for the first phase only;
        the proposed architecture must be capable to cater the future
        business expansions and license requirements roughly 4 times.


2.2.3 The Computer Centre Setup
HLL will arrange the civil and electrical works for the computer centre but installation and
commissioning of software, hardware and network equipment will be the responsibility of the
Bidder/Consortium. The task, among other things, would include:
       Review Sizing and detailed specifications of the Hardware (Servers, PCs, network
        equipment and peripherals) and Network Bandwidth required for smooth and
        effective running of all the applications
       Install, Configure and Commission Servers and PCs and Network equipment as
        required at each location
       Provide the bandwidth requirements of applications and review bandwidth
        requirement indicated in this document titled “IT Infrastructure “.
       Provide onsite operational services at the a Computer Centre
       Provide onsite application services at the Computer Centre.
       The Bidder shall be entirely responsible for setting up computer centre to meet the
        requirements of the ERP solution implemented at HLL.
       The successful bidder shall study and prepare a schedule to comply with the specified
        overall project time schedule and project scope.
The application servers & database servers will be in load balance / fail over mode


2.2.4   Recommending and Implementation of Network Infrastructure


The Bidder shall provide network services for network users in HLL. This includes
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upgradation of network devices and links to support the requirements of the solution. The
network and security architecture descriptions provided below are for guidance only. The
Bidder shall be entirely responsible for the architecture of the network to be implemented to
meet all features, functions and performance mentioned in this document.
The Bidders will be responsible for the following:
    1. Recommending the network comprising (but not limited to) network architecture,
        network devices, software, security, storage and back-up facility and any other
        network infrastructure required for the proposed solution considering the existing
        hardware, network devices, LAN,WAN etc.
    2. Describing and executing the process to be followed for implementation and
        managing performance of the recommended network.
    3. Ensuring that the network layout and design is in “active-passive” architecture.
    4. Ensuring that the network infrastructure is compatible / comparable with the existing
        network infrastructure.
    5. Ensuring the availability of proper network management tools/hardware/software/ for
        network administration and traffic monitoring.
    6. The Bidder will be required to provide detailed documentation on:
            a. The network and the related software to be supplied;
            b. The process to be followed in installation of the network and the related
                 software;
            c. The process to be followed in maintenance and upgradation of the network
                 and the related software;
            d. Process suggested for performance measurement during the period of
                 performance guarantee;
            e. Warranty support contracts for maintenance and support during performance
                 guarantee; and
            f.   Post warranty annual maintenance support contracts.


For all OEM products, the manuals have to be supplied as given by OEM including the
drivers wherever as applicable. All critical network components like firewalls, routers,
switches, IPS etc should be of Cisco, Juniper or Nortel make.


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


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

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A. Network
The network shall be designed to meet the user workload and performance requirements.
   1. Diversity Topology
              a. The System shall be implemented with diverse route topology to minimize
                 the effects of systems equipment failure on the operation of the systems
                 connected to it.
              b. The System design shall automatically ensure the continued operation of all
                 connected systems in the event of component failure or a break in any single
                 bearer.
   2. Network Interface points with other networks
       External networks shall be connected to HLL network through a firewall. The entire
       traffic at interface points needs to be monitored and a traffic log needs to be
       maintained.
   3. Network Management System
       a. Network Management System (NMS) should be capable of providing network
              management services for all integrated network elements (existing as well as
              new).
       b. The major services to be provided by NMS should be fault management,
              configuration management, performance management, accounting management
              and security management.
       c. The monitoring of the NMS shall be located in the Network Operations Center in
              the ERP Computer Center at Corporate Head Office.
   4. Addressing Management
       a. The addressing scheme must be based on HLL‟s policy.
       b. The Bidder shall deliver to HLL all related documentation for address
              management
   5. Internet connectivity should be from two different vendors. One link should act as
       online backup. Quality of Service should be configured to prioritize traffic for
       optimization and efficient utilization of links.
   6. Bidder to ensure the availability of a “Heartbeat” (required additional links for
       checking status of each other) keeping in mind HLL‟s “Active-Passive” architecture
       requirement


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

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        a.         Provide an intermediary between an external end-user/system on an external
                   network and the HLL internal systems on the HLL internal networks.
        b.         Decouple and map an external user session to an internal session to provide
                   secure access to the desired system.
        c.         Allow only certain ports and/or protocols to remain open.
        d.         Block internet access to specific sites/systems.
        e.         Firewalls in Data centre shall be configured with failover for high availability


    2. Intrusion Detection and Prevention System (IDPS) including Denial of Service (DOS)
        detection should be used to monitor and control any malicious traffic to and from
        internet, Computer Center, DMZ etc.
    3. Proxy servers should be used to distribute and log internet usage and block access to
        prohibited sites.
    4. Authentication and authorization:
        a.         The directory service shall be implemented as per HLL‟s enterprise wide
                   directory service strategy.
        b.         The solution shall be integrated with the directory services for authentication
                   and authorization.
        c.         The solution should be able to support appropriate authentication and
                   authorization services with following features:
               i.           Centralized repository of all identification and access control data
              ii.           Support of Lightweight Directory Access Protocol (LDAP) to allow
                            systems access to the directory.
             iii.           Support single sign-on support.
             iv.            Support access control to individual or groups of applications.
    5. The solution should be configured with 2 factor authentication for users connecting to
        the solution from Internet.


Internet connectivity requirements
The Bidder shall advise on the internet/Lease Line/VPN/ISDN connectivity requirements at
HLL for the proposed project and based on agreed requirements, HLL will arrange to procure
the same.


2.2.5   Implementation Services


The Bidder will be responsible for the following:

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    1. Design and implementation of System Architecture;
    2. Project management, planning and scheduling various phases of the implementation;
    3. Verify and ensure the completeness of business process study.
    4. Conceptualizing, configuring, developing, customizing, validating and implementing
          the solution, including developing and testing interfaces , custom applications, data
          conversion, training and change management, documentation etc.;
    5. Providing post go-live support.


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


    i.)       Design and implementation of System Architecture
          The Bidder shall be entirely responsible for the architecture of the system
          implemented to satisfy all features, functions and performance as described in this
          document. System architecture description provided in this document is for guidance
          only.


          The System architecture shall be developed as per following guidelines:


General Guidelines


         The system architecture should be based on open industry standards and protocols.
         The system will be centrally deployed and globally accessed. Access should not be
          restricted locally.
         Role based access shall be planned to ensure high granularity without compromising
          on security needs of the application
         The system shall be designed to be scalable and extensible.


Application
         The application design should be a 3-tier services based architecture for all
          environments.
         All application components should have a browser based user interface with common
          look and feel.
         Client applications, if any, should be Java/Xml/Html based thin client architecture
          with centralized deployment capability.
         All production application must have high availability.

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      All systems must take into account appropriate security, performance, efficiency and
       maintainability issues.


Data
      Data will be owned, shared, controlled and protected as a corporate asset.
      Shared data will have consistent formats and definitions and be independent of
       applications.
      Data should only be accessed through application/interfaces to create, update and
       delete.
Infrastructure
      The architecture should be designed for extensibility and scalability.
      The system must be designed in such a way that it supports all the future
       enhancements, load balancing of the application, presentation and data layers of the
       system.
      Load balancing based on server loading.


Information Security Policy
Bidder/ Consortium have to prepare information security policy in-line with the requirements
of ISO 27001:2005. The Bidder/ Consortium will have to incorporate these policies into the
network and application design etc, as appropriate. The information security provisioning
may be audited either by HLL/ an external auditor authorized by HLL. The agency is
expected to provide the following documents prepared in-line with the requirements of ISO
27001:2005 models:
      Information Security Policy
      Risk Assessment Methodology
      Organization of Information Security Policy (internal and external)
      Information Assets Management Policy
      Human Resource Security Policy to ensure that employees of HLL have a common
       understanding of security requirements, vulnerabilities and threats, and they
       understand and accept their own security responsibilities.
      Physical and Environmental Security Policy
      Communications and Operations Management Policy
      Access Control Policy
      Information System acquisition, development and maintenance Policy
      Information Security Incident Management Policy

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          Business Continuity Policy


Bidder/ Consortium will implement any modification in the IT Security Policy desired by
HLL and also suggest security provisioning based on incidents during operations to plug
security loopholes.


Define Policies
          Define Policies regarding the archiving, retention and destruction of records in
           consultation with HLL. Customize the procedures for these activities as automatic
           activity or as alerts/reminders etc
          Define Policies for backup and recovery


Integration
Integration services should address requirements of integration for application to application
and of data integration in such a manner that the business operations across functional areas
are managed to the satisfaction of HLL


ii.)       Project Management, Planning & Scheduling


Project Team
The Bidder will form a full-time team for the project consisting of Project Director / Program
Manager, Project Manager, Track Leaders and other team members. The key team members
should be professionally qualified / trained in their tasks and should have requisite ERP
implementation experience as mentioned under paragraph on Team profile.


Implementation Plan
The broad implementation plan proposed by HLL is described in annexure # 9. “M” denotes
end of the month from start date of the implementation. The date of award of contract to the
successful Bidder will be considered as start date of implementation.


The successful bidder should propose suitable alternatives if any, to the plan in such a manner
that overall timelines, as specified in this document, are adhered to. The successful bidder
should provide detailed time schedule for all items as per total scope of work matching with
the implementation plan.



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The successful bidder have to submit a detailed project plan (which should be updated
regularly) indicating the key phases / activities of the project and the expected time lines for
each phase / activity. The successful bidder will further detail the project plan in early stages
of the project and get the same validated from HLL. HLL Project Management Team may
suggest changes to the plan where necessary. The project plan should include the following at
the minimum:
       The project broken up into logical phases and sub-phases;
       Activities making up the sub-phases and phases;
       Key milestones and deliverables along with their dates;
       Start date and end date for each activity;
       The dependencies among activities;
       Resources / Consultants to be assigned to each activity;
       Resources (core team, business team and process owners) expected from HLL for
        each activity.
In addition to the implementation plan, the successful bidder should formulate and submit:
       The Interface Strategy describing high-level interface points between ERP and non-
        ERP applications;
       Data Conversion Strategy describing the data elements that would need to be
        converted and the process to be followed for the same;
       Solution Design Strategy including the number of iterations of CRP (Conference
        Room Pilot), UT (Unit Test), SIT (System Integration Test) and UAT (User
        Acceptance Test) expected, all test documents to be submitted to HLL for prior
        approval;
       Risk Management Strategy, identifying, analyzing and evaluating the project risks
        and the process to be followed in mitigating those risks;
       Training Strategy, describing and implementing proposed approach in providing
        training to various categories of users
       Change management strategy;
       Post implementation support strategy.


Project Reporting
The successful bidder should describe the proposed project reporting methodology. At
minimum, he should submit to HLL a written progress report every week. The frequency may
be increased during critical phases of the project. In addition, the successful bidder shall
report on a continuous basis, exceptions and issues that require immediate attention of HLL.


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The successful bidder will be responsible for appraising the Steering Committee about
progress of the project during Steering Committee Meetings to be held at interval of around
one month. The date and time of the meetings will be finalized from time to time.


Other Requirements
The successful bidder should also meet following expectations:


           The successful bidder should carry out the implementation based on a well-defined
            proven methodology (including pre-defined formats) through all stages of the project.
            However, the successful bidder will not restrict itself to the same and would be open
            to improvisation as may be necessary;
           The successful bidder should observe formats and procedures prescribed for
            documentation during all stages of project execution;
           The successful bidder should deploy adequate resources for required duration on site
            at HLL as well as any other site / unit / location as may be necessary during any stage
            of the project;
           All the key team members (including Project Manager) of the successful bidder
            should be permanent staff of the successful bidder.
           The successful bidder should obtain and produce a certificate from proposed ERP
            Product Vendor mentioning that the Solution is fit for go-live.
           The successful bidder should obtain and produce a certificate from ERP Product
            Vendor for appropriate server sizing.


iii.)           Business Process evaluation
HLL has already prepared functional process maps for all its AS-IS processes, Process
Improvement opportunities and TO-BE process. These maps could be provided to the
successful bidder upon the initiation of this particular phase. The successful bidder will be
required to re-ensure the completeness of the various deliverables (AS-IS process report and
Process Maps, Process standardization, Process Improvements opportunities, Gap analysis
report, Functional Requirement Specifications and TO-BE report) already prepared by HLL
by conducting Business Process Study. The successful bidder is responsible for conducting
study of the key business processes on missing areas, which would be covered in the
implementation. HLL will validate this list and suggest suitable changes as may be necessary.
Based on the agreed business process coverage of the implementation, the successful bidder
will:


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       Re-ensure the completeness of the deliverables        of Business Process Study and
        Conduct a detailed Business Process Study for the missing areas and propose process
        changes/improvements that would be facilitated by / necessitated in the solution;
       Identify the workaround solutions / customizations / interfaces to be developed as part
        of the implementation;
       Identify information requirements for each business process;
       Identify data conversion elements for each business process;
       Identify data migration requirements for each business process;
            o   There is not much technical documentation available with HLL on the legacy
                systems. The Bidder/Consortium should clearly understand HLL data
                migration requirements (functional as well as technical) before submitting the
                proposal and include the same in his proposal. The implementation cost that
                will be mentioned by the Bidder/Consortium should include data entry & data
                migration as proposed and no extra payments will be made towards data
                migration.
       Identify the legacy systems that may be retained.
            o   The Bidder/Consortium should clearly understand HLL integration
                requirements (functional as well as technical) before submitting the proposal
                and include the same in his proposal. The implementation cost that will be
                mentioned by the Bidder/Consortium should include effective integration of
                these applications as proposed and no extra payments will be made towards
                integrations of applications.


Upon completion of each of the above activities, the successful bidder shall get the identified
requirements as well as the suggested changes, improvements & proposed strategy approved
by the designated HLL team


Some of the key processes which HLL expects the successful bidder to study have been listed
as part of Functional Scope in this Section. For the benefit of the Bidders, for the purpose of
general guidance, brief description of these processes is provided in Annexure # 2 of the
document. Similarly, the high level functional requirements from the proposed solution are
described in Section # 7 of this document.


Reviewing the Business Process Study deliverables will enable Project Team of the
successful bidder to get first hand understanding of the business processes at HLL and bring
about process improvements. It would also help them understand the specific role played by

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each module/system and identify systems, which would be retained post implementation of
the solution. It would also enable the Project Team to see the system in operation, collect
sample transactions / reports and get a better understanding of the business process.


iv.)       Conceptualizing, Developing, Configuring and Testing the Solution
The successful bidder will also be responsible for the following;


          Conceptualizing, developing and customising the solution based on the business
           processes, proposed improvements and satisfying the business and reporting
           requirements of HLL;
          Configuring the solution including development of necessary interfaces with retained
           applications (Annexure # 5 gives an indicative list of legacy applications requiring
           interface with proposed ERP) and bolt-on / third party applications, development of
           customised reports, etc.
          Conducting Conference Room Pilot sessions, Unit Tests, System Integration Tests,
           User Acceptance Tests, Stress Tests and such other tests and making necessary
           changes to configuration / setup based on the test results, implementation of pre-go
           live audit recommendations etc;
          Training and change management;
          Data conversion and migration;
          Go-live.


v.)          Providing Post Go-Live Support
The successful bidder will provide on site post implementation support for six months from
the go-live of all implemented modules at all locations from final go live date. The successful
bidder will also provide on site post implementation support for fifteen working days each for
two quarter closing and two months for one annual closing process after first go-live date.


The successful bidder will provide guidelines in setting up and managing an ERP Helpdesk
(to be operational at HLL sites after six months of going live) including the processes to be
followed in logging request for assistance, assigning requests to specific helpdesk individuals,
recording resolution and tracking overall time frame from logging a call to its resolution.


In addition to the above mentioned post go live support, the successful bidder may be
requested by HLL to provide additional support for problem resolution, enhancements etc.
The successful bidder will provide a description of its team for the same along with their

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roles, job descriptions and profiles of key individuals. If such additional support is expected
to be charged separately, then the successful bidder will quote Time and Material rates for the
same as mentioned in the price bid separately.


The successful bidder shall co-operate with HLL in conduct of any post implementation audit
(by a party other than the Bidder), if so desired to be conducted by HLL, during the period of
post go-live support. The successful bidder shall also be responsible for implementing the
audit recommendations without any additional charge. Also, in the event of HLL conducting
an independent pre Go-Live audit, the Bidder shall render all necessary support for the audit,
including implementing the changes/improvements if any recommended, free of additional
charges whatsoever.


2.3 Functional Scope
Some of the key processes which HLL expects the Implementation Partner led successful
bidder to study include (but not limited to) the following:


2.3.1 Finance
    1. Maintain Chart of Accounts
    2. Preparation and monitoring of Budgets
    3. Handle Stores, Spares, Equipment & Consumables - Payment & Accounting
    4. Manage Processing of Miscellaneous Bills, Purchase Bills, Works & Service bills etc.
    5. Handle Payment and Receivable Accounting
    6. Manage Sales Invoicing and Accounting – Direct Marketing
    7. Manage Sales Invoicing and Accounting – Exports
    8. Manage Sales Invoicing and Accounting – Government Sales, Social Marketing and
        Trading
    9. Manage Sales Invoicing –Order Management Cycle (OMC)
    10. Handle Collection Accounting
    11. Handle Expense Accounting
    12. Handle Inter unit reconciliation, Fund Transfer
    13. Maintain Bank Guarantee, Security Deposit, EMD
    14. Manage Payroll, Advances and Final Settlement
    15. Provident Fund, Gratuity and Superannuation Benefit Fund
    16. Manage Fixed Assets
    17. Process Insurance Claims
    18. Handle Customs Duty

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   19. Manage Excise Duty
   20. Manage Commercial Taxes
   21. Corporate Taxation
   22. Manage Cash and Bank
   23. Treasury Management
   24. Production Accounting
   25. Manage Costing
   26. Quarterly and Annual Closing and Consolidation
   27. Integration with e-payments
   28. Manage debtors


2.3.2 Sales and Distribution
   1. Manage Govt./Direct Marketing/Social Marketing/Export sales
   2. Manage sales through C&F agents (Primary and secondary sales)
   3. Create Sales Plan
   4. Create Offer letter
   5. Create Delivery Authorisation & Sale Order/Stock Transfer Order
   6. Manage Material Dispatch by Road/ Rail/Air/Sea
   7. Manage Pricing, Discounting and Rebates, free samples, gifts
   8. Maintain Customer Master, Loading Location Master, Distance Rate Master, Vehicle
       Master
   9. Manage Transportation Contracts
   10. Maintain Product Master
   11. Manage Supply & Distribution Planning


2.3.3 Purchase & Stores (Material)
   1. Item Master
   2. Vendor Master
   3. Maintaining Purchase Contracts for Materials
   4. Goods Procurement
   5. Service Procurement
   6. Emergency and Cash Procurement
   7. Import Procurement
   8. Receipt, Storage and issue including stock transfer
   9. Transformed material
   10. Physical Inventory

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   11. Scrap Disposal
   12. Finished Goods Depot
   13. e-Procurement


2.3.4 Projects
   1. Project Planning and Preparation
   2. Project Procurement
   3. Project Execution
   4. Project control and management


2.3.5 Maintenance
   1. Manage Routine (Breakdown) Maintenance
   2. Manage Preventive Maintenance
   3. Manage Predictive Maintenance
   4. Manage Maintenance Planning
   5. Manage Execution
   6. Prepare Billing on Energy, Water and other Utilities Supply/Consumption
   7. Prepare Budgeting for Maintenance
   8. Manage Inventory
   9. Manage External Contracts and AMCs
   10. Manage Calibration of Equipments
   11. Manage Raw water receipt, preparation and usage/Cooling towers/DM Plant
   12. Manage Power Generation
   13. Monitor and Manage Steam Generation Management of Utilities and other allied
       areas
   14. Monitoring and Management of Process Plants
   15. Manage Process by Advanced Process Control
   16. Prepare Energy Conservation Reports
   17. Manage Design and Engineering Planning
   18. Manage Equipment Inspection
   19. Management of Engineering Documents/Books/Periodicals/ procurement & storage
   20. Monitoring and control of pollution
   21. Monitoring Environment and Safety
   22. Management of Hazardous wastes Prepare Various Environment and Safety reports
   23. Manage Fire and Safety
   24. Manage permit systems

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2.3.6 Operations
   1. Manage Production of products
   2. Prepare Operations Budgeting
   3. Receive and store Raw material
   4. Manage Work in Progress
   5. Manage Finished products - I
   6. Finished products Management - II
   7. Manage ETP operations
   8.   Manage Process Modifications/ Inspections
   9. Prepare Inventory Planning
   10. Manage Effluent Treatment Operations


2.3.7 Production Planning
   1. Prepare Annual Production Plan
   2. Prepare Monthly Production Plan
   3. Prepare Daily Production Plan
   4. Prepare Daily Operation Plan
   5. Prepare Production Plan for Exports


2.3.8 Quality
   1. Manage Quality
   2. Manage Certification (Internal, External )
   3. Manage Inspection of incoming materials
   4. Manage Customer Complaints
   5. Manage Laboratory
   6. Manage Specifications


2.3.9 Human Resource and Administration
   1. Manpower Planning
   2. Recruitment
   3. Handle Joining
   4. Handling Compensation and Benefits - Wage and Salary Administration
   5. Payroll Processing
   6. Handle Performance Appraisal
   7. Manage Training and Development

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    8. Handle Industrial Relations
    9. Manage Transfers
    10. Handle Separation
    11. Discipline Management
    12. Manage Promotions
    13. Manage Increments
    14. Manage Probation
    15. Manage Township Administration
    16. General Administration
    17. Manage Attendance and Leave
    18. Handle Encashment of Leave
    19. Contract Labor Management
    20. Loans and Advances
    21. Corporate Communication
    22. Official Language
    23. Manage Community Development and Corporate Social Responsibility
    24. Manage Canteen and Pantry
    25. Handle Security Administration
    26. Handle LTC
    27. Handle Medical Reimbursement
    28. Liveries
    29. Suggestion Scheme
    30. Travel Desk/ Management


2.3.10 Trading
2.3.11 Corporate Quality Assurance
2.3.12 Corporate Audit Service
2.3.13 Vigilance Department


HLL Application Portfolio- for guidance


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


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

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Wherever possible, data should be available for entry from a drop-down list. There should be
field level validation of the data being entered. In case of an error in data type, the error
message should be customized to HLL specification. It should be possible for the system
administrator to restrict certain values for entry to specific users (e.g. account codes). It
should also be possible for the users to retrieve data entered incorrectly and change the same
subject to defined security procedure.


2.4.2 Single Point Data Entry
The system should be capable of reusing the data once captured in the computer, so as to
ensure integrity of data. The system should be able to automatically capture data from other
retained legacy /process control systems through integration .There should be a single set of
data which once created should be available for use by all users, thereby eliminating the need
for multiple data entry and ensuring data consistency across the system. This applies not only
to the transaction level data but also to all master data, which may be shared across functions.
The system should support capture and storage of statutory documents like invoices, BL,
LR/RR, etc. as part of transaction for avoiding duplicate copies of such documents and access
by all concerned from a single source.


2.4.3 Centralized / Common Master Data
The solution envisaged by HLL assumes a centralized master data repository to be shared by
all the units based on their requirements. These master data would include but not be limited
to the following:
       Chart of Account values
       Item / Service Master
       Vendor Master
       Customer Master
       Transport Master
       Equipment Master
       Fixed Assets Category Master
       Employee Master
       Leave Master
       Earning /Deduction master
       Grades Master
       Pay Scale Master
       Designations Master
       Departments Master

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Centralized/Common master data repository means that there would be only one set of master
data across the organization capable of maintenance from any or all units with centralized
approval system. The master will have data common to all units as well as data specific to a
unit. While managing data, the system must provide adequate control and security for
addition, modification, deletion and validity, etc. The values will be assigned to individual
units based on their requirements. For instance, there will be one item master across HLL. If a
new item has to be defined for a unit, it will first be defined in the HLL item master and then
assigned for use to the specific unit only. If another unit also needs to use the same item, then
it should be possible to assign the item already defined in the HLL item master to the other
unit. There would be some values related to the item, which would be specific to each unit,
for example, bank master, the unit of measurement or the account code masters. The
centralized item master should be capable of providing for such unit specific requirements as
well. Access to the centralized item master should be possible across all units subject to
necessary security. In other words, it should be possible to have a distributed team responsible
for maintaining the item master. Similarly, the chart of accounts values should be centrally
defined and assigned to specific units based on their requirements. It should also be possible
to end-date a specific value such that the same cannot be used beyond a given date.


2.4.4 Accounting Architecture
There should be only one instance of the financial module of the ERP and all units should
work on the same. System should be capable of generating consolidated as well as unit wise
cost/financial accounts/reports with sub-ledger option. This should not, in anyway,
compromise the operational flexibility, security and data access that each unit currently
enjoys. Since HLL expects that all units will work on the same instance of the ERP,
consolidation of accounts should be a system driven process with minimal human
intervention. It should be possible to maintain multiple instances of accounts for supporting
its subsidiary units, employee provident fund, cooperative societies, etc. from the same and
single instance of the application. The system should give flexibility for maintaining the
dictionary of old chart of accounts and map it with the new scheme supporting merger and/or
splitting of old accounts.


2.4.5 Enabling Centralized Procurement
HLL expects the ERP to facilitate system driven consolidation of purchase requisitions raised
across units into centralized purchase orders. In other words, different units could raise
purchase requisition for the same item or on the same vendor which should get consolidated
into a single Purchase Order. The ERP should also enable recording of rate contracts with

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specific vendors for specific items such that as and when purchase orders are raised on those
vendors for those items, the rate will default automatically. E-Procurement (comprising of e-
Tendering and e-auction) application is also expected to be an integral part of the procurement
solution.


2.4.6 Data Access and Security
HLL believes that ensuring security of data in an ERP environment is critical. This assumes
greater significance in an organization like HLL where the number of users will be very high
and access will be across a wide area network. HLL expects that there will be around 200
named users including development users, 1000 self service users, 2000 payroll users, 50
portal users and 50 business intelligence users as described in Annexure # 4


The system must have proper security and maintenance facility which limit access to the
system and its various functions to the users delegated with appropriate authority. It should
provide log in, both by user and by terminal. Access to the data should be on role based
principles. The System should record user identity, date and time stamp of all transaction with
details of creation, read, update, delete or print. Access should be restricted at different levels
of data file, program, module, screen, record, field database table, row or column. Suitable
firewall against unauthorized use, interceptions shall be provided. IT Security Policy shall be
given by the supplier to safeguard information against unauthorized use, disclosure or
modification, damage or loss.


2.4.7 Data Archival
In order to meet statutory requirements, archiving and easy retrieval of data is important for
HLL. The successful bidder must ensure that the proposed ERP Solution provides a user
driven data archiving capability, with support for flexible archiving periods and select tables.
The system should also be able to restore archived data for on-line inquiry and reporting as
and when required. The successful bidder will also provide a data archiving procedure based
on best practices.


2.4.8 Audit Trail
The Successful bidder must ensure that the ERP Solution proposed by them has extensive
facility with respect to maintaining audit trail. The system should be able to define audit trails,
audit logs and transaction log-in requirements. It should enable audit trails on-line, tailor audit
requirements by modules, call audit records to an archive based data or other recorded audit
details. Any addition, deletion or modification to an existing record, whether master or

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transaction, must bear the date and time stamp, the name of the log-in user who made the
change and the terminal from which the change was made. It should also be possible to
maintain details of the original record and subsequent changes to the same. Standard audit
related reports should also be available.


2.4.9 On Line Help Facility
The system should also provide context based online help capability for every form /process
in the proposed Solution. This on-line help text / facility should be customizable to make it
HLL processes specific. The successful bidder must indicate how it proposes to make the
online help tailored to HLL requirement.


2.4.10 Availability of Interface Points
The ERP Solution should have well defined standard interface points to facilitate integration
with legacy applications that might have to be retained.


2.4.11 Workflow Based Applications
HLL expects the proposed ERP Solution to provide workflow-based functional capabilities.
ERP Solution should be capable of replacing the current physical flow of documents across
business team with the flow of electronic data. For instance, if purchase requisitions require
approval based on the item or service being procured, then the workflow in the ERP Solution
should forward the link of a purchase requisition electronically to a user/approver based on
the criteria defined by HLL.


2.4.12 Business Intelligence
HLL expects the ERP Solution being proposed by the successful bidder to provide on-line
information to facilitate tactical and operation decision making. It expects the successful
bidder to configure as a part of the implementation, a Business Intelligence Dashboard
visually representing the key organizational performance data in a real time, user friendly
manner that can be understood easily. Data collection rules for Executive Information System
should be dynamic and flexible. It should be capable of being refreshed on demand or on
periodic basis.


2.4.13 Modularity
HLL expects the proposed ERP Solution to be modular in nature. The system will initially be
required to cover a range of business processes across various functional areas / modules as
mentioned above, but it should also allow addition of more functional modules as and when

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required, which should seamlessly integrate into the core system without encountering any
technical issues. Integration between such new modules and the modules already
implemented should be seamless and should not require any development effort.


2.4.14 Scalability
The ERP Solution being proposed by the successful bidder must be scalable both in terms of
the business rules, volume of transaction and master data but also in terms of defining new
entities and organization structure. Solution scalability is particularly important given the
expansion projects underway which would increase production capacity of HLL. The system
should be scalable to handle up to four times the number of users and volume of data load
without compromising response time or efficiency of operations.


2.4.15 Localization
Given that the taxes and other statutory requirements change from year to year, HLL expects
the ERP Product vendor to provide updates / patches to cater to these changed “India
specific” statutory requirements within statutory time-frame. The system should have
adequate localization to handle specific requirements of Regulatory Indian Laws (Central and
State), tax and duty legislation and other regulations.


2.4.16 Enhancements, Upgrades and Bug Fixes
HLL expects the successful bidder to arrange for providing support for all future
enhancements, upgrades and bug fixes. All Bidders are expected to provide description of the
mechanism proposed for provision of the same. If these require additional costs, then this
must be clearly indicated in the price schedule, along with the Time and Material rates.


2.4.17 24 X 7 Operations
The successful bidder must ensure that the ERP Solution implemented supports 24 X 7
operations. This is necessary as the plants work on all three shifts and shipments from the
depot and the plant may happen at any time of day.


2.4.18 Reports
It is expected that custom reports need to be developed if the standard reports available in the
ERP Product do not meet HLL‟s specific requirements. These reports would include those,
which would extract and present information already in the database in a specified format or
could require some intelligence/ calculations built into it. Some reports would be required to
facilitate execution of transactions. Given the above, the successful bidder may be required to

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customize critical and complex reports across all components of the ERP Solution. The
specific distribution of reports to be customized amongst various modules will be finalized
during the implementation stage.


Development of custom reports must follow well-defined methodology. A brief description of
the methodology employed when developing custom applications/ reports should be included
in the response to the Tender Document. At minimum, every request for development of
custom report must be documented in a pre-defined format and supported by a business case
prepared by the process owner while requesting for development. Every custom report
development must be documented in terms of the person developing the report, the reference
request in response to which the report is being developed, the report script and other
technical specifications. Basic guidelines with respect to all custom report formats, naming
convention etc. must be agreed with HLL well in advance of commencing any customization
effort.


In addition, the successful bidder is required to train HLL Core/ Technical Team members on
the methodology of building custom reports, so that HLL can take up the additional
development as and when required.


2.4.19 Data Cleansing, Conversion, Mapping, Migration and Validation
The successful bidder is expected to prepare and submit a detailed Data Conversion Strategy
Document during the initial study stage of the project describing the broad data elements to be
converted, source of the same, the target ERP module and the detailed form in which the same
will be converted (i.e., whether at transaction level or at balance level and the coverage
period). A tentative time-frame for developing the necessary scripts, testing the same and
eventual execution on the Production environment should also be indicated. HLL with
support of successful bidder will extract and provide the data (presently existing in digitized
and non-digitized format) to be converted in the format prescribed by the bidder.


HLL expects implementation partner to commence activity on the data conversion from the
early stage of the project to prevent any kind of delay in implementation of overall project.
HLL will extract and provide data required from identified existing applications at HLL .HLL
acknowledges that the responsibility of efficient data conversion lies with both, the successful
bidder and HLL. In this regard, successful bidder shall:
         Identify data elements- Masters and Transactional to be converted and migrated
         Extract existing data from the identified legacy systems with HLL assistance

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       Ensure collection of all required data ( presently in digitized and non-digitized
        format) from other identified sources with HLL assistance
       Support HLL in providing assistance in cleansing, enriching and formatting of data
        extracted from the legacy systems
       Format data collected from all other sources
       Prepare and validate data mapping structure
       Prepare data migration scripts
       Run successful trial data migration
       Upload data to the new test and production system
       Reconcile and Validate migrated data and status of transactional data
       Create new/additional data mandatory in the new system
       Set up of support system- post go live




   Legacy
   systems        Data        Data                                                                ERP
                  Extracted   Cleansed /       Data     Data         Data           Data          Production
   and other                  Formatted        Added    Signed off   Conversion     Conversion    Environment
                                                                     tested         executed
   data sources


                                                                     ERP test
                                                                     environment




2.4.20 Training Scope
HLL believes that the key to successful ERP implementation will be the successful bidder‟s
ability to train HLL‟s staff in operating the proposed business solutions. In this context, the
successful bidder is expected to:


       Provide a description of the approach and tentative plan for training HLL‟s core team
        members and end users along with the tentative time frame;
       Provide a description of the training hand-outs / operating manuals to be provided to
        the core team members and the end users;
       Provide a description of the assistance in setting up a Help Desk post go-live.


The successful bidder will be expected to provide training for about 50% more than the
number of users mentioned in this document as per the User Training Plan to be agreed with

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HLL. Training programs will have to be organized for separate categories of users based on
functions, roles, responsibilities and geographic locations. The successful bidder will be
responsible for the preparation of the training material and end user manuals. End user
manuals should cover “how to use” concepts for all ERP modules to be implemented.


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


Core Team Members
HLL Core Team will comprise of representatives from different functions at HLL, which are
within the scope of ERP implementation. These representatives will bring with them
knowledge of existing processes, critical requirements, existing constraints, relevant
management policies, information requirements etc. These core team members, inter alia, will
assist/participate in:
        Conceptualizing, designing, developing and testing the solution
        Identifying the data to be converted
        Support in developing test scripts
        Conducting interface testing
        Go-Live preparedness


To be able to assist in these activities, it is necessary that HLL Core Team is to be trained by
the successful bidder on the
        Standard product functionalities available in the chosen ERP by the ERP Product
         Vendor
        Integrated Business Process in standard ERP product by the Product Vendor
        Remaining training needs to be met by the Implementation Partner as required for the
         ERP Implementation. This would include the process related functionalities as well as
         configuration steps and the impact each step has on the solution.


Technical Core Team Members
HLL Technical Core team will comprise of team having expertise in performing following
roles for the existing Application portfolio of HLL, Database Administrator, System
Administrator, Report Writers, Interface Developer, Data Conversion Script Writers, any
Customization development, Security management etc. These representatives will bring with
them knowledge of existing applications, interfaces, constraints, information requirements
etc. The ERP training needs of Technical Core team members will be in areas such as

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application   configuration,   database   administration,   report   customization,   hardware
administration, network administration, operating system, security management etc.


End Users
HLL End Users will be the users from different functions, which are covered by ERP
implementation or are likely to be impacted by the ERP implementation. These users will
need to be trained before going live on ERP. Comprehensive guidelines on how to accomplish
tasks in HLL specific ERP solution must be provided to these users. Sign-off by the end users
about their comfort level will be a key parameter to be considered by the Management in
giving the go-ahead for cut-over.


The successful bidder should document changes to the solution, if any, suggested by the end-
users during the training sessions. Thereafter, the reason for incorporating the change or
otherwise must be documented and formally discussed with the HLL Project Management
Team. The final decision in this regard will be taken by the HLL Project Management Team
which will give due considerations to inputs from the successful bidder.


2.4.21 Change Management Workshops
In addition to the above, the successful bidder will suggest to the HLL Project Management
Team issues anticipated in the change management process and proposed solution to
overcome the same. The successful bidder is expected to conduct the change management
programs on one-on-one individual basis or in groups and at different locations.


The goal of change management in the context of HLL would be:
    o   Collaborative working - shared sense of purpose and ownership
    o   Technology adoption as a means of service delivery
    o   Routine operations of submissions and approvals in workflow environment
    o   Adoption of Business Intelligence tools for analysis supporting decision making
    o   To create a knowledge sharing culture in the organization.
    o   Self initiated view of learning and readiness to learn from each other
    o   Overall climate of trust and involvement
    o   Partnering mindsets and capabilities


2.4.22 Project Management Scope
In addition to the regular day-to-day project management services, HLL expects the following

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




2.4.23 Project Initiation & Delivery
The successful bidder shall develop a Project Management Plan indicating detailed
implementation approach. The Project Management Plan will have components such as:


    1. Detailed Project Plan breakup into logical phases/sub-phases, activities making up the
        phases/sub-phases, key milestones and deliverables along with their dates including
        those related to Computer Center completion, installation of hardware and software,
        acceptance testing, start date and end date for each activity, the dependencies among
        activities, resources/ consultants to be assigned to each activity and resources
        expected from HLL for each activity (i.e. involvement of process owners).
    2. Hardware and Network hardware requirement list must be submitted along with the
        project plan so as to make it available at location in the first phase itself in the
        indicated time duration.
    3. The Interface Strategy describing high level interface points between the ERP System
        and the legacy / new applications.
    4. Report Development Strategy and Methodology
    5. Data Conversion Strategy describing the data elements which would need to be
        converted and the process to be followed for the same.
    6. Solution Design Strategy including the number of iterations of CRP (Conference
        Room Pilot), SIT (System Integration Test) and UAT (User Acceptance Test)
        expected.
    7. Risk Management Strategy identifying, analyzing and evaluating the project risks and
        the process to be followed in mitigating those risks.
    8. Training Strategy describing the proposed approach in providing training to the
        various categories of users including change management processes
    9. Deployment of online help documentation


The successful bidder will also be responsible to manage the delivery of every single
deliverable and the activities that go in making the deliverables. On an aggregate basis, he
will be responsible for successful completion of the ERP Project.




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2.5 Geographical Scope
The geographical scope of the proposed ERP implementation includes


       Corporate Head Office , Thiruvananthapuram (CHO)
       Peroorkada Factory Thiruvananthapuram (PFT)
       Akkulam Factory Thiruvananthapuram (AFT)
       Kanagala Factory Belgaum (KFB)
       Kakkanad Factory Cochin (KFC)
       Manesar Factory Gurgaon, Haryana (MFG)
       Central Marketing Office, Chennai (CMO)
       Procurement and Consultancy Division, Noida (PCD)
       Infrastructure Development Division, Thiruvananthapuram & Noida (IDD)
       Government Business Development Division, Noida,( GBDD)
       Regional Sales and Administrative Offices – Mumbai, Bangalore, Kolkatha, Noida,
        Hyderabad, Lucknow
       Hindlabs (including MRI centers) RK Puram in Delhi, and Alappuzha, Kottayam,
        Thrissur in Kerala
       C&F Agents and Depot across the country


Further any other offices, marketing offices, units may be established based on the
requirement and expansion of the plant activities during the execution of project.


The Project Team for proposed ERP implementation will be based at the Corporate Head
Office in Thiruvananthapuram. Visits to other locations will have to be carried out by the
implementation partner in coordination with HLL project team as and when required at their
cost.


2.6 Deliverables

The delivery schedule for each of these below listed deliverables that shall be prepared by the
successful bidder, and submitted for approval of the HLL Project Team, shall comply with the
overall project schedule of Go-live within 14 months from award of contract and a post go-
live support of 6 months thereafter, as specified in the tender document.




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Sl    Activity                                              Deliverable              Deliverable
no.                                                                                  Schedule
I     Implementation Services
      Project Initiation
1     The successful bidder will study the Project Initiation
      scope of work with respect to Report                                       &
      existing        processes,            requirements, Presentation
      legacy applications, data availability,
      integration, customization etc. The
      bidder will present the conclusions in
      the      form     of        a   Report     and    a
      presentation           to       the        Project
      Management Team
2     Once the above has been discussed Project                                      Bidder     to   suggest
      and changes, if any, incorporated, the Management                              suitable    time
      successful bidder will prepare the Plan containing                             line based on
      Project Management Plan. This plan the                      implementation the proposed
      will :                                                road map in detail       ERP Solution,
         i)     Contain a project plan in                                            Project    Plan
                Project form                                                         and   their
         ii) Indicate                 the       proposed                             Methodology
                approach towards key phases /
                activities of the project such as
                process study, legacy
                applications integration, data
                conversion,                       change
                management, training etc. The
                objective of this will be to
                provide a bird‟s eye view of
                the proposed approach of the
                bidder towards execution of
                the project.
                The Project Plan and the high-
                level        approach          will    be
                discussed with/presented to
                the     Project             Management
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           Team, which may suggest
           changes if necessary.
3    The successful bidder will carry out a Hardware                and
     detailed study to fine tune the Network
     specific requirements with respect to Requirement
     the hardware and network. This will Report
     be spelt out in the Hardware and
     Network Requirement Report


4    The successful bidder will ensure the As-Is Business
     completeness      of    As-Is    Business Process        and
     Process & Maps document and Information
     conduct an Information Requirement Requirement report
     study. The missing in the AS-IS
     business process document will be
     prepare by the successful bidder. The
     successful bidder will, subject to
     necessary confidentiality agreement,
     be   provided      with        access     to
     documents of As-Is study conducted
     by HLL.      Document during pre-
     implementation         study    for     their
     reference only.
II   Solution Design
1    Once the As-Is Business Process and To-be process with Bidder                  to    suggest
     Information Requirement study is gap                &    resolution suitable    time
     complete, the successful bidder will document                        line based on
     prepare a To-Be Business Process                                     the proposed
     Analysis document. This document                                     ERP Solution,
     will describe how existing processes                                 Project   Plan
     will be executed post going live with                                and   their
     the ERP. The changes in the To-Be                                    Methodology
     processes from the As-Is process will
     be highlighted. Where an existing
     process cannot be mapped directly to
     any ERP functionality (i.e. there is a
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    gap), the successful bidder must
    propose solutions, in terms of process
    changes,         workarounds,        custom
    development, interface with legacy
    systems, etc.


    This document must be prepared in a
    format which allows easy reference
    to the As-Is Process Document.


    The To-Be Processes along with the
    Gap Analysis and resolution must be
    vetted      by     the     HLL        Project
    Management Team.
2   Once the To-Be Process and the Gap Customization
    Analysis & Resolution Document is strategy report
    finalized        and       the       custom
    developments/               enhancements
    identified the successful bidder will
    prepare a Customization             Strategy
    Report for approval of HLL Project
    Management Team
3   The interfaces to be developed Interface document
    between the ERP System and the
    retained legacy applications based on
    the To-Be Process document must be
    documented by the successful bidder
    and signed off by the HLL Project
    Team.
4   Based on the revised information Custom report details
    requirements in the context of TO-
    BE       business        processes       and
    development        of    standard     reports
    available in the ERP System, the
    specific    information      /      reporting
    requirements (including the form,
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      parameters, access and content) will
      be documented by the successful
      bidder and signed off by the HLL
      Project Team.
III   Solution Development
1     Based      on   the   agreed   To-Be Prototype           with Bidder        to   suggest
      Processes, the successful bidder necessary                       suitable    time
      will prepare a prototype of the documentation(Business line based on
      solution         (including        all Blueprint Maps)           the proposed
      customization, interfaces etc).                                  ERP Solution,
2     The solution prototype should be Solution            prototype Project       Plan
      made available for validation by the validation / CRP scripts and      their
      HLL nominated users and the HLL and validation by HLL Methodology
      Project Team.                          nominated users / CRP
                                             sessions
      HLL expects that the prototype
      validation will go through multiple
      iterations (often referred to as
      Conference Room Pilot sessions).
      The prototype validation must be
      conducted in a formal set up with
      proper test scripts prepared by the
      successful bidder and approved by
      the HLL Project Team.


3     The feedback provided to the Solution Prototype
      successful bidder after each round validation       /    CRP
      of validation / CRP must be feedback documentation
      documented and signed off by the
      HLL nominated users.
4     Changes to the solution must be Subsequent rounds of
      presented to the users in next round solution        prototype
      of solution validation or CRP. This validation / CRP. Sign-
      will be an iterative process till the off of the same
      solution prototype is signed off as
      acceptable by the HLL Project
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     Team.                                                      validation


5    Process and methodology adopted QA process document
     for Quality Assurance must be
     documented and periodic reports
     submitted to the HLL Project
     Team.
IV   Solution Validation
1    Once the solution prototype is UAT & SIT program                    Bidder     to   suggest
     signed off, the successful bidder                                   suitable    time
     will plan for the User Acceptance                                   line based on
     Tests (UAT), System Integration                                     the proposed
     Tests (SIT) and any other tests as                                  ERP Solution,
     may be necessary.                                                   Project    Plan
2    The UAT, SIT and other test scripts Scripts for UAT, SIT and              their
     will be prepared by the successful and other tests if any           Methodology
     bidder and validated by the HLL
     project team
3    Once      finalized,   the   successful UAT, SIT and other
     bidder will assist HLL nominated tests       conducted       and
     process owners to conduct the feedbacks documented.
     UAT, SIT and such other tests.
     User feedback from these tests will
     be documented and attended to by
     the successful bidder.
4    The data conversion test will also Data conversion test
     be conducted and got signed off by feedback
     the users with assistance of the
     successful bidder in terms of
     format,        completeness       and
     correctness
5    Feedback of the UAT, SIT, data UAT,               SIT,      data
     conversion and other tests will be conversion and            the
     presented to the HLL Project Team proposed         other    tests
     in form of a report along with a report & presentation
     detailed presentation to enable HLL
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     decide on the readiness of the going
     live with solution.


6    Submit the Access Control Matrix Matrix Template and
     Template        to    HLL.   After    the the         Configured
     template is filled up, configure the Application Print of the
     Access Control Matrix in the user access
     Application.
7    Based on the report and the Additional                      tests
     feedback received from the users, conducted in areas and
     HLL        Project       Team        may test results documented
     recommend additional tests to be
     conducted        in    specific   areas.
     Conduct of such additional tests
     and the result must be documented
     by the successful bidder.
8    The    successful       bidder    should Performance test results
     deploy performance testing tools at
     this stage to proactively establish
     adherence to agreed performance
     levels and offer the same for audit /
     verification.
V    Data Conversion
1    The successful bidder will provide Template for data to Bidder                 to   suggest
     the template in which each data converted                           suitable    time
     element provided by HLL to be                                       line based on
     converted                                                           the proposed
                                                                         ERP Solution,
                                                                         Project    Plan
                                                                         and   their
                                                                         Methodology
2    The successful bidder must validate Validate                 data
     the data provided in terms of format.       provided in terms of
                                                 format.
VI   Assist in Change Management
1    The successful bidder will give a           Change Management       Bidder     to   suggest
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      report /presentation to the     Project Approach Report /         suitable    time
      Management Team on anticipated Presentation                       line based on
      change management related issues                                  the proposed
      and proposed solution to overcome                                 ERP Solution,
      them                                                              Project     Plan
                                                                        and   their
                                                                        Methodology
2     The successful bidder will provide ERP Helpdesk
      guidelines in setting up an ERP
      Helpdesk including development of
      Guidelines
      Service Level Agreements (SLA).
3     The    successful bidder will
      conduct       Change      Management
      programs on one-on-one individual
      schedule basis or in groups and at
      different locations.
VII     Training
1       Identify training requirements for       Training Requirement Successful bidder
        HLL Core /Technical team                 Report                 To suggest suitable
        members and end-users.                                          time line based on
2       Prepare a detailed Training Plan         Training Plan for      the proposed ERP
        giving details of content, duration      HLL users              Solution,
        and training material to be provided                            Project Plan and
        to different categories of                                                  their
        participants as identified by the                               Methodology
        HLL Project Management Team
3       Conduct specific training to HLL         Training plan for
        core team by the Product Vendor          prototype validation
        followed by the Implementation
        Solution Partner and successful
        bidders Project Management Team
        to prepare them for testing and
        accepting fully configured solution
        prototype
4       Hands-on training to HLL core            ERP Training for
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       team member on ERP                     HLL Core Team
       configurations, the processes and      Members
       other applications
5      Hands-on training to HLL technical     ERP Training for
       team members on ERP and other                HLL System
       applications, including training to    Team Members
       HLL database administrators,
       system administrators including
       backup & restoration, system
       executives for development
       including reports and maintenance
       of package.
6      Training to IT team on                 Hardware training to
       administration of servers, storage,    HLL IT Team
       SAN and backup systems                 Members


7      A fully configured solution            Solution Prototype
       prototype for training to HLL end-     for
       users.                                 Training
8      Hands-on training to HLL end-          ERP       Training
       users on ERP and other applications for HLL end-users
9      Preparation of HLL ERP Solution        HLL ERP solution
       Training Manual and end user           Training and end
       manuals keeping in mind the                          user
       specific requirements of processes     manuals along with
       and users at HLL                       online documentation


10     Preparation of HLL ERP Systems         HLL ERP Systems
       Management Manual keeping in           Management Manual
       mind the specific configuration of
       solution implemented at HLL
VIII   Custom Development
       The successful bidder must deliver     Custom development     Successful bidder
       all custom development as has been     report                 To suggest suitable
       described in the tender                                       time line based on
       specifications, the Bid / Proposal.                           the proposed ERP
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                                                                     Solution,
     The successful bidder must provide        Relevant              Project Plan and
     relevant documentation about the          documentation                     their
     business case for the custom                                    Methodology
     development, description of the
     code etc


IX   Integration
1    The successful bidder must                Integration           Successful bidder
     integrate the ERP system with             Document between      To suggest suitable
     certain retained legacy applications      ERP Systems and       time line based on the
     or new bolt-on applications. The          other      systems    proposed ERP
     detailed list in this tender document                           Solution, Project
     is only an indicative list and the                              Plan and their
     complete list will depend on the                                Methodology
     final solution proposed by the
     successful bidder and accepted by
     HLL


X    Executing Cut-Over from Legacy Applications to ERP Solution
1    The successful bidder will                                      Successful bidder
     configure Production instance of          Fully configured      To suggest suitable
     the ERP Solution with assistance          Production Instance   time line based on the
     from the HLL core team.                                         proposed ERP
2    The successful bidder will present a      Cut-over strategy     Solution, Project
     cut-over strategy to the Project          report and            Plan and their
     Management Team for their                 presentation          Methodology
     validation and approval
3    Executing the cut-over from the           Executing cut- over
     legacy applications to the ERP
     Solution in accordance with the
     approved cut-over strategy
4    In case the cut over does not             Strategy for prior
     synchronize with the accounting           period data buildup
     period (such as beginning of the
     financial year etc), the successful
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      bidder will suggest and provide the
      required strategy for building data
      for the prior period
XI    Post Implementation Support
1     The successful bidder will provide        Post go-live support   On going live
      post implementation support for six       for six months
      months (including for six month-
      end closing and one quarter closing)
      after each go-live.


2     The successful bidder is expected to      Helpdesk guidelines    Atleast One Month
      transfer knowledge and provide                                   Prior To First Go-
      guidelines in setting up and                                     Live Date
      managing an ERP Helpdesk by
      HLL, including the processes to be
      followed in logging request for
      assistance, assigning requests to
      specific helpdesk individual,
      recording resolution and tracking
      the overall time frame from logging
      a call to its resolution. The
      knowledge and guidelines will
      encompass all aspects of the help
      desk such as configuration, report
      writing, database administration,
      system administration etc.
XII   Assisting HLL in Installation & Commissioning of Hardware and Network
1     The successful bidder shall perform       Hardware and           Successful bidder
      Server and Hardware Network               Network                To suggest suitable
      Sizing i.e identification of all          requirements           time line based on
      hardware and network                                             the proposed ERP
      environments requirements for                                    Solution,
      Production, Quality Assurance and                                Project Plan and
      Testing                                                                      their
2     Once the conclusions from the             Plan for Procurement   Methodology
      above mentioned study are                 of hardware
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       discussed with HLL Team and              Infrastructure and
       changes, if any, incorporated, the       network
       successful bidder shall provide a        infrastructure
       plan for procurement and
       installation of the hardware
       infrastructure and network
       infrastructure & services


3      Services covering assistance to
       HLL in installation and
       commissioning, Performance
       Guarantee tests, training on systems
       administration and backup solution.
XIII   Supply of ERP Application, Database, Related Software & Tools, User Licenses
1      The successful bidder will supply        ERP Application,       Successful bidder
       the ERP Application, database,           database, other        To suggest suitable
       other related software and tools,        related software and   time line based on
       user licenses etc. that will be          tools, user licenses   the proposed ERP
       necessary. The number of expected        etc with relevant      Solution,
       ERP users and its distribution           documentation          Project Plan and
       among different tracks is given in                                          their
       Annexure # 4. Documentation                                     Methodology
       related to the above must be
       supplied in both hard and soft copy.
       The successful bidder will be
       responsible for ensuring that the
       ERP Application, database, related
       software and tools, user licenses
       etc. are delivered in time and as per
       agreed terms and conditions.


2      Documentation regarding                  Installation of the
       Installation of the ERP Application,     ERP Application,
       database, related software and tools,    database, related
       activation of user licenses etc which    software and tools,
       will be necessary for                    activation of user
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      implementation of the ERP Project        licenses etc.
      at HLL as per this Tender
      Document. Must be supplied in
      both hard and soft copy.
3     ERP license could be acquired in         Staggered Delivery
      stages with the progress of              of licenses
      configuring, testing and
      implementation. The successful
      bidder should provide staggered
      delivery options and related details.
XIV   Disaster Recovery And Back-Up Policy
1     The successful bidder will be            Back-up Policy        Atleast One Month
      responsible for providing detailed                             Prior To First Go-
      back-up policy for implementation                              Live Date
      at HLL.
2     The successful bidder will also          Disaster Recovery
      provide a Disaster                       Plan
      Recovery Plan including remote DR
      site for HLL keeping in mind the
      specific operational requirements.
XV    Upgrade & Patch Application Policy
1     The successful bidder will be            Application Upgrade   Atleast One Month
      responsible for providing a detailed     Policy                Prior To First Go-
      upgrade policy for the upgrade                                 Live Date
      (minor as well as major) of all
      applications being implemented as a
      part of this ERP implementation.
2     The successful bidder will also          Patch Application
      provide a patch guideline based on       guidance
      the best practices in this regard
XVI   Information Security Policy
1     The successful bidder will be            Policy documents      Atleast One Month
      responsible for Create Information                             Prior To First Go-
      Security Policy in-line with the                               Live Date
      requirements of ISO 27001:2005.


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          3

Bidding Procedure
       and
  Instructions to
     Bidders




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Introduction
This section aims to provide guidelines/Instructions for Bidders, to be used while submitting
the Proposals. These are generic in nature, but Bidder/Consortiums are required to abide by
them during the currency of the Project


Pre-Bid Conference (PBC)
    1. HLL shall hold a pre-bid conference (PBC) as per schedule on 5th October 2009 as
        mentioned in this RFP. In this PBC, HLL would address the clarifications sought by
        the bidders with regard to the RFP document and the project.


    2. HLL reserves the right not to respond to any/all queries raised or clarifications sought
        if, in their opinion and at their sole discretion, they consider that it would be
        inappropriate to do so or do not find any merit in it. The corrigendum or final
        decisions after PBC will be hosted on HLL website “www.lifecarehll.com”.


    3. Only those bidders      who have either purchased bid document or submitted Bid
        document cost in shape of DD before the Date and Time fixed for PBC only will be
        allowed to participate in PBC


3.1 Bidding Procedure

The Bidder shall bear all costs associated with understanding the scope of work, bid
preparation and bid submission. HLL will, in no case be responsible or liable for these costs,
regardless of the conduct or outcome of the bidding process.


3.1.1 Eligibility to bid
The bidding process will be open to any ERP Implementation Partner who will be able to
supply & install all of the following either on their own or by forming a Bidder/Consortium:


    1. ERP Product and related software licenses
    2. ERP implementation services, including related process improvements, data
        conversion, interfaces, customizations, setting up Computer Center etc
    3. Advising and assisting HLL in procurement and commissioning hardware comprising
        of servers, storage, backup applications etc.
    4. Advising and assisting HLL in procurement and commissioning networking

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        accessories, switches, firewalls including network services.


Detailed scope of work is given at Section 2.


The above listed entity / entities must also meet certain mandatory prequalification with
respect to the ERP Solution being proposed by it. These criteria and the format in which the
responses are to be provided are listed out in Annexure # 1.


Note:
    1. The Bidder will be required to return the original Tender Document duly signed by
        competent authority on each page as a part of the response to the Tender. It shall be
        expressly agreed therein by the Bidder that he has read and understood the complete
        Tender Document and shall comply with the same. However the signature on the
        PRICE SCHEDULE alone shall be deemed as acceptance of all the documents
        enclosed to the Tender.
    2. Deviation, if any, from the tender specifications and other parts of the Tender
        Document, shall be listed out separately and clearly by the Bidder as per the format in
        Form # 8.5. If deviations are not clearly listed as such, they will not be considered by
        HLL later.
    3. The ERP Implementation Partner can submit different bids with different ERP
        Products (as mentioned earlier) by forming Bidder/Consortium with ERP Product
        Vendor. However, the ERP implementation partner can not submit more than one bid
        for the same ERP product.




Illustrations of some possible combinations are given below as examples for clarification
sake:


                     Implementation Partner            Product Vendor
                             (say)                             (say)
                              IP-1                             PV-1
                              IP-2                             PV-2
                              IP-3                             PV-3




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Possible combinations are illustrated below:
IP-1 + PV-1
IP-1 + PV-2
IP-1 + PV-3
Another set of possible combinations could be
IP-2 + PV-1
IP-2 + PV-2
IP-2 + PV-3 and so on for IP-3, IP-4 etc.


3.1.2 Bids by Bidder/Consortium
The bidder can be a Single company or a Consortium of companies. If a single
company is the bidder, it must satisfy eligibility criteria of PA as well as IP. In the
event of a Consortium, it should consist of ERP Implementation Partner and ERP Product
Vendor. The ERP Implementation Partner should be leader of Bidder/Consortium and
responsible for providing the total ERP solution to HLL. While this is acceptable to HLL in
principle, it expects certain requirements to be fulfilled by each of the Bidder/Consortium
member.


These include the following:
    1. The response to the Tender has to be submitted by a Bidder or a Consortium of
        companies and the ERP Implementation Partner will be designated as a Bidder for the
        purpose of this Tender.
    2. The ERP implementation Partner should be the lead partner of such a
        Bidder/Consortium.
    3. The response to the Tender must contain a written declaration by the competent
        authority of all the Bidder/Consortium members that :
              a. They have collectively agreed to respond to the Tender.
              b. They have nominated the named entity (name of Implementation Partner) as
                 the leader of the Consortium and his nomination shall be evidenced by
                 submitting a letter of authorization signed by legally authorized signatories of
                 all the members of the Consortium.
              c. The Consortium leader is authorized to receive instruction / communications
                 from HLL, authorized to incur liabilities and shall deliver all the provisions
                 of the contract on behalf of Consortium members.
              d. All members of the Consortium shall be responsible and liable jointly and
                 severally for the execution of the Scope of Work under Contract in

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                 accordance with the terms and conditions of the Contract. However, the
                 Leader of the Consortium shall be solely responsible for the integration,
                 interface, coordination and completeness of the entire Scope of Work
                 including establishment of Performance Guarantees under the Contract.
    4. It will be Bidder/Consortium leader‟s responsibility to certify the work completed by
         the other Bidder/Consortium members.
    5. In case the bidder is successful, the contract will be signed between HLL and the
         Bidder/Consortium leader. The other Bidder/Consortium members will also sign the
         contract alongside the Bidder/Consortium leader.
    6. The invoices to be submitted for payment should be certified by the leader of the
         Bidder/Consortium and payments will be made to the respective Bidder/Consortium
         members on the written advice of the Bidder/Consortium leader.
    7. A company / entity cannot submit bid individually for part of the scope of the work.
    8. The bidder should provide a declaration from all the Bidder/Consortium members
         that they have full property right or requisite right to use all intellectual property / tool
         they propose to supply or use in course of this project.
    9. The bidder should submit the “integrity pact” as per the format provided at Form #
         8.8.
    10. The offer shall include all the information required for a Tender as described in
         Tender Document including the eligible criteria, for each Bidder/Consortium
         member.
    11. The offer shall be signed so as to legally bind all members.
    12. The offer submitted by one Bidder/Consortium shall not be permitted to transfer to
         another Bidder/Consortium.


3.1.3 Compliance to ethical standards
HLL attaches top most priority to adherence to the highest ethical standards in all its
transactions and expects the same from all entities it enters into any relationship with.
Accordingly, it expects every Bidder (includes all members of the Bidder/Consortium) to
observe the highest standard of ethics and integrity during the bidding process and if
successful, during all stages of the project. If a bidder is found to have indulged in any corrupt
or fraudulent practice or in any practice which is not in conformity with the highest ethical
standards, then the bid will stand rejected. In such a case, HLL may even go to the extent of
black-listing the bidder and barring it from responding to any future enquiries / tenders floated
by it.


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3.1.4 Clarification on Bidding Documents
The Bidder (Bidder/Consortium and its members) is required to carefully examine the bidding
documents, terms & conditions, form of agreements, and all other details relating to scope of
project given in the Bidding Documents and fully acquaint itself as to all conditions and
matters which may in any way affect the work or the cost thereof. Bidder is deemed to have
known the scope, nature and magnitude of the work and the requirements of all the necessary
resources including materials, labour etc


A prospective Bidder requiring any clarifications on the Bidding Documents shall consolidate

all such queries and notify HLL in writing or by telefax or e-mail at the mailing address latest

by two working days (not later than 1st October 2009 17.00 hrs) before the Pre-Bid

Conference (PBC) dated 5th October 2009 11.30 AM.. The response/clarification shall, to the

extent possible be made in writing. HLL shall not be responsible for any delay including but

not limited to any postal delays.


Bidders are requested to attend the Pre Bid Meeting to be convened on 5th October 2009 at
11:30 Hrs at Akshaya Hall, HLL Lifecare Limited, Corporate Head Office, Poojappura,
Thiruvananthapuram. Pre Bid minutes will be circulated to all participating bidders. Bidders
who have downloaded the tenders from HLL website are requested to inform HLL of their
interest in participation without fail.


The Bidder shall be deemed to have visited and examined the site where the facilities are to
be implemented and its surroundings and obtained for itself on its own responsibility all
information, the nature and details of existing infrastructure. The costs of visiting the site
shall be at the Bidder‟s own expense


The Bidder and any of its personnel or representative will be granted permission by HLL to
enter upon its premises and lands for the purpose of such inspection, but only upon the
express condition that the Bidder, its personnel and representative will release and indemnify
HLL and its representatives from and against all liability in respect thereof and will be
responsible for death or personal injury, loss of or damage to property and any other loss,
damage, costs and expenses incurred as a result of the inspection


The Bidder shall be deemed to have acquainted itself of Government taxes, duties, laws,
statute, regulations, levies and other charges relating to supplies to be made, services to be
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rendered and works to be done at site


Any neglect or omission or failure on the part of the Bidder in obtaining necessary and
reliable information as stated above or on any other matter affecting the Bidder, shall not
relieve the Bidder from any risk or liability or the entire responsibility for completion of the
work in accordance with the Bidding Documents.


3.1.5 Amendment of Bidding Documents
At any time prior to the deadline for submission of bids, HLL may, for any reason, whether at
its own initiative, or in response to a clarification requested by a prospective Bidder/Bidders,
amend the Bidding Documents.


The amendment will be notified in our website: www.lifecarehll.com, all prospective Bidders
that have received the Bidding Documents, such amendments shall be binding on them. In
order to afford prospective Bidders reasonable time to take the amendment into account in
preparing their bid, HLL may, at its discretion, extend the deadline for the submission of bids
in which case HLL will notify the amendment of the extended deadline in our website
www.lifecarehll.com,


3.1.6 Language of Bid
The bid prepared by the Bidder and all correspondence and documents related to the bid
exchanged by the Bidder and HLL, shall be written in the English language. In case any
printed literature furnished by the Bidder is written in another language and accompanied by a
translation in the English language, for the purposes of interpretation of the bid, such
translation shall govern.


3.1.7 Bid Validity Period
All bids, not rejected for any other reason, will remain valid for a period of 12 months (365
days) from date for submission of Bids as prescribed in the Tender Document. In case of a
bidder revoking or withdrawing/canceling his Tender, varying any term in regard thereof
during the validity period of the Tender without the written consent of HLL, the Tender
submitted shall be liable for rejection and will entail forfeiture of the Earnest Money paid
along with the Tender




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3.1.8 Extension of Period of Bid Validity
In exceptional circumstances, HLL may request all the Bidders consent to an extension of the
period of validity of their respective bid. The request and the response thereto will be made in
writing. Extension of validity period by the Bidder must be unconditional. The Bidder will
not be permitted to modify his bid.


The Tender Specifications along with all technical details, data, etc., covering the Scope of
Work, is to be read in conjunction with the General Conditions of Contract, Special
Conditions of Contract, Price Schedule, etc. enclosed with the Tender document.


3.1.9      Amendments in RFP


At any time prior to deadline for submission of proposal, HLL may for any reason, modify
the RFP. The amendment will be notified in our website: www.lifecarehll.com, all
prospective Bidders that have received the Bidding Documents, such amendments shall be
binding on them.


3.1.10 Legal Capacity of Bidder/Consortium


3.1.10.1      The Bidder shall satisfy HLL that he is competent and authorized to submit
              tender and/or to enter into a legally binding Contract with HLL. To this effect,
              any individual signing the tender shall, before so signing, submit documentary
              evidence that his signature on the tender submitted by him, is legally binding
              upon himself, his firm or Company, the members of the Bidder/Consortium, as
              the case may be.
              A person signing the tender form or any document forming part of the contract on
              behalf of another shall be deemed to warrant that he has authority to bind such
              other and if it is discovered at any time that the person so signing had no
              authority to do so, HLL may, without prejudice to other legal remedies, terminate
              the contract and hold the Bidder/Consortium and/or the person signing liable for
              all costs and damages.




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3.2 Content of Bidding Documents
The project scope, bidding procedures, Contract terms and technical requirements are
prescribed in the Bidding Documents. The Bidder is expected to examine all instructions,
forms, terms, specifications and other information in the Bidding Documents. Failure to
furnish all information required by the Bidding Documents or submission of a bid not
substantially responsive to the Bidding Documents in every respect will be at the Bidder‟s
risk and may result in rejection of its bid.


3.2.1 Bid Security (EMD)
Every Bidder is required to furnish an EMD for an amount of Rs.15 lakhs (Rupees Fifteen
lakhs only) along with its bid. The Bidders are required to submit the EMD by way of
Demand Draft from any Indian Nationalized Bank or Scheduled Commercial Bank drawn in
favor of „HLL Lifecare Limited‟, payable at Thiruvananthapuram. Any bid not accompanied
with the prescribed EMD will be rejected outright.
    1. The EMD will be interest-free and will be refunded to unsuccessful bidders after the
        issue of the Letter of Acceptance to the successful bidder.
    2. The EMD submitted by the successful Bidder/Consortium shall be adjusted against
        the Performance Guarantee (up on request) and the Performance Guarantee shall be
        retained by HLL till the end of the Term as defined in the Contract.
    3. If the bidder furnishing a fresh Performance Guarantee, the EMD of the successful
        Bidder will be returned after signing the Contract/ Agreement.
    4. The EMD will be liable for forfeiture/encashment by HLL in the following event:
             a. in case of any Bidder: if he withdraws the bid during the bid validity period
             b. In case of the successful Bidder:
                i. if he fails to sign the agreement and/or commence the work within the date
                   to be agreed upon after issue of LOA as described in the Tender Document
                   as at Clause 4.7
               ii. if he fails to submit the performance guarantee within specified time frame
                   (clause 6.18)


3.2.2 Letter Indicating Intention to Bid
This will include the following and should be submitted along with EMD in the same
envelope:
    1. A Forwarding Letter indicating the submission of the Bid and the Forwarding Letter
        must be signed by all the Bidder/Consortium members (Refer Form # 8.9)

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      2. Since all pages of the Original Bids must be signed by the duly authorized person of
          Implementation Partner, this authorization must be supported by a stamped Power-of-
          Attorney (backed up by Board of Directors„ resolution) referring the agreement
          among the Bidder/Consortium‟s members and submit the same along with the bid.
      3. The contract (not necessarily with the financial implications) among the
          Bidder/Consortium      members       indicating    their   unequivocal   acceptance   of
          Implementation Partner as the Bidder/Consortium leader who is authorized to sign the
          contract, raise invoice, receive payments and instructions, and incur liabilities on
          behalf of the Bidder/Consortium – A notarized copy of the duly executed
          Bidder/Consortium Agreement to this effect must be enclosed.
      4. Authentication of Bid documents is detailed in clause 3.3.3


3.2.3 Confirmation on submission of documents & mandatory requirements
3.2.3.1 A summary sheet confirming whether the following requirements have been met
          along with page reference to where in the Bid have compliance to these requirements
          have been described / included should be furnished by the bidder :
Sl.
                                  Details                                    Page Number
No
         Deviation / Exclusion Statement if any describing
         specific areas where the bidder is unable to comply
         with the specific requirements listed out in the Tender
 1
         Document. (Refer Form # 8.5). If deviations are not
         clearly listed as such, they will not be considered by
         the HLL later.
         Provide information about bidder‟s profile and past
 2
         implementation details requested for in Form # 8.1
         Details of the key members of the implementation
         team (Refer Form # 8.3) – this would include not only
         the key members who will be responsible for
 3
         implementing the ERP but also those who will be
         responsible for setting up the requisite hardware,
         install software, test network etc.
         Detail curriculum vitae of the key personnel described
 4
         above (Refer Form # 8.2)
         Price bid (without filling the prices ie. Blank
 5
         document) – refer Form# 8.7
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3.2.3.2 Compliance with mandatory requirements listed in Annexure # 1 with respect to the
         offered solution being proposed along with supporting documents.


3.2.4 Technical and Commercial Bid (Technical Bid)


3.2.4.1 Technical Bid:


This part of the bid shall include the details of:
    a. List of deviations and exclusions as per Form # 8.5
    b. Profile of the Bidder/Consortium members (Form # 8.1) and relevant experience
    c. Proposed ERP product literature, modules offered and support methodology
    d. 3rd party software(s) proposed (if any), software company details, market position
         integration with ERP, proposed support offered
    e. Project organization including CV of the team members (Form# 8.2& Form # 8.3).
    f.   Methodology to be followed in execution of the project
    g. Project plan detailing phases and activities, dates and resource allocation
    h. Requisite hardware configuration including details of quantity and configuration of
         servers, back-up facility
    i.   Requisite network hardware and network services including details of quantity,
         configuration, bandwidth, presence of POP centers, NOC etc
    j.   Requisite Computer Center components and set up.
    k. Training program for core team, users and pre-qualification required if any including
         infrastructure required for conducting the training
    l.   Conference Room Pilots, System Integration Tests, User Acceptance Tests etc
         proposed
    m. Post go-live support methodology
    n. An overview of the functional solution and technical, security and network
         architecture
    o. Confirmation to FRS and TRS as at Annexure # 7 & Annexure # 8
    p. Organisational structure of the Bidder/Consortium & escalation mechanism for
         technical issues


3.2.4.2 Commercial Bid
This part of the bid shall contain the following:
    a. Signed copy of Tender Document (all pages including annexures, forms to be signed

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         & stamped)
    b. List of Deviations / exclusions (Form # 8.5).
    c. Signed copy of Price Schedule (Blank Price Bid with prices blanked as „XXXX‟)
         confirming that the bidder is submitting his price schedule in this format given at
         Form# 8.10
    d. Organizational structure of the Bidder/Consortium Members & escalation mechanism
         for commercial issues.
    e. Last 3 years (2006-07, 2007-08& 2008-09) Auditors report/charted accountant‟s
         report/ self attested Annual Reports/Balance sheet etc.
    f.   Self attested photostat copy Registration under Employees Provident Fund and
         Miscellaneous Provisions Act 1952.
    g. Self attested photostat copy of Registration certificate Kerala State VAT, Service Tax
         etc. as applicable.
    h. Self attested photostat copy of Employees State Insurance (ESI) registration
         indicating their code number. Incase, same is not available, the bidder shall submit a
         letter of undertaking stating that ESI registration certificate will be submitted by them
         before award of contract.
    i.   Self attested photostat copy of Permanent Account Number (PAN) issued by Income
         Tax authorities.
    j.   With respect to the Company which is a member of the Bidder/Consortium, a self
         attested photostat copy of “Certificate of Incorporation” issued under Companies Act,
         1956,
    k. With respect to a partnership firm which is a member of the Bidder/Consortium, a
         self attested photostat copy of “Certificate of Registration” as a firm, issued under
         Indian Partnership Act, 1932,


Note: Signing the tender document as per point “a” above confirms compliance of all the
commercial conditions by the bidder. Any qualification/comment on these conditions should
appear in the list of deviations/exclusions at Form # 8.5.


3.2.5 Price Bid
The Price Bid should be submitted as per (Form # 8.7). The Price Bid must be submitted only
in original. The bid shall contain no erasures or overwriting, except to correct errors made by
the Bidder, in which case the person or persons signing the bid shall initial such corrections.
Price should be quoted in figures & words, in case there is a mismatch between the two,
prices quoted in words shall be considered as final.

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3.2.5.1 Bid Prices
Bidders shall quote for the entire facilities on a “single responsibility” basis such that the total
bid price covers all the Bidder‟s obligations mentioned in or to be reasonably inferred from
the bidding documents in respect of            procurement, subcontracting (if any), delivery,
installation and completion of the facilities. This includes all requirements under the Bidder‟s
responsibilities for testing, pre-commissioning and commissioning of the facilities and, where
so required by the bidding documents, the acquisition of all permits, approvals and licenses,
etc.; the operation, maintenance and training services and such other items and services as
may be specified in the bidding documents, all in accordance with the requirements of the
Conditions of Contract. Items against which no price is entered by the Bidder will not be paid
for by HLL when executed and shall be deemed to be covered by the prices for other items.


Bidders are required to quote the price for the commercial and technical obligations outlined
in the bidding documents.


All prices quoted must remain firm except for statutory variations in taxes and duties till end
of contract period, which will be to HLL‟s account. Any increase in taxes and duties after
expiry of the contract period will be to Bidder‟s account.


Prices quoted by the Bidder shall be fixed during the Bidder‟s performance of the Contract
and not subject to variation on any account.


3.2.5.2 Bid Currencies
All price bids must be submitted in Indian Rupees only.


3.3 Format of the Bid

3.3.1 Bid Parts
Every Bidder is required to submit his bid in two parts – a techno-commercial unpriced bid
and a priced bid, in separately sealed envelopes super scribed as Techno-commercial unpriced
bid and Priced bid respectively:


Part 1 – Techno commercial unpriced bid
This part shall contain the following:
             a) Tender Cost, EMD and other information as per clause 3.2.1, 3.2.2, 3.3.3 and

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                Integrity Pact duly signed by all Bidder/Consortium members.
            b) Confirmation on submission of documents and mandatory requirements as
                per clause 3.2.3
            c) Technical and Commercial Bid as per clause 3.2.4 The Technical and
                Commercial Bids are to be submitted in two different envelopes and to be put
                in the sealed packet super scribed as “Techno-commercial unpriced bid” on
                the cover along with the items mentioned at (a) and (b) above.


Part 2 – Priced bid
 This part shall contain the Price bid as per clause 3.2.5.


3.3.2 Number of Bid Copies for unpriced bid
The Technical bid should be submitted in original plus two copies. The copies of the technical
bid should be made from the original bid after completing the original bid in all respects
including signatures. The copies must be marked as “Copy 1 of 2 of technical bid” and Copy
2 of 2 of technical bid”. The original should also be marked as “Original Technical bid”. The
three sets of Technical Bid marked appropriately should be put in an envelope super scribed
as “Technical Bid”.


Similarly, the Commercial bid should be submitted in original plus two copies. The copies of
the commercial bid should be made from the original bid after completing the original bid in
all respects including signatures. The copies must be marked as “Copy 1 of 2 of commercial
bid” and Copy 2 of 2 of commercial bid”. The original should also be marked as “Original
Commercial bid”. The three sets of Commercial Bid marked appropriately should be put in an
envelope super scribed as “Commercial Bid”.


Subsequent to the opening of Technical and Commercial Bids, to facilitate easier circulation
of the technical and commercial bids to different people for their evaluation, HLL may
request for soft copies of certain sections of the same. In the event of any discrepancy
between the original, copies and soft copy (MS Excel format) of the bid, the original Bid will
prevail.




3.3.3 Authorization required in respect of the person/persons and the Bidder/
Consortium leader for submission of the Bid


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All pages of the original Bids must be signed by the person or persons of the leader of the
Bidder/Consortium, duly authorized to sign such a Bid. This authorization in favor of
person/persons signing the bid must be duly supported by a stamped Power-of-Attorney from
the leader of the Bidder/Consortium (backed up by board of directors‟ resolution) which must
be submitted along with the Bid. In addition, the authorization letter of all the members of the
Bidder/Consortium indicating their mandate to the leader of the Bidder/Consortium for
submitting the tender must also be submitted along with the bid.


Any changes, erasing, alterations, additions or overwriting made in the Bid will be valid only
if the person or persons signing the bid have authenticated the same with their signature.


3.3.4 Addressing the Bid
The Bid packets must be addressed to HLL at the address given at 3.4.1. The outer envelope
must clearly indicate “HLL/IT/ERP-1/2009 dated 10th September 2009; Last date for bid
submission 20th October 2009; 15:00 Hrs.”


The envelopes must also indicate the name and address of the Bidder so that the bid can be
returned unopened in case it is declared “late.” If the outer envelope is not sealed or marked
as required, HLL will assume no responsibility for the bid‟s misplacement or premature
opening and consequent rejection.


The envelops shall bear the following identification: -


“Supply, Installation and Implementation of Enterprise Resource Planning (ERP)
based Business Solutions” Tender Reference: HLL/IT/ERP-1/2009 dated 10th September
2009 “Do not open before 20th October 2009.”


3.3.5 Sealing the Bid
All the envelopes containing the Bid documents must be put in a tamper proof packet and
sealed preferably with lacquer.


3.3.6 Rejection of Bid
The Bid Document must be submitted in the form of printed document. Bids submitted by fax
or email will not be treated as valid and rejected outright.


Once the deviations as submitted along with the original tender documents are sorted out at

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mutually agreed terms and conditions with all the participating Bidder/Consortiums, no
further deviations are acceptable and any bids submitted with any deviations shall be liable
for rejection. Bids not containing all the contents as per clause 3.3.1 will be rejected.


3.4 Submission of Bid

3.4.1 Time & Place for submission of Bid
Sealed Tenders marked "Original" and superscribed “Tender for Providing ERP Solution for
HLL, ERP Project should be sent to


          Deputy General Manager (IT) i/c,
          IT Department, Corporate Head Office
          HLL Lifecare Limited, HLL Bhavan,
          Poojappura P.O., Thiruvananthapuram – 695012, Kerala.


The Bid must be submitted as described in the previous pages up to 15.00 hrs IST on 20th
October 2009 Technical & Commercial un-priced Bids will be opened at 15.30 hrs in the
above said office, in the presence of the Bidder/ Consortium or their representatives should
they choose to be present.


Bids received after 15.00 hrs on the 20th October 2009 will not be accepted. However, in case
the Tender Opening Date (TOD) being declared as a public holiday for HLL, Bids will be
accepted till 15.00 hrs on the immediate next working day


3.4.2 Extension of Tender Opening Date
HLL may, at its sole discretion, decide to extend this Tender Opening Date for submission of
Bids. In such a case, all rights and obligations of HLL and that of Bidders previously subject
to the Tender Opening Date will thereafter be subject to the new Tender Opening Date.


3.4.3 Bids Received Late
Any bid received by HLL after the expiry of the specified Tender Opening Date for
submission of bids will be rejected outright and returned to the Bidder .The Bidders must take
all responsibility of submitting the Bids within the prescribed Tender Opening Date and time
at the address given above. HLL will not accept as valid reason or be responsible for any
postal delay or non-receipt / non-delivery of the Bids.


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3.5 Modification and Withdrawal of Bids

3.5.1 Modification Request by Bidder
The Bidder may be allowed to modify its Bid after its submission, provided that it makes a
written representation to HLL. It may be allowed to do so only if the request has been
received and the modifications can be effected prior to the expiration of Tender Opening Date
prescribed for submission of Bids.


The Bidder must submit his modifications in the same format as the original format in which
section to be modified was prepared, unless the modification is being made to ensure
compliance with the prescribed format. Any modification must be prepared, sealed, marked,
and dispatched in original and two copies. The envelopes containing the modification must
clearly indicate that these contain modifications to the bid originally submitted.


3.5.2 Withdrawal of Bid by Bidder
No bid shall be withdrawn during the period between the Tender Opening Date and the
expiration of the bid validity period as specified in Notice Inviting Tender. Withdrawal of a
bid during this interval period may result in the forfeiture of the Bidder‟s Bid Security
(EMD).


3.6 HLL‟s Right to Accept any Bid and to Reject any or all Bids

Notwithstanding anything stated in the Tender Document or in any related correspondence,
HLL reserves the right to accept or reject any Bid. It also reserves the right to cancel/annul the
bidding process and reject all Bids at any time before the award of the Contract, without
assigning any reason and thereby without incurring any liability to the affected Bidder or
Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for HLL‟s
action / decision for the same.


3.7 Clarification of Bids

HLL will examine the bids to determine whether they are complete, whether the documents
have been properly signed and whether the bids are generally in order. Any bids found to be
non-responsive for any reason or not meeting the requirements of EMD or the Mandatory
Qualifying Criteria or the minimum levels of the performance or other criteria specified in the

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Bidding Documents will be rejected by HLL and not included for further consideration


During bid evaluation, HLL may, at its discretion, ask the Bidder for a clarification of its bid.
The request for clarification and the response shall be in writing. While responding, no
change in the price or substance of the bid shall be sought, offered or permitted unless asked
by HLL after completion of evaluation of bids


HLL may conduct clarification meetings with each or any Bidder to clarify any aspect of its
bid that require explanation at this stage of the evaluation. During these meetings, HLL may
bring to the attention of the Bidder any matters, technical or otherwise, where for whatever
reason, it requires clarification / details about the bid, to be provided to the bid. All such
amendments or changes required by HLL will be listed in the Record Notes of discussions
documenting the clarification meeting entitled “Changes Required Pursuant to
Evaluation” and will be formally notified to the Bidder as part of the invitation to submit the
Updated Bid.




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          4

Evaluation of Bid




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4.1 Evaluation of Bid
All evaluation will be carried out by HLL as detailed below:


4.1.1 Evaluation Framework
The table below represents the evaluation criteria and their respective weightages.


          Sl no                   Overall criteria                  Weightage
             1       Technical- Commercial evaluation                  70%
             2       Price Bid evaluation                              30%


Opening of Bids
Bids received before the dead line of the submission of the bid will be opened on the date and
time of opening mentioned in the Bid Data Sheet (BDS). Bidders wishing to be present at the
time of such opening may send their duly authorized representative.


The bids shall be opened in the following sequence:


       Envelope I – Technical bid
            o     EMD & Integrity pact duly signed by Bidder/ Consortium members
            o     Mandatory Requirements (minimum eligibility criteria mentioned in
                  annexure#1)
            o     Technical Bid & Commercial Bid (unpriced bid)


       Envelope II - Price Bid


The Envelope-1 shall be opened on the specified date and time as specified in the BDS for
verification of its contents. HLL shall scrutinize the mandatory requirements of only those
bidders who submit a valid and acceptable EMD and other information as per clause 3.2.1 and
clause 3.3 The bidder should also submit the duly signed unconditional acceptance of
Integrity Pact in this bid itself. HLL will consider the Technical bid and Price bids of only
those bidders who qualify by meeting the mandatory conditions (in accordance with
Annexure # 1) as per Stage I evaluation given at clause # 4.2 below. The bidders may send
their representatives to attend the opening.


HLL representative will open the Price Bid (as defined in Clause# 4.2) (Envelop II) of only
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those Bidders who qualify in technical & commercial bids. The date, time and place for
opening the Price Bids will be communicated to the eligible bidders. The Bidders may send
their representatives to attend the opening if they wish.


Withdrawal notices shall be read out at the deadline time of the submission of the Bids, and
the envelope of the corresponding bid shall not be opened for evaluation.


HLL representative will open the technical Bid and announce the name, Bid modifications or
withdrawals, presence or absence of requisite bid security and such other details. No Bid will
be rejected during bid opening, except those which were received late. Such Bids which were
received late will be returned to the Bidder unopened.


Request for withdrawal of Bid previously submitted will be read out during the Bid opening
and the Bid of the requesting Bidder will not be opened for evaluation and will be returned to
the Bidder.


Bids or modifications thereto may be rejected if they are not addressed as prescribed in the
Tender Document. Bids may be rejected outright if it is not accompanied by the prescribed
EMD. Bids rejected during the bid opening phase will not be considered for further
evaluation.


HLL may at it‟s sole discretion, seek clarification from the bidders to assist in the evaluation,
comparison and examination of bids. The request for clarification and the response will be in
writing. If the response to the clarification is not received before the expiration of deadline
prescribed in the request, HLL reserves the right to accept/reject such bids.


4.2 Evaluation and Comparison of Bids

The evaluation of bids shall be done in 3 stages:


STAGE-I: Response to Mandatory Requirements
The evaluation committee, appointed by the HLL as a whole, evaluates the proposals on the
basis of their responsiveness to the Mandatory Requirement Criteria (Annexure # 1). Proposal
shall be rejected at this stage if it does not respond to mandatory requirements criteria. The
mandatory requirements are to be met by the Implementation partner, ERP product vendor
and proposed ERP Product.

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Only those bidders who meet all the mandatory requirements as provided in Annexure # 1 in
this document shall be considered for stage II evaluation.


STAGE-II: Evaluation of Technical Bid
The evaluation committee, appointed by the HLL as a whole, evaluates the proposals on the
basis of their responsiveness to the Functional Requirements Specifications (FRS) and
Technical Requirements Specifications (TRS) ie Annexure # 7 and Annexure # 8
respectively. Each responsive proposal will be given a technical score. A proposal shall be
rejected at this stage if it fails to achieve the minimum FRS score and TRS score separately as
indicated below:


Confirmation to Functional Requirement Specifications as per Annexure # 7: 75% or more
Confirmation to Technical Requirement Specifications as per Annexure # 8: 95 %


The HLL shall notify the bidders that have secured the minimum qualifying mark, indicating
the date and time set for opening the Financial Proposals.


The process to be followed in awarding points and weightage for the above elements has been
described below.


Calculating score for Functional Requirements of the Solution:


Responses as provided by Respondents against the Functional Specifications of HLL would
be evaluated using following Evaluation Criteria:
Priority of Functionality       Bidder‟s Response                      Assigned Marks
                                Standard Fit (SF)                             10
                                Workaround (WA)                                7
Essential                       Customization (CZ)                             3
                                Not Available (NA)                             0
                                Third Party Bolt on (TP)                       0
                                Standard Fit (SF)                              7
                                Workaround (WA)                                5
Desirable                       Customization (CZ)                             3
                                Not Available (NA)                             0
                                Third Party Bolt on (TP)                       1
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Score for each functional requirement will be calculated as the product of weightage for
priority and points assigned for vendor response to the individual functional requirement.


Each functional requirement will be assigned priority as follows
• Essential - “E”
• Desirable - “D”


The weightage for priority “E” and “D” will be 3 and 1 respectively. The Bidder will respond
to each functional requirement and the response will be either of the five options, viz:
Standard Fit, Workaround, Customization, Third party / bolt on, or Not Available. “Not
Available” option is not made applicable for Essential (Critical) requirements.


Minimum score for “E” is 85% of maximum possible score out of E‟s (i.e. number of E‟s X
10) for a bidder to qualify. For “D” the minimum score to be achieved is 65%.


The scores for all the requirements under one function (like Finance, HR etc.) will be
aggregated and represented as a percentage of maximum score possible for that function. The
minimum score to be obtained for each function/module is 70%. Weighted scores for
functional requirements based on the number of FRS per module will be aggregated to arrive
at total functional score that should be minimum 75%.
Confirmation to Functional Requirement Specifications as per Annexure # 7: 75% or more


Calculating score for Technical Requirements of the Solution
Score for each technical requirement will be calculated as the product of weightage for
priority and points assigned for vendor response to the individual technical requirement. Each
technical requirement will be assigned priority, i.e. Essential and Desirable it is mandatory for
the Bidder to comply with all technical requirements identified as E and D. The weightage for
priority E will be 3 and D will be 1. The Bidder will respond to each technical requirement
and the response will be either of the two options, viz: Available or Partly Available. Each of
the responses is assigned points, viz. 2 and 1 respectively. The points for all the parameters
will be aggregated and denominated as percentage of maximum score possible to arrive at the
raw total score for the bidder for technical requirements.


The compliance in TRS will be 100 % for Essential and 90% for Desirable. Confirmation to
Technical Requirement Specifications as per Annexure # 8: 95%

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Demonstration & Presentation


Proposal Presentations: The committee will invite the eligible Bidder/Consortium to make a
Demonstration & Presentation to HLL on a suitable date, time and location decided by HLL.
The purpose of demonstration would be to allow the Bidder/Consortium to demonstrate the
selected process from the following functional areas, end to end in a real-time environment to
have a look and feel of the proposed product. The demonstration scenarios will be given by
HLL.
           Sl No.                         Functional Area
            1       Production Planning and Quality Management
            2       Sales and Distribution
                    Financial Accounting, Budgeting, Asset Management and
            3
                    Costing
           4        HR & Payroll
           5        Procurement and Inventory Management
           6        India Localization

The purpose of such presentations would be to allow the bidders to present their proposed
approach to the committee and the key points in their proposals.


Weightage assigned during Technical Evaluation to each of the above-mentioned Steps are as
follows:


  Sl No.                           Parameters                                 Marks

     1          Functionality (RFP Response)                                    20

     2          OEM credentials & Customer reference                            20

     3          Product Roadmap for the next five years                          5

     4          Product support & service level                                  5

     5          Responses to support questionnaire                              10

     6          Implementation    partner‟s   experience    (no    of           10
                implementations in India)/ team strength on the
                product quoted


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     7       Implementation      partner‟s     experience     on    all           10
             modules in scope in this project

     8       Implementation partner‟s experience in similar                       10
             companies and in PSUs

     9       Demonstration & presentation                                         10
                                 Total                                            100


STAGE-III: Evaluation of Price Bid
The Financial Proposals shall be opened publicly in the presence of the representatives who
choose to attend. The evaluation committee will determine whether the Financial Proposals
are complete (i.e., whether all items of the corresponding Technical Proposals and as per price
schedule Form # 8.7 have been costed). The bidders, who confirm all the commercial
conditions and submitted the required documents as per the tender are considered as
commercially acceptable.


Total Cost of Ownership (TCO) will be calculated by adding the following elements as listed
in Price Schedule Form # 8.7 of prices:


        ERP Product and Related Software
        Commissioning of Hardware, Network, Enterprise Management System, Computer
         Center
        Services
        AMC
        ATS for ERP Product and Related Software


The Bid having the Lowest TCO shall be termed as the Lowest Evaluated Bid and will be
awarded 30 marks.


Financial score (Sf) of other bidders will be calculated on the basis of the following formula:


                     Sf = 100 x Fm/F
Where Sf is the financial score, Fm is the lowest price and F the price of the proposal under
consideration


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Proposals will be ranked according to their combined technical (St) and financial (Sf) scores
using the weights (T = the weight given to the Technical Proposal; P = the weight given to the
Financial Proposal; T + P = 1).


The weights given to the technical and Financial Proposals are:


        T= 0.70
        P= 0.30


Total score of the bidding party will be determined based on the following formula:
                     S= St*T% + Sf*P%.
The bidder achieving the highest total score will be considered for placement of order.


4.3 Contacting HLL

    4.3.1   From the time of bid opening to the time of Contract award, if any Bidder wishes
            to contact the HLL on any matter related to the bid, he shall do so in writing.
    All Technical and Commercial queries, if any, shall be referred to Deputy General
Manager (IT) i/c, by the Bidder/Consortium.


4.4 HLL‟s Right to Accept or Reject any or all Bids

    4.4.1 HLL reserves the right to reject any or all the Bids, or to accept any Bid wholly or in
            part, or drop the proposal of receiving Bids at any time without assigning any
            reason thereof and without being liable to refund the cost of the Bid document
            thereafter and without liability for any loss or damage if any suffered by the
            Bidder/Consortium in submitting his offer and /or conducting discussions etc.


4.5 Notification of Award
    4.5.1 Prior to the expiration of the period of bid validity, the HLL will notify the
            Successful Bidder in writing that its bid has been accepted and in case of any
            unforeseen circumstances, the bidder has to extend the bid validity as desired by
            HLL.
    The notification of award/issue of Letter of Acceptance will constitute the formation of
the Contract.


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4.6 Signing of Contract
    4.6.1 Letter of Acceptance (LOA) shall be issued by HLL to the successful bidder
            inviting him to visit HLL for finalization & signing of the contract.
    4.6.2   Contract document has to be signed within fourteen (14) days of LOA in the
            format as given at form # 8.4.
    4.6.3   The contract agreement to be signed in English language in two originals, one
            each for HLL and Bidder/Consortium. Within 14 days of signing of the contract
            the Bidder/Consortium shall submit 3 photocopies of the entire contract
            document duly bound to HLL.


The successful Bidder/Consortium shall submit the following documents for signing of the
formal Contract:
       Copy of detailed LOA duly signed on all pages as a token of acknowledgement of
        receipt.
       Performance Guarantee as per clause 6.18
       Permanent Account Number allotted by Income Tax Department.
       Self-attested Photostat copy of Notarized Power of Attorney by the Competent
        Authority or Board of Director‟s resolution authorizing the individual(s), to sign the
        contract.
       Self-attested Photostat copy of the Registration under Kerala State VAT, Service Tax,
        as applicable.




4.7 Failure to Sign Agreement/Commence Work
Failure to sign the agreement and/or commence the Work within the date to be agreed upon
after issue of Letter of Acceptance (LOA), the LOA will be terminated and the
Bidder/Consortium will be liable to be debarred from participation in the HLL‟s Tenders for a
period of two (2) years, besides forfeiture of EMD and Performance Guarantee, if any, and
the Bidder/Consortium shall also be liable for extra cost incurred by reason the contract being
awarded to any other party.




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           5

General Conditions
   of Contract




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5.1 Definitions
  1. In the process for selection and award of contract for supply and installation of
       requisite software, installation of requisite hardware, setting up of Computer Centers
       and implementation of a comprehensive ERP Solution, the following words and
       expressions shall have the meanings hereby assigned to them except where the
       context otherwise requires


  2.   “Personnel”     means      professional   and   support   staff   provided   by    the
       bidder/consortium.
  3. ”Services” means the work to be performed by the Bidder/Consortiums pursuant to
       the contract to be signed by the parties in pursuance of any specific assignment
       awarded
  4. “COTS” shall mean Commercial - Off – The – Shelf software package
  5. “Third Party” means any person or entity other than the HLL and the
       Bidder/Consortium
  6. “Maintenance”          shall mean and include ongoing production support and small
       software modifications, bug fixing, enhancements, online and onsite help, support
       services and adaptation to changed environments
  7.   “Project Schedule” shall mean the schedule submitted by the Bidder together with
       the Statement of Work
  8. “Bidder” or “Respondent” shall mean the Implementation Partner (IP) (if bidding
       individually) and The Implementation Partner, Application vendor, Hardware service
       provider and the network service provider in case of a Bidder/Consortium
  9. “Applicable Law” means the laws and any other instruments having the force of law
       in India as they may be issued and in force from time to time
  10. „Client‟ means HLL Lifecare limited (HLL)
  11. “Committee” means committee constituted by HLL for evaluation of Technical and
       Commercial Proposals submitted by the Bidder/Consortium
  12. “Effective date” means the date on which the contract comes into force and effect


  13. “Contract” means invitation to tender, instructions to Bidders, tender document with
       all the enclosures thereto, articles of agreement, General conditions of Contract,
       Special conditions of Contract, specifications, price schedule, drawings together with
       the letter of intent and other documents and correspondence specifically indicated
       therein and entered into between HLL and the Bidder/Consortium/Successful Bidder
       for executing the work.

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14. “Contract Documents” means all the documents which are part of the contract,
   including but not limited to tender document complete with annexure and forms,
   minutes of meeting, agreements etc
15. “Contract Agreement” means the agreement entered into between the HLL and the
   Supplier (successful bidder or its authorized representative) using the Form of
   Contract Agreement contained in the Form # 8.4 of Section 8 of the Bidding
   documents and any modifications to this form agreed to by the HLL and the supplier.
16. “Implementation Schedule” means the Implementation Schedule documented in the
   Agreed and Finalized Project Plan.
17. “Contract Price” means the price or prices as specified in the Contract Agreement.
18. “Bidding Documents” refers to the collection of documents issued by the HLL to
   instruct and inform bidders of the processes for bidding, selection of the winning bid,
   and Contract formation, as well as the Contractual conditions governing the
   relationship between the HLL and the Supplier.
19. “Employer” or “Owner” or “HLL” or “Buyer” means HLL Lifecare Limited
   (HLL), having its Registered Office at Thiruvananthapuram, and includes HLL‟s
   representatives or successors or assigns. HLL‟s representatives include “Project
   Manager”.
20. “Bidder/Consortium”      or   “Contractor”      or   “Supplier”   or   “Bidder”      or
   “Consortium” shall mean the person or persons/firm or firms/ company or
   companies/ Bidder/Consortium of Bidders or their lead bidder submitting a tender
   against notice inviting tender and shall include his/her/its/their heirs, executors,
   administrators, legal representatives/ successors/assigns and his/their Indian Agents
   approved by HLL. If the contractor is of two or more parties, all such parties shall be
   jointly and severally bound to HLL for the fulfillment of the provisions of the
   Contract and shall designate one of such party to act as a Leader with authority to
   bind the Bidder/Consortium. The composition or the constitution of the
   Bidder/Consortium shall not be altered without the prior approval of HLL in writing.


21. The “Sub-contractor” shall mean any person or firm or company (other than the
   contractor/supplier) to whom any part of the work has been entrusted by the
   contractor/supplier, with the approval/written consent of the buyer or his
   representative and the legal representatives, successors and permitted assignee of
   such person, firm or company. All employees, representatives or Sub-Contractors
   engaged by the Bidder/Consortium in connection with the performance of the
   Contract shall be under the complete control of the Contractor and shall not be

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    deemed to be employees of HLL, and nothing contained in the Contract or in any
    Sub- Contract awarded by the Contractor shall be construed to create any Contractual
    relationship between any such employees, representatives or Sub-Contractors and
    HLL.


22. “Project Manager” or “Project Coordinator” means the person appointed by HLL
    in the manner provided in Section 6 – Special Conditions of Contract of this
    document, to perform the duties delegated by HLL.
23. “Manager” means any assistant of the Project Manager or any other employee or
    agent appointed from time to time by HLL or the Project Manager to perform the
    duties related to this contract.
24. „Site‟ shall mean the locations and places wherever business activities are conducted
    by HLL. A list of such locations is provided clause 2.5 of this document.
25. “Prime Applicant” or “Bidder/Consortium‟s Representative” means any person
    nominated by the Bidder/Consortium and named as such in the Contract Agreement
    and approved by HLL in the manner provided in Section 6 of this Document to
    perform the duties delegated by the Bidder/Consortium
26. “Successful Bidder/Contractor/Supplier” means the successful Bidder/Consortium
    to which the contract will be awarded after evaluation of their technical, commercial
    and price bids.
27. “Scope” means Scope of product vendor, Implementation Partner, Hardware
    manufacturer, network, and hardware & service provider as covered in Section 2 of
    this document, which forms part of these documents.
28. “GCC” means General Conditions of Contract and “SCC” means Special Conditions
    of Contract which form part of these documents
29. “Tender Specification” shall mean the GCC, SCC, SCOPE as mentioned in
    Instructions to Bidders read in conjunction with notice inviting tender and subsequent
    clarifications if any furnished by HLL for the purpose of submitting the offer by the
    Bidder.
30. “CC” means the Conditions of Contract.
31. “Notice in Writing” or “Written Notice” means a notice in written, typed or printed
    characters sent (unless delivered personally or otherwise proved to have been
    received) by registered post to the address given in the tender or last known business
    address or registered office of the Bidder/Consortium and shall be deemed to have
    been received when in the ordinary course of post it would have been delivered.
32. “Schedule” or “Work Schedule” shall mean the accepted schedules between the

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   Bidder/Consortium and HLL forming part of the contract.
33. “Letter of Acceptance (LOA)” means intimation from HLL by a letter / fax to the
   successful Bidder that his tender has been accepted in accordance with the provisions
   contained in that letter / fax.


34. “Date of award of contract” or “Effective date” shall mean the date of issue of
   Letter of Acceptance or the date of issue of acceptance of tender or date of contract
   whichever is earlier.
35. “Approval of HLL” shall mean the written approval by HLL or his authorized
   representative of a document, a drawing or other particulars of matters in relation to
   the contract. Words importing persons shall include firms, companies, corporations,
   associations or body of individuals whether incorporated or not. Words importing
   masculine gender or singular number shall also include the feminine gender and
   plural number and vice-versa where the contract so requires or permits.
36. „ERP PRODUCT VENDOR‟ is the agency supplying ERP product.
37. “Implementation Partner” or “System Integrator” is the agency who provides all
   necessary services for the successful implementation of the ERP Solution including
   necessary training to assignees /employees of Employer.
38. “Senior Consultant” of Bidder/Consortium is a person with an experience of 10
   years and above, having at least two ERP modules implemented in a large
   organization.
39. “Junior Consultant / Consultant” of Bidder/Consortium‟ is a person with an
   experience of 5 years and above, having implemented at least one ERP module in
   large organizations.
40. “ERP Solution” covers supply of ERP Product, Related Software, Implementation
   services, installation of requisite hardware including that for networking, network
   services, all the software products (both System and Application) supplied, sub-
   systems, interfaces, materials and other goods that are to be supplied, installed,
   implemented, and made operational by the Bidder/Consortium under the Contract.


41. “System” or “Subsystem” means any application component, developed application
   or module of the ERP proposed to meet the technical requirements that may be
   supplied, installed, tested, and commissioned individually before Commissioning of
   the entire ERP Solution
42. “Services” means all technical, logistics, management, and any other Services to be
   provided by the Bidder/Consortium under the Contract to supply/ develop, install,

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    implement, customize, integrate, and make operational the proposed ERP Solution.
    Such Services may include, but are not restricted to Installation, Commissioning, Go-
    Live, Testing, Stabilization and Training.
43. “The Project Plan” means the document to be developed by the Bidder/Consortium
    and approved by HLL, pursuant to Clause 6.7 based on the requirements of the
    Contract and the Development and Implementation Plan included in the
    Bidder/Consortium‟s bid. For the sake of clarity, “the Agreed and Finalized Project
    Plan” refers to the version of the Project Plan approved by HLL. The project plan
    may be changed/ modified during the course of the project. Should the Project Plan
    conflict with the Contract in any way, the relevant provisions of the Contract,
    including any amendments, shall prevail.
44. “ERP Software/ERP Product” means Software that provides the operating and
    management instructions for the underlying hardware, databases and such other
    Software as the parties may agree in writing to be ERP Software/ ERP Product. Such
    ERP Software/ERP Product includes but is not restricted to, micro-code embedded in
    hardware (i.e., “firmware”), operating systems, communications, system and network
    management, utility software etc.
45. “Materials” means all the deliverables as per the agreement to be provided to HLL
    under the Contract.
46. “Intellectual Property Rights” means any and all copyright, moral rights,
    trademark, patent, and other intellectual and proprietary rights, title and interests
    worldwide, whether vested, contingent or future including without limitation all
    economic rights and all exclusive rights to reproduce, fix, adapt, modify, translate,
    create derivative works from, extract or re-utilize data from, manufacture, introduce
    into circulation, publish, distribute, sell, license, sublicense, transfer, rent, lease,
    transmit or provide access electronically, broadcast, display, enter into computer
    memory, or otherwise use any portion or copy, in whole or in part, in any form,
    directly or indirectly, or to authorize or assign others to do so.
47. “Offered ERP Product” is the product being proposed by the bidder for
    implementation of ERP solution at HLL which is similar to or improved or upgraded
    version of the ERP product that has been successfully implemented and running
    during the period specified.
48. “Delivery” means delivery of different items at HLL‟s site as per the scope given this
    document.
49. “Installation” means that the System or a Subsystem installed on the hardware and
    made available for Commissioning as provided.

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50. “User Acceptance Tests” means the tests specified in the Technical Requirements
    and Agreed and Finalized Project Plan to be carried out to ascertain whether the
    “ERP SOLUTION” or a specified Subsystem, is able to attain the functional and
    performance requirements (relating to commissioning) as specified in the Technical
    Requirements and Agreed and Finalized Project Plan, in accordance with the
    provisions under Section 6
51. “User Acceptance” means the acceptance by HLL that the “ERP SOLUTION” or
    any Subsystem(s) where the Contract provides for acceptance of the System in parts,
    is capable of attaining the functional and performance requirements (relating to
    commissioning) as specified in the Technical Requirements and Agreed and Finalized
    Project Plan in accordance with Clauses 6.10 &6.11
52. “Go-Live” (Commissioning) means the “ERP SOLUTION” is available for live
    transactions following Cut-Over as per the definition in Agreed and Finalized Project
    Plan. Go-Live Acceptance tests are conducted in accordance with the provisions of
    Clause 6.11
53. “Go-Live Acceptance Tests” means the tests specified in the Technical
    Requirements and Agreed and Finalized Project Plan to be carried out to ascertain
    whether the “ERP SOLUTION” or a specified Subsystem, is able to attain the
    functional and performance requirements (relating to commissioning) in production/
    live environment as specified in the Scope of Work and Agreed and Finalized Project
    Plan.
54. “Go-Live Acceptance” means the acceptance by HLL that the “ERP SOLUTION”
    (or any Subsystem(s) where the Contract provides for acceptance of the “ERP
    SOLUTION” in parts) is capable of attaining the functional and performance
    requirements (relating to Go-Live) as specified in the Scope of Work and Agreed and
    Finalized Project Plan.
55. “Stabilization Period” means successful running of the full system for at least three
    months from Go-Live.
56. “Stabilization Acceptance Test” (PG Test) means the tests specified in the
    Technical Requirements and Agreed and Finalized Project Plan to be carried out to
    ascertain whether the “ERP SOLUTION” or a specified Subsystem, is able to attain
    the functional and performance requirements in production/ live environment as
    specified in the Scope of Work and Agreed and Finalized Project Plan, in accordance
    with the provisions of the contract
57. “Stabilization Acceptance” means the acceptance by HLL after the “ERP
    SOLUTION” (or any Subsystem(s) where the Contract provides for acceptance of the

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   “ERP SOLUTION” in parts) passes the “Stabilization Acceptance Test(s)”
   successfully in accordance with clause 6.11
58. “Final acceptance” means the acceptance by HLL after successful completion of the
   defect liability period (warranty/guarantee period).
59. „Offices‟ shall mean Corporate Head Office, Regional Offices, Factories, Units,
   Marketing Offices, C& F agent‟s office, Offices at various towns and cities.
60. “Day” means calendar day of the Gregorian calendar day of 24 hours from midnight
   to midnight irrespective of the number of hours worked in that day.
61. “Week” means seven (7) consecutive Days, beginning the day of the week.


62. “Month” means calendar month of the Gregorian calendar.
63. “Year” means a period of twelve (12) consecutive Months.
64. “Taking Over” means the physical possession of ERP Solution by HLL, after issue
   of the Go-Live Acceptance Certificate. However, the Bidder/Consortium shall not be
   relieved of his obligations under the Contract.
65. “Hardware Manufacturer” means the Original Manufacturer of Hardware in India
   or its Indian Office incase the manufacturer is located outside INDIA.
66. “Core ERP Product” means that the standard features provided by the modules of
   the ERP Product.
67. “End to End implementation”: End to End implementation consists of all stages of
   ERP implementation which includes analysis, design, conference room pilot, user
   test, system integration test, user acceptance test, data conversion, customization,
   training, go-live, stabilization and post go-live support.
68. “Contract Period” is the time period during which this Contract governs the
   relations and obligations of HLL and Bidder/Consortium in relation to the “ERP
   SOLUTION”.
69. “Defect Liability Period” (also referred to as the “Warranty Period”) means the
   period of validity of the warranties given by the Bidder/Consortium commencing at
   the date of Stabilization Acceptance of the “ERP SOLUTION” or Subsystem(s)/
   Customizations, during which the Bidder/Consortium is responsible for defects with
   respect to the “ERP SOLUTION” (or the relevant Subsystem[s]) as provided in
   Clause 6.12 & 6.13.




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5.2 Interpretation

Language: All Contract Documents, all correspondence, and communications to be given
shall be in English, and the Contract shall be construed and interpreted in accordance with
that language. If any of the Contract Documents, correspondence, or communications are
prepared in any language other than English, the translation of such documents,
correspondence, or communications shall prevail in matters of interpretation. The originating
party, with respect to such documents, correspondence, and communications, shall bear the
costs and risks of such translation.


Headings: The headings and marginal notes in the CC are included for ease of reference and
shall neither constitute a part of the Contract nor affect its interpretation.


Persons: Words imparting persons or parties shall include firms, corporations, and
government entities.


Entire Agreement: The Contract constitutes the entire agreement between HLL and
Bidder/Consortium with respect to the subject matter of Contract and supersedes all
communications, negotiations, and agreements (whether written or oral) of parties with
respect to the subject matter of the Contract made prior to the date of Contract.


Amendment: No amendment or other variation of the Contract shall be effective unless it is
in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized
representative of each party to the Contract.


Severability: If any provision or condition of the Contract is prohibited or rendered invalid or
unenforceable such prohibition, invalidity, or unenforceability shall not affect the validity or
enforceability of any other provisions and conditions of the Contract.


Assigning: The Bidder/Consortium shall not transfer or assign the Contract or any part
thereof or any benefit or interest therein or there under without the written consent of HLL. In
the event of the Bidder/Consortium contravening this condition, HLL shall be entitled to
place the Contract else where on the Bidder/Consortium's account and at his risk and cost,
then the Bidder/Consortium shall be liable for any loss or damage which HLL may sustain in
consequence or arising out of such replacing of contract. This shall not relieve the
Bidder/Consortium of any responsibility under this Contract.

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Sub-contracting: The Bidder/Consortium shall not sub-contract the whole or any part of the
works without the prior approval of HLL and such approval if given shall not establish any
contractual relationship between the sub-contractor and HLL and shall not relieve the
Bidder/Consortium of any responsibility, liability or obligation under the Contract and the
Bidder/Consortium shall be responsible for the acts, defaults and neglects of any sub-
contractor or sub-contractor‟s agents, servants or workmen as fully as if they were the acts,
defaults or neglects of the Bidder/Consortium or his agents, servants or workmen. However,
the execution of the works by Piece Rate Worker (PRW) contract under the direct and
personal supervision of the Bidder/Consortium or his agent shall not be deemed to be sub-
contract under this clause.


Notwithstanding the approval given by HLL for sub-contract, it shall continue be obligatory
on the part of the Bidder/Consortium to provide to HLL all the details viz., drawings,
specifications, technical data, detailed design, performance characteristics etc. from his sub-
Contractors.


In the event of HLL agreeing for the sub-suppliers proposed by the Bidder/Consortium, it
shall be obligatory on the part of the Bidder/Consortium to deploy their technical experts to
direct and exercise control over quality of sub-suppliers Services, Equipment, Materials and
Workmanship. However, the same shall not relieve the Bidder/Consortium of any of his
obligations, duties or responsibilities under the Contract.


HLL shall not allow any of the Bidder/Consortium members to subcontract any of the
work/supply in the contract for which the Bidder/Consortium member has been accepted
based on their fulfillment of mandatory criteria prescribed for works/supplies under clause
(2.1). This is essential to ensure that competent agencies meeting mandatory criteria shall
only execute the said work/supply.


HLL shall have the right to specify the brand name/s of the standard bought out items in the
Contract and the Bidder/Consortium shall procure such items from those branded name/s.
This shall, however, not relieve the Bidder/Consortium of his other obligations under the
Contract.




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5.3 Indemnity
The Bidder/Consortium assumes responsibility for and shall indemnify and save harmless
HLL, from all liability, claims, costs, expenses, taxes and assessments including penalties,
punitive damages, attorney's fees and court cost which are, or may be required with respect to
any breach of the Bidder/Consortium‟s obligations under the Contract, or for which the
Bidder/Consortium has assumed responsibility under the Contract, including those imposed
under any contract, local or national and international law or laws, or in respect of all salaries,
wages or other compensation of all persons employed by the Bidder/Consortium in
connection with performance of any work covered by the Contract. The Bidder/Consortium
shall execute and deliver such other further instruments to comply with all the requirements of
such laws and regulations as may be necessary there under to confirm and effectuate the
Contract and to protect HLL.


HLL shall not be in any way held responsible for any accident or damages incurred or claims
arising there from during discharge of the obligations by Bidder/Consortium under this
contract.


5.4 Patent Infringement
The Bidder/Consortium shall protect, indemnify and save harmless HLL, his customers and
users of his products, against all liability, including cost, expenses, claims, suits or
proceedings at law in equity or otherwise, growing out of or in connection with any actual or
alleged patent infringement (including process patents, if any) or violation of any license and
will defend or settle at the Bidder/Consortium‟s own expense any such claims, suits or
proceedings.


HLL will notify the Bidder/Consortium in writing of any such claim, suit, action or
proceeding coming to his attention, giving authority and all available information and
assistance for the Bidder/Consortium‟s defense of the same. The Bidder/Consortium shall
appoint a counsel at his own expenses in consultation with HLL to collaborate in the defense
of any such claim, suit, action or proceeding.


        Termination of the Contract

    Termination for HLL‟s Convenience:
HLL may at anytime terminate the Contract for any reason by giving the Bidder/Consortium a
ninety days (90) notice of termination.

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          Upon receipt of the notice of termination under this clause (5.5.1), the
          Bidder/Consortium shall either as soon as reasonably practical or upon the date
          specified in the notice of termination cease all further work, except for such work
          as HLL may specify in the notice of termination for the sole purpose of protecting
          that part of the “ERP SOLUTION” already executed, or any work required to
          leave the site in a clean and safe condition. In addition, the Bidder/Consortium,
          subject to the payment specified in Clause 5.5.1.2, shall


          a.        deliver to HLL the parts of the “ERP SOLUTION” executed by the
                    Bidder/Consortium up to the date of termination;
          b.        to the extent legally possible, assign to HLL all right, title, and benefit
                    of the Bidder/Consortium to the “ERP SOLUTION” , or Subsystem, as
                    at the date of termination, and, as may be required by HLL
          c.        deliver to HLL all non-proprietary drawings, specifications, and other
                    documents prepared by the Bidder/Consortium as of the date of
                    termination in connection with the “ERP SOLUTION”.
          In the event of termination of the Contract under Clause 5.5.1, HLL shall pay to
          the Bidder/Consortium the following amounts:


          a.        The Contract Price properly attributable to the parts of the “ERP
                    SOLUTION” executed by the Bidder/Consortium as of the date of
                    termination;
          b.        The cost of satisfying all other obligations, commitments, and claims
                    that the Bidder/Consortium may in good faith have undertaken with
                    third parties in connection with the Contract and that are not covered
                    by Clause 5.5.1.2. (a) through (b)above.


5.5.2 Termination for Bidder/Consortium‟s Default
5.5.2.1   HLL, without prejudice to any other rights or remedies it may possess, may
          terminate the Contract forthwith in the following circumstances by giving a
          notice of termination and its reasons thereof to the Bidder/Consortium, referring
          to this Clause 5.5.2.


          a. if the Bidder/Consortium becomes bankrupt or insolvent, has a receiving
               order issued against it, compounds with its creditors, or, if the

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     Bidder/Consortium members are corporation, a resolution is passed or order
     is made for its winding up (other than a voluntary liquidation for the purposes
     of amalgamation), a receiver is appointed over any part of its undertaking or
     assets, or if the Bidder/Consortium takes or suffers any other analogous
     action in consequence of debt;
b. if the Bidder/Consortium assigns or transfers the Contract or any right or
     interest therein in violation of the provision of Clause 5.2 (pertaining to
     Assignment and sub-contracting); or
c. if the Bidder/Consortium, in the judgment of HLL, has engaged in corrupt or
     fraudulent practices in competing for or in executing the Contract, including
     but not limited to willful misrepresentation of facts concerning ownership of
     Intellectual Property Rights in, or proper authorization and/or licenses from
     the owner to offer, the hardware, software, or materials provided under this
     Contract, CV of the proposed Team Members for the project.
d. if the Bidder/Consortium has abandoned or repudiated the Contract;
e.   if the Bidder/Consortium has without valid reason failed to commence work
     on this project of “ERP SOLUTION” promptly;
f.   the Bidder/Consortium persistently fails to execute the Contract in
     accordance with the contract or persistently neglects to carry out its
     obligations under the Contract without just cause;
g. if the Bidder/Consortium refuses or is unable to provide sufficient resources
     viz Materials, Services, or Labor to execute and complete the “ERP
     SOLUTION” in the manner specified in the Agreed and Finalized Project
     Plan furnished under Clause 6.7 at rates of progress that give reasonable
     assurance to HLL that the Bidder/Consortium can attain User Acceptance,
     Go-Live Acceptance of the “ERP SOLUTION” by the Time for achieving
     stabilization acceptance as extended; then, HLL may, without prejudice to
     any other rights it may possess under the Contract, give a notice to the
     Bidder/Consortium stating the nature of the default and requiring the
     Bidder/Consortium to remedy the same. If the Bidder/Consortium fails to
     remedy or to take steps to remedy the same within fourteen (14) days of its
     receipt of such notice, then HLL may terminate the Contract forthwith by
     giving a notice of termination to the Bidder/Consortium.




Upon     receipt   of   the    notice   of   termination   under   Clause   5.5,   the

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     Bidder/Consortium shall, either immediately or upon such date as is specified in
     the notice of termination:
a.       cease all further work, except for such work as HLL may specify in the notice
         of termination for the sole purpose of protecting that part of the “ERP
         SOLUTION” already executed or any work required to leave the site in a
         clean and safe condition;
b.       deliver to HLL the parts of the “ERP SOLUTION” executed by the
         Bidder/Consortium up to the date of termination, subject to the receipt of
         payment stated in clause 5.5.2.4
c.       to the extent legally possible, assign to HLL all right, title and benefit of the
         Bidder/Consortium to the “ERP SOLUTION” or subsystems as at the date of
         termination of Contract
d.       deliver to HLL all drawings, specifications, and other documents prepared by
         the Bidder/Consortium as at the date of termination in connection with the
         “ERP SOLUTION”.


     HLL may enter upon the site, expel the Bidder/Consortium, and complete the
     “ERP SOLUTION” themselves or by employing any third party. Upon
     completion of the “ERP SOLUTION” or at such earlier date as HLL thinks
     appropriate, HLL shall give notice to the Bidder/Consortium that such
     Bidder/Consortium‟s equipment will be returned to the Bidder/Consortium at or
     near the site and shall return such Bidder/Consortium‟s Equipment to the
     Bidder/Consortium in accordance with such notice. The Bidder/Consortium shall
     thereafter without delay and at its cost remove or arrange removal of the
     Bidder/Consortium‟s equipment from the site. In case HLL completes the work,
     the extra cost incurred shall be recovered from the Bidder/Consortium.


     Subject to Clause 5.5.2.5, the Bidder/Consortium shall be entitled to be paid the
     Contract Price attributable to the portion of the “ERP SOLUTION” executed as at
     the date of termination and the costs, if any, incurred in providing the “Clause
     5.5.2.2 (a). Any sums due to HLL from the Bidder/Consortium accruing prior to
     the date of termination shall be deducted from the amount to be paid to the
     Bidder/Consortium under this Contract.


     If HLL completes the “ERP SOLUTION”, the cost of completing the “ERP
     SOLUTION” by HLL shall be determined. If the sum that the Bidder/Consortium

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            is entitled to be paid, pursuant to Clause 5.5.2.4, plus the reasonable costs
            incurred by HLL in completing the “ERP SOLUTION” exceeds the Contract
            Price, the Bidder/Consortium shall be liable for such excess. If such excess is
            greater than the sums due to the Bidder/Consortium under Clause 5.5.2.4, the
            Bidder/Consortium shall pay the balance to HLL, and if such excess is less than
            the sums due to the Bidder/Consortium under Clause 5.5.2.4 HLL shall pay the
            balance to the Bidder/Consortium. HLL and the Bidder/Consortium shall agree,
            in writing, on the computation described above and the manner in which any
            sums shall be paid


5.6 Force Majeure
If at any time during the continuance of the Contract, the performance in whole or in part by
either party or any obligations under the Contract shall be prevented or delayed by reason of
any war, hostilities, act of public enemy, civil commotion, sabotage, fire, floods, explosions,
epidemics, quarantine restrictions and Acts of God (hereinafter referred to as 'Events') and
provided notice of the happening of any of the above mentioned Event duly certified by
Indian Chamber of Commerce is given by either party to the other within 21 days from the
date of occurrence thereof, HLL shall have the right by reason of such Event to terminate the
Contract without however affecting the right to any claim for damages on the
Bidder/Consortium in respect of such non-performance or delay in performance. However, in
the event of HLL having agreed, the services under the Contract shall be resumed after such
Event has come to an end/ceases to exist. Should one or both the parties be prevented from
fulfilling their contractual obligations by a state of Force Majeure lasting continuously for a
period of at least 6 months and HLL not having terminated the Contract by that time, the two
parties shall consult each other regarding the further implementation of the Contract with the
provision that if no mutually satisfactory arrangement is arrived at within a period of 3
months from the expiry of 6 months referred to above, the Contract shall be deemed to have
expired at the end of the 3 months referred to above. The above mentioned expiry of the
Contract will imply that both the parties have obligations to reach an agreement regarding the
winding up and financial settlement of the Contract.


5.7 Settlement of Disputes
The decisions, opinions, directions, certificates of valuation of the Project manager with
respect to all or any of the matters under clauses 6.1.4, 6.17, 6.18, 6.20 and special conditions
of contract for the decision of which specific provisions have been made hereof, which
matters herein referred to as “excepted matters” shall be final and conclusive and binding on

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the parties hereto shall be without appeal and are excluded from settlement by mutual
negotiation, conciliation and arbitration. Any notice to be given to the Bidder/Consortium
under the terms of these conditions shall be considered as duly served if the same shall have
been delivered to, left for, or posted by registered post to the address of the
Bidder/Consortium at their registered office or address given in the tender. Similarly, any
notice to be given to HLL shall be considered as duly served, if the same shall have been
delivered to, left for, or posted by registered post to HLL‟s office. The Agreement shall in all
respects be construed and carried into effect and rights and liabilities of the parties hereto
shall be regulated according to the laws of India.


Mutual Settlement of Disputes : Except where otherwise provided for in the contract, other
than excepted matters all questions and dispute relating to any matter directly or indirectly
connected with this agreement shall in the first place be resolved through mutual discussions,
negotiations, deliberation and consultations between both the parties.


Conciliation: If the effort to resolve all or any of the disputes other than excepted matters
through mutual settlement fails, such disputes shall be referred to the conciliator to be
appointed by the mutual agreement of both HLL and the Bidder/Consortium. The conciliator
shall make the settlement agreement after the parties reach agreement and shall give an
authenticated copy thereof to each of the parties. The settlement agreement shall be final and
binding on the parties. The settlement agreement shall have the same status and effect of an
arbitration award. The venue of Conciliation shall be Thiruvananthapuram.


Arbitration: Any disputes, differences, whatsoever, arising between the parties out of or
relating to the construction, meaning, scope, operation or effect of this Contract shall be
settled between HLL and the Bidder/Consortium amicably as mentioned above. If however,
HLL and the Bidder/Consortium are not able to resolve their disputes / differences amicably
as aforesaid except where matters, decisions, opinions are declared as final binding and
conclusive which are referred to as excepted matters the said disputes / differences shall be
settled by Arbitration. The arbitration proceedings shall be regulated and governed by
Arbitration and Conciliation Act, 1996. The award made in pursuance thereof shall be binding
on the parties. The arbitration shall be governed and regulated in all respect according to
Laws of India. The venue shall be Thiruvananthapuram, Kerala, India.


The courts at Thiruvananthapuram shall alone have jurisdiction and the applicable laws shall
be the Laws of India.

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5.8 Access to and Possession of Site

In the execution of the work no person other than the representatives of Bidder/Consortium
and his or their employees shall be allowed on the site except with the written permission of
HLL. All facilities to inspect the Work at all times shall be afforded to HLL and his
representatives and other authorised officials.


The Bidder/Consortium shall plan and execute their work in phased manner as directed by the
Project Manager/Employer from time to time and shall fully co-operate with other agencies
working at Site simultaneously as well as with the HLLs Operations so as not to obstruct or
retard the work simultaneously being executed by other agencies and the plant operation in
any way. The decision of the Project Manager/HLL on any point of dispute between the
various Bidder/Consortium Members shall be final and binding on all the parties concerned


5.9 Packing, Protective Painting and Marking
The Bidder/Consortium shall include and provide for securely protecting and packing the
Equipment in accordance with the best established practices so as to protect the contents from
damage during transit from point of manufacture until after arrival at site under conditions
which may involve multiple handling, transport by ship, rail and road, reshipment, storage,
exposure to heat, moisture, rain etc. and possibility of pilferage. All packing shall allow for
easy removal and checking at Site. The Bidder/Consortium shall stick/paste list of its contents
on top of the Package. The Bidder/Consortium shall ensure packing of all items as listed in
the packing list before finally dispatching the Package.


Fragile items shall be wrapped in crepe cellulose wadding or some equally efficient
cushioning materials and floated in excelsior and packed in substantial wooden coves with
special precaution against risk or breakage.


Wherever necessary the packages shall be marked with special markings such as “TOP,
“BOTTOM”, “DO NOT OVERTURN”, “FRAGILE”, “HANDLE WITH CARE”, “KEEP
DRY”, etc. as well as a special symbol indicating the top.


Packing lists: Each package shall have inside it a detailed packing list quoting specifically the
name of the Bidder/Consortium member, number and date of the Contract, the name of HLL
and the detailed list of, contents packed within the package indicating the nomenclature of the

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stores and a schedule of parts of each complete equipment giving the part numbers with
reference to the assembly drawings and the quantity of each part, drawing numbers and tag
numbers. A duplicate copy of the packing list shall be put in a water proof envelope and
fastened securely to the outside of the package as well as to unpacked pieces or bundles.


Notwithstanding anything stated in the clause, the Bidder/Consortium shall be entirely
responsible for missing, shortage, damage, loss or depreciation to the materials occasioned by
faulty, defective or insecure packing or due to improper or insufficient protective system.


5.10 Environmental Clause
The following environment, safety & health points are to be adhered:
       The Bidder/Consortium must adhere to all the applicable statutory laws pertaining to
        safety, health and environment
       The Bidder/Consortium must ensure that there is no wastage of water and power at
        the work site
       The Bidder/Consortium must ensure proper house keeping at work station / site by
        keeping the work-areas free from unwanted material.
       The Bidder/Consortium shall engage its human resources who are proven to be of
        good conduct and clean antecedents.




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            6

Special Conditions
   of Contract




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6.1 Preface

    Special Conditions of Contract shall be read in conjunction with all the conditions
specified in the General Conditions of Contract, Scope of Work for “ERP SOLUTION”,
Bidding procedure and instructions read with notice inviting tender and any other documents
forming part of this tender wherever the context so requires.


6.1.2       Notwithstanding the sub-divisions of the documents into the separate sections and
            volumes each part shall be deemed to be supplementary and complementary to
            each other part and shall be read with and into the contract so far as it may be
            practicable to do so.


6.1.3       Special Conditions of Contract along with General Conditions of Contract, Scope
            of Work of ERP Solution, Bidding Procedure and Instructions to Bidders,
            subsequent clarifications/conditions issued by HLL if any, shall be final and
            binding. In case of any discrepancies between various sections of the contract, the
            following order of preference shall be observed:


                    Scope of Work


                    Bidding Procedure & Instructions to Bidder


                    Special Conditions of Contract


                    General Conditions of Contract


                    Annexure and Forms


            Between two documents on the same issue, the document revised or reissued as
            of the later date shall prevail. All specifications and other documents shall be
            interpreted in conformity with the General Conditions of the Contract as
            supplemented and/or modified by the Special Conditions of the Contract.


6.1.4       Wherever it is mentioned in the contract that the Bidder/Consortium shall
            perform certain work or provide certain services, it is understood that the
            Bidder/Consortium shall do so at its cost and the cost of such work or services is

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           included in the Contract price.




6.2 Credentials of Bidder/Consortium for ERP Solution:

These have been detailed in Mandatory conditions given at Annexure # 1


6.3 Scope of Contract

6.3.1.1    Unless otherwise expressly limited in the Section 2 (Scope of work / ERP
           solution) of    tender document, the Bidder/Consortium‟s obligations involve
           review and ensure the completeness of existing functional process maps of As-Is
           process and To-Be process (these maps /documents could be provided to the
           successful Bidder/Consortium upon the initiation of this phase), finalise design
           plan, supply of all necessary software, advice on hardware/network requirement ,
           commissioning of network and hardware devices, setting up computer centers,
           product implementation, data        collation and migration, integration, testing,
           acceptance, achieving go-live, user training, conducting change management
           workshops, stabilization and ensuring stabilization acceptance of the “ERP
           SOLUTION”, post implementation ATS/AMC, provision of all the “ERP
           SOLUTION” components and materials as well as performance of all services, as
           tendered in this document & in accordance with the plans, procedures,
           specifications, and any other documents specified in the Contract and the Agreed
           and Finalized Project Plan, at no additional cost.


6.3.1.2    The Bidder/Consortium shall, unless specifically excluded in the Contract,
           perform all such work and / or supply all such items, service materials not
           specifically mentioned in the Contract but that can be reasonably inferred from
           the Contract as being required for attaining Go-Live Acceptance and Stabilization
           Acceptance of the “ERP SOLUTION” as if such work and / or items and
           Materials were expressly mentioned in the Contract, at no additional cost.


6.3.1.3    If a work is transferred from the jurisdiction of HLL to any Successor, while the
           Contract   is   in   subsistence,   the   Contract   shall   be   binding    on   the
           Bidder/Consortium and the Successor in the same manner and take effect in all
           respects as if the Bidder/Consortium and the Successor were parties there-to from

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            the inception and then corresponding office of the competent authority of the
            Successor will exercise the same powers and enjoy the same authority as
            conferred to HLL under the original Contract entered into and the Project
            Manager so appointed shall have the same powers as envisaged in the Contract.


6.3.2 Contract Documents
Subject to Clause 5.1, all documents forming part of the Contract (and all parts of these
documents) are intended to be correlative, complementary, and mutually explanatory. The
Contract shall be read as a whole.


6.3.3 Commencement Time and Time Delays
The Bidder/Consortium shall commence work on the “ERP SOLUTION” System within 14
(fourteen) days from date of award of contract. The Bidder/Consortium shall thereafter
proceed with the supply/ development, installation, implementation and integration of the
“ERP SOLUTION” System in accordance with the time schedule specified in the Agreed and
Finalized Project Plan. The Bidder/Consortium shall achieve Go-Live Acceptance /
Stabilization Acceptance of the “ERP SOLUTION” System or Subsystem(s) in accordance
with the time schedule specified in the Agreed and Finalized Project Plan, or within such
extended time to which the Bidder/Consortium shall be entitled under Clause 6.21


6.4 Role of Bidder/Consortium

6.4.1 The Bidder/Consortium has the overall responsibility of implementing ERP Solution in
        HLL as per the Scope mentioned at Section 2 of this document.


6.4.2   The Bidder/Consortium is responsible for conducting all the Acceptance Tests for the
        “ERP SOLUTION” in accordance with Clause 6.11


6.4.3   The Bidder/Consortium shall be responsible for timely provision of all resources,
        information, and decision making under its control that are necessary to reach a
        mutually agreed and Finalized Project Plan as per delivery schedule of scope of work.
        Failure to provide such resources, information, and decision-making may constitute
        grounds for termination pursuant to Clause 5.5.


6.4.4   The Bidder/Consortium shall acquire in its name all permits, approvals, and/or
        licenses from all local, state, or national government and other statutory authorities

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        and/or public service undertakings that are necessary for the performance of the
        Contract.


6.4.5   The Bidder/Consortium shall comply with all laws in force in India. The laws will
        include all national, provincial, municipal, or other laws that affect the performance
        of the Contract and are binding upon the Bidder/Consortium. The Bidder/Consortium
        shall indemnify and hold harmless HLL from and against any and all liabilities,
        damages, claims, fines, penalties, and expenses of whatever nature arising or resulting
        from the violation of such laws by the Bidder/Consortium or its personnel, but
        without prejudice to Clause 6.4.1. The Bidder/Consortium shall not indemnify HLL
        to the extent that such liability, damage, claims; fines, penalties, and expenses were
        caused or contributed to by a fault of HLL.


6.4.6   The Bidder/Consortium shall provide the key personnel namely the Project Manager,
        Module Leaders, Quality Assurance Personnel any Specialist/Analysts required as
        appropriate, and having sufficient experience as per clause 6.40 (profile of teams) in
        terms of relevance and number of years required to implement the “ERP
        SOLUTION”. Should the profile of any personnel be not acceptable to HLL, HLL
        will require the Bidder/Consortium to suitably replace such personnel. The key
        personnel are to be assigned to the project on full time basis and to the satisfaction of
        HLL.


6.4.7   If for any reason beyond the control of the Bidder/Consortium, there arises a need to
        replace any personnel, the Bidder/Consortium shall provide a replacement person of
        equivalent or better qualification and experience, subject to the written approval of
        HLL.


6.4.8   Neither the Bidder/Consortium nor its Personnel shall during the term of this
        Contract, engage in any business or professional activities in India/abroad which
        would conflict with the activities assigned to them under this Contract.


6.4.9   The Bidder/Consortium is responsible for performing and safely storing, timely and
        regular backups of its data and software in accordance with accepted data
        management principles, except where such responsibility is clearly assigned to HLL
        elsewhere in the Contract.


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6.4.10 The Bidder/Consortium will have primary responsibility for the successful running
        and stabilization of the “ERP SOLUTION” in accordance with Clause 6.11.5


6.4.11 In case project gets delayed due to any reason attributed to Bidder/Consortium, the
        annual technical support / maintenance contract up to the stabilization acceptance of
        the project shall remain in the scope of the Bidder/Consortium with no financial
        implication on HLL.
6.4.12 If HLL wants the participation of Application vendor (OEM) to support the
        implementation; the Bidder/Consortium should ensure the availability of the OEM
        consultants


6.5 Role of HLL
6.5.1   HLL shall ensure the availability of all information and/or data to be supplied to the
        Bidder/Consortium.


6.5.2   HLL shall be responsible for timely constitution of core team and provision of
        necessary resources, information, and decision making under its control that are
        necessary to reach an Agreed and Finalized Project Plan.


6.5.3   HLL shall provide the office space and other essential work facilities for the
        Bidder/Consortium‟s team in accordance with the Agreed and Finalized Project Plan.


6.5.4   HLL shall be responsible for timely provision of internal resources, necessary access,
        and information for the Installation, Commissioning and Go-Live of the “ERP
        SOLUTION” as identified in the Agreed and Finalized Project Plan, except where
        provision of such items is explicitly identified in the Contract as being the
        responsibility of the Bidder/Consortium.


6.5.5   Unless otherwise specified in the Contract or agreed upon by HLL and the
        Bidder/Consortium, HLL shall provide its personnel, to properly carry out
        Commissioning Go-Live (including successful running and stabilization of the
        system), at or before the time specified in the Agreed and Finalized Project Plan.


6.5.6   HLL will designate its appropriate staff for the training courses to be given by the
        Bidder/Consortium and shall endeavor to make all appropriate logistical
        arrangements of HLL staff for such training as specified in the Contract Clause, the

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        Agreed and Finalized Project Plan, and/or other parts of the Contract


6.6 Project Coordination

6.6.1   HLL shall appoint a Project Manager and notify the Bidder/Consortium in writing the
        name of the Project Manager within fourteen (14) days of signing of the Contract.
        HLL may also from time to time appoint some other person as the Project Manager in
        place of the person previously so appointed and shall give a notice of the name of
        such other person to the Bidder/Consortium without delay. The Project Manager shall
        have the authority to represent HLL on all day-to-day matters relating to the “ERP
        SOLUTION” or arising from the Contract. All notices, instructions, orders,
        certificates, approvals, and all other communications under the Contract shall be
        given by the Project Manager, except as otherwise provided for in this Contract. All
        notices, instructions, information, and other communications given by the
        Bidder/Consortium to HLL under the Contract shall be given to the Project Manager,
        except as otherwise provided for in this Contract.


6.6.2   The Project Manager may at any time delegate/revoke to any person any of the
        powers, functions, and authorities vested in him or her of which due notice in writing
        will be given. Failure of the Project Manager to reject any part of the “ERP Solution”
        viz., software modules, equipment, materials, workmanship etc., or to disapprove any
        work or materials shall not prejudice HLL to reject such software module,
        Equipment, Materials, workmanship etc., or to disapprove such work or materials and
        to order re-supply of such software module, Equipment & Materials or to pull down,
        remove or break up such disapproved work at the cost of the Bidder/Consortium,
        provided the Bidder/Consortium fails to comply with the direction and requirement
        of HLL therefore. The decision, opinion, certificates or valuation of HLL in respect of
        any matter under this Clause shall be final, binding and conclusive. If the
        Bidder/Consortium is dissatisfied by reason of any decision, opinion, direction,
        certificate or valuation of the Project Manager, they shall be entitled to refer the
        matters to HLL who shall thereupon confirm, reverse or vary such matters.


6.6.3   The Bidder/Consortium shall appoint the Bidder/Consortium‟s Representative within
        fourteen (14) days of the signing of the Contract and shall request HLL in writing to
        approve the person so appointed. The request must be accompanied by a detailed
        Curriculum Vitae (CV) for the nominee, as well as a description of any responsibility

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        other than “ERP SOLUTION” responsibilities the nominee would retain while
        performing the duties of the Bidder/Consortium‟s Representative. If HLL does not
        object to the appointment within fourteen (14) days, the Bidder/Consortium‟s
        Representative shall be deemed to have been approved. If HLL objects to the
        appointment within fourteen (14) days giving the reason therefore, then the
        Bidder/Consortium shall appoint a replacement within fourteen (14) days of such
        objection in accordance with this clause.


6.6.4   The Bidder/Consortium‟s Representative shall have the authority to represent the
        Bidder/Consortium on all day-to-day matters relating to the “ERP SOLUTION” or
        arising from the Contract for the Project. The Bidder/Consortium‟s Representative
        shall give to the Project Manager all the Bidder/Consortium‟s notices, instructions,
        information, and all other communications under the Contract. All notices,
        instructions, information, and all other communications given by HLL or the Project
        Manager to the Bidder/Consortium under the contract shall be given to the
        Bidder/Consortium‟s Representative in writing or, in its absence, its deputy, except as
        otherwise provided for in this contract. The Bidder/Consortium shall not revoke the
        appointment of the Representative.


6.6.5   The Bidder/Consortium‟s Representative and staff are obliged to work closely with
        HLL‟s Project Manager and act within their own authority, and abide by directives
        issued by HLL that are consistent with the terms of the Contract. The
        Bidder/Consortium‟s Representative is responsible for managing the activities of its
        personnel.


6.6.6   The Bidder/Consortium‟s Representative may, subject to the written approval of HLL
        (which shall not be unreasonably withheld), at any time delegate to any person any of
        the powers, functions, and authorities vested in him or her. Any such delegation may
        be revoked at any time. Any such delegation or revocation shall be subject to a prior
        notice signed by the Bidder/Consortium‟s Representative and shall specify the
        powers, functions, and authorities thereby delegated or revoked. No such delegation
        or revocation shall take effect unless and until a copy of such a notice has been
        delivered to HLL and the Project Manager.


6.6.7   Any act or exercise by any person of powers, functions and authorities so delegated to
        him or her in accordance with Clause 6.6.6 shall be deemed to be an act or exercise

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        by the Bidder/Consortium‟s Representative.


6.6.8   HLL by notice to the Bidder/Consortium may object to any representative or person
        employed by the Bidder/Consortium in the execution of the Contract who, in the
        reasonable opinion of HLL, may have behaved inappropriately, be incompetent, or be
        negligent. Whereupon the Bidder/Consortium shall remove such person from work on
        the “ERP SOLUTION”.


6.6.9   If any representative or person employed by the Bidder/Consortium is removed in
        accordance with Clause 6.6.8, the Bidder/Consortium shall, where required, promptly
        appoint a replacement.


6.7 Project Plan

6.7.1   In close cooperation with HLL and based on the Preliminary Project Plan included in
        the Bidder/Consortium‟s bid, the Bidder/Consortium shall develop a detailed project
        plan hereinafter referred to as the Agreed and Finalized Project Plan encompassing
        the activities specified in the Contract.


6.7.2   The Bidder/Consortium shall formally present to HLL the Project Plan in accordance
        with the Technical Requirements. The Bidder/Consortium has to specify the strategy
        and methodology with time frame and the synchronization of various phases of
        project to ensure completion of the project in specified time. The project plan shall
        also include a PERT chart describing the activities, resources required on the time for
        completion. The plan shall also bring out the critical areas needing continuous
        attention of HLL. Detailed Hardware/Network requirement list also must be
        submitted along with the project plan. The Agreed & Finalized Project Plan should
        have the same Go-Live date.


6.7.3   If required, the impact on the Implementation Schedule of modifications agreed
        during finalization of the Agreed and Finalized Project Plan shall be incorporated in
        the Contract by amendment, in accordance with Clause 6.41. However, the
        Bidder/Consortium should ensure go-live within 14 months from the date of award of
        contract.


6.7.4   The Bidder/Consortium shall undertake to supply, install, implement, integrate,

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        commission and ensure the go-live and stabilization of the System in accordance with
        the Agreed and Finalized Project Plan and the Contract.


6.7.5   The Progress and other reports specified shall be prepared by the Bidder/Consortium
        and submitted to HLL in the format and frequency specified in the Agreed and
        Finalized Project Plan.


6.7.6   Changes to the Project Plan, if required, shall be made with the mutual consent of
        HLL and the Bidder/Consortium.




6.8 Design and Development
6.8.1   Bidder/Consortium shall execute the basic and detailed design and the
        implementation activities necessary for successful implementation of the “ERP
        SOLUTION” in compliance with the provisions of the Contract or where not so
        specified, in accordance with good industry practice.


    6.8.1.1 The Bidder/Consortium shall be responsible for any discrepancies, errors or
            omissions in the specifications, and other technical documents that it has
            prepared, whether such specifications, drawings, and other documents have been
            approved by the Project Manager or not, provided that such discrepancies, errors,
            or omissions are not because of inaccurate information furnished in writing to the
            Bidder/Consortium by or on behalf of HLL.


6.8.2   Approval/Review of Technical Documents by Project Manager
    6.8.2.1 The Bidder/Consortium shall prepare and furnish to the Project Manager the
            documents as specified in the Technical Requirements for the Project Manager‟s
            approval or review.


    6.8.2.2. Within twenty one (21) days after receipt by the Project Manager of any
            document requiring the Project Manager‟s approval, the Project Manager shall
            either return one copy of the document to the Bidder/Consortium with its
            approval endorsed on the document or shall notify the Bidder/Consortium in
            writing of its disapproval of the document and the reasons for disapproval and the
            modifications that the Project Manager proposes.


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    6.8.2.3 If the Project Manager disapproves the document, the Bidder/Consortium shall
             modify the document and resubmit it for the Project Manager‟s approval.     If the
             Project Manager approves the document subject to modification(s), the
             Bidder/Consortium shall make the required modification(s), and the document
             shall then be deemed to have been approved. The procedure set out in Clauses
             6.8.2.1 through 6.8.2.2 shall be repeated, as appropriate, until the Project
             Manager approves such documents.


    6.8.2.4 The Project Manager‟s approval, with or without modification of the document
             furnished by the Bidder/Consortium, shall not relieve the Bidder/Consortium of
             any responsibility or liability imposed upon it by any provisions of the Contract
             except to the extent that any subsequent failure results from inaccurate
             information furnished in writing to the Bidder/Consortium by or on behalf of
             HLL. The Bidder/Consortium shall not depart from any approved document
             unless the Bidder/Consortium has first submitted to the Project Manager an
             amended document and obtained the Project Manager‟s approval of the
             document, pursuant to the provisions of this Clause 6.8.1 & Clause 6.8.2




6.9 Product Upgrades
6.9.1   At any point during performance of the Contract, technological advances be
        introduced by the Bidder/Consortium for Subsystems originally offered by the
        Bidder/Consortium in its bid and still to be delivered, the Bidder/Consortium shall be
        obligated to offer to HLL the latest versions of the available Subsystem having equal
        or better performance or functionality with out additional financial commitment to
        HLL, pursuant to Clause 6.41 (Changes to the “ERP SOLUTION”).


6.9.2   During performance of the Contract, the Bidder/Consortium shall offer to HLL all new
        versions, releases, and updates of the ERP Modules, as well as related documentation
        and technical support services, within twenty eight (28) days of their availability from
        the members of Bidder/Consortium to their other clients in India, and no later than
        twelve (12) months after they are released in the country of origin. In no case will the
        prices for this Software exceed those quoted by the Bidder/Consortium in the Price
        Schedule form in its bid.


6.9.3 During the Performance Guarantee / Warranty Period, unless otherwise specified in

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       the   attachment    to   the   Conditions   of   Contract,    HLL      may   require   the
       Bidder/Consortium to provide at no additional cost to HLL all new versions, releases
       within twenty eight (28) days of their availability from the members of
       Bidder/Consortium to their other clients in India, and no later than twelve (12)
       months after they are released in the country of origin of the Software.


6.9.4 HLL may at its discretion introduce all new versions, releases or updates of the
       Software provided that the new version, release, or update does not adversely affect
       the “ERP SOLUTION” operation or performance or require extensive reworking of
       the “ERP SOLUTION”. In cases where the new version, release, or update adversely
       affects the “ERP SOLUTION” System operation or performance, or requires
       extensive reworking of the “ERP SOLUTION”, the Bidder/Consortium shall continue
       to support and maintain the version or release previously in operation for as long as
       necessary to allow introduction of the new version, release, or update. In no case shall
       the Bidder/Consortium stop supporting or maintaining the version or release of the
       Software in operation for a period not less than that mentioned in clause 6.13.


6.9.5 No unauthorized code: The Bidder/Consortium shall not offer/supply any software that
       HLL is not licensed to use, unless the product is activated by a required license key.
       The Bidder/Consortium shall also certify that all their products and updates as
       supplied to HLL shall be free from viruses, worms, Trojans, spy-ware etc.


6.10 Inspection and Tests

6.10.1 HLL or its representative shall after providing the Bidder/Consortium with reasonable
       advance written notice, have the right to inspect and/or test any components of the
       “ERP SOLUTION” System, to confirm their good working order and/or conformity
       to the Contract at the point of delivery and/or at the Project Site.


6.10.2 Should the inspected or tested components fail to conform to the Contract, HLL may
       reject the component(s), and the Bidder/Consortium shall within a period of 14
       (fourteen) days either replace the rejected component(s), or make alterations as
       necessary, free of cost to HLL, so that it meets the Contract requirements.


6.10.3 Installation of “ERP SOLUTION”: As soon as the “ERP SOLUTION” or any of its
       subsystem has been delivered and installed in accordance with the Agreed and

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           Finalized Project Plan, the Bidder/Consortium shall so notify HLL in writing.


6.10.4 The Project Manager of HLL shall issue an Installation Certificate, stating that the
           “ERP SOLUTION” or major component or Subsystem (if Installation Acceptance by
           major component or Subsystem is specified in the Contract), has achieved Installation
           by the date of the Bidder/Consortium‟s notice under Clause 6.10.3, or notify the
           Bidder/Consortium in writing of any defects and/or deficiencies, including, but not
           limited to, defects or deficiencies in the interoperability or integration of the various
           components and/or Subsystems making up the “ERP SOLUTION” . The
           Bidder/Consortium shall use all reasonable endeavors to promptly remedy any defect
           and/or deficiencies that the Project Manager has notified the Bidder/Consortium of.
           The Bidder/Consortium shall then promptly carry out retesting of the “ERP
           SOLUTION” or Subsystem and, notify HLL in writing, in accordance with Clause
           6.10.3 when it has rectified the defect and/or deficiencies that the Project Manager
           has notified the Bidder/Consortium of.


6.10.5 HLL during the course of the project may conduct a pre go live audit and/or post
           implementation audit. The bidder shall cooperate with HLL/Auditor in conduct of the
           audit and render all necessary support for the audit. The successful bidder will also
           be responsible for implementing the audit recommendations, if any, free of additional
           charges whatsoever


6.11 Acceptance Tests

6.11.1 Conference Room Pilot Tests
6.11.1.1       Conference Room Pilot tests of the “ERP Solution” (or Subsystem if specified in
               the Contract) shall be carried out to check the fulfillment of functional
               requirements configured as per accepted business blue print. Plan for carrying out
               the User Acceptance Tests also shall be arrived at during these tests.


6.11.1.2       These tests shall be carried out against the functional requirements identified in
               the accepted business blue print.


6.11.1.3       Conference Room Pilot test certificate shall be issued on successful
               demonstration of all Essential Functional Requirements and at least 80 % of
               Desirable functional requirements as per agreed Blue Print.

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6.11.2 User Acceptance Tests


6.11.2.1   User acceptance tests of the “ERP Solution” (or Subsystem if specified in the
           Contract) shall be completed by the Bidder/Consortium as specified in the Agreed
           and Finalized Project Plan
6.11.2.2   HLL shall deploy the operating and technical personnel and all materials and
           information reasonably required to enable the Bidder/Consortium to carry out its
           obligations with respect to Commissioning. Production use (Go-Live) shall not
           commence prior to the formal User Acceptance Testing.
6.11.2.3   The User Acceptance Tests (and repeats of such tests) shall be the primary
           responsibility of the Bidder/Consortium, but shall be conducted with the
           cooperation of      HLL before Commissioning of the “ERP Solution” (or
           Subsystem[s] if specified in the Contract), to ascertain whether the “ERP
           Solution” (or Subsystem[s]) conforms to the Technical Requirements and meets
           the standard of performance quoted in the Bidder/Consortium‟s bid, including,
           but not restricted to, the functional and technical performance requirements. The
           User Acceptance Tests shall be conducted in accordance with the test scenarios
           provided by HLL. At HLL‟s discretion, User Acceptance Tests may also be
           performed on upgrades and new version releases that are added or field-modified
           after User Acceptance of the “ERP SOLUTION”.


6.11.3 User Acceptance:
6.11.3.1   Subject to Clause 6.11.4 (Partial User Acceptance) below, User Acceptance shall
           occur in respect of the “ERP SOLUTION”, when the User Acceptance Tests have
           been successfully completed
6.11.3.2   At any time after any of the events set out in Clause 6.11.2.1 have occurred, the
           Bidder/Consortium may give a notice to the Project Manager requesting the issue
           of an User Acceptance Certificate.
6.11.3.3   After receipt of the Bidder/Consortium‟s notice, the Project Manager shall within
           a reasonable period of time:
                   a. Issue a User Acceptance Certificate; or
                   b. Notify the Bidder/Consortium in writing of any defect for deficiencies
                       or other reason for the failure of the Pre Go-Live Acceptance Tests.
6.11.3.4   The Bidder/Consortium shall use all reasonable endeavors to promptly remedy
           any defect and/or deficiencies and/or other reasons for the failure of the User

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           Acceptance Test that the Project Manager has notified the Bidder/Consortium.
           Once the Bidder/Consortium has made such remedies, it shall notify HLL, and
           the Project Manager, with the full cooperation of the Bidder/Consortium, shall
           use all reasonable endeavors to promptly carry out retesting of the “ERP
           SOLUTION” System or Subsystem. Upon the successful conclusion of the User
           Acceptance Tests, the Bidder/Consortium shall notify HLL of its request for User
           Acceptance Certification, in accordance with Clause 6.11.2.2. HLL shall then
           issue to the Bidder/Consortium the User Acceptance Certification, in accordance
           with Clause 6.11.3.3 (a) or notify the Bidder/Consortium of further defects,
           deficiencies, or other reasons for the failure of the User Acceptance Test. The
           procedure set out in this Clause shall be repeated, as necessary, until a User
           Acceptance Certificate is issued.


6.11.3.5   If the “ERP SOLUTION” or Subsystem fails to pass the User Acceptance Test(s),
           then HLL may consider terminating the Contract, pursuant to Clause 5.5.


6.11.4 Partial User Acceptance


6.11.4.1   If specified in the Contract or agreed by HLL, Installation and User Acceptance
           shall be carried out individually for each identified major component or
           Subsystem(s) of the “ERP SOLUTION”. In this event, the provisions in the
           Contract relating to Installation and User Activities, including the User
           Acceptance Test, shall apply to each such major component or Subsystem
           individually, and Pre Go- Live Acceptance Certificate(s) shall be issued
           accordingly for each such major component or Subsystem of the “ERP
           SOLUTION” subject to the limitations contained in Clause 6.11.4.2.


6.11.4.2   The issuance of User Acceptance Certificates for individual major components or
           subsystems pursuant to Clause 6.11.4.1 shall not relieve the Bidder/Consortium
           of its obligation to obtain a User Acceptance Certificate for the “ERP
           SOLUTION” as a whole once all major components and subsystems have been
           supplied, installed, tested, and commissioned.




6.11.5 Go-Live and Stabilization


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6.11.5.1   Go-Live (Commissioning), Go-Live acceptance:
6.11.5.2    After the issue of the User Acceptance Certificates the Bidder/Consortium will
            ensure that the “ERP Solution” is rolled out for production (Go-live) in
            accordance with the timelines specified in the Agreed & Finalized Project Plan.
6.11.5.3    HLL shall deploy the operating and technical personnel and all materials and
            information reasonably required to enable the Bidder/Consortium to carry out its
            obligations under Go- Live as specified in the Agreed & Finalized Project Plan.
6.11.5.4    Different modules rolled out (Go-Live) for production will be operated in an
            integrated environment as per the Agreed & Finalized Project Plan. Only upon
            successful operation of “ERP Solution” in an integrated manner across business
            areas/modules/locations within the production environment, Go-Live acceptance
            certificate will be issued.
6.11.5.5    After issue of Go-Live Acceptance Certificate, HLL shall take over the “ERP
            Solution” implemented. However, taking over by HLL in no way relieves the
            Bidder/Consortium of its obligations under this Contract. Taking over means
            taking over physical possession and the “ERP solution” shall be operated under
            the supervision and guidance of the Bidder/Consortium till Performance Tests are
            carried out and the Stabilization Acceptance Certificate is issued as per Clause
            No. 6.11.6 herein below.


6.11.6 Stabilization Period, Stabilization Acceptance Test


6.11.6.1    During the stabilization period, the Bidder/Consortium shall provide hand
            holding services (Post Go-Live Support) to HLL for optimum utilization of the
            “ERP SOLUTION”.
6.11.6.2    Stabilization Acceptance Tests: The Stabilization Acceptance Tests (and repeats
            of such tests) shall be the primary responsibility of the Bidder/Consortium, but
            shall be conducted with the cooperation of HLL after stabilization period of the
            “ERP SOLUTION”, to ascertain whether the “ERP SOLUTION” meets the
            standard of performance and complete functionality as desired by HLL. The
            Stabilization Acceptance Tests shall be conducted in accordance with the test
            scenarios prepared in consultation with HLL. At HLL‟s discretion, Stabilization
            Acceptance Tests may also be performed on upgrades and new version, releases
            that are added or field-modified. Stabilization Acceptance Test shall be of 30
            days. The Stabilization Acceptance Certificate shall be issued after achieving
            defined performance levels during Stabilization Acceptance Tests.

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6.12 Defect Liability
6.12.1   The Bidder/Consortium warrants that the “ERP SOLUTION”, including all
         Subsystem and other Services provided, shall be free from any default, defect or
         deficiency in the design, engineering, and performance/workmanship that prevent
         the “ERP SOLUTION” and/or any of its components from fulfilling the
         Technical Requirements or that limit in a material fashion the performance,
         reliability, or extensibility of the “ERP SOLUTION” and/or Subsystems.


6.12.2   The defects liability period shall commence from Stabilization Acceptance for a
         period of 1 year.


6.12.3   If during the warranty period any default, defect or deficiency is found in the
         design and performance/ workmanship of the “ERP SOLUTION” and other
         Services provided by the Bidder/Consortium, the Bidder/Consortium shall
         promptly,   in      consultation     and   agreement   with   HLL,   and      at   the
         Bidder/Consortium‟s sole cost repair, replace, or otherwise make good (as the
         Bidder/Consortium shall, at its discretion, determine) such default, defect or
         deficiency as well as any damage to the “ERP SOLUTION” caused by such
         default, defect or deficiency. Any defective Subsystem that has been replaced by
         the Bidder/Consortium shall remain the property of the Bidder/Consortium.


6.12.4   If the “ERP SOLUTION” or Subsystem cannot be used by reason of such default,
         defect or deficiency and/or making good of such default, defect or deficiency, the
         defects liability period for the “ERP SOLUTION” shall be extended by a period
         equal to the period during which the “ERP SOLUTION” or Subsystem could not
         be used by HLL because of such defect and/or making good of such default,
         defect or deficiency.


6.12.5   The warranties provided herein are in lieu of all other warranties, both express
         and implied, and all other warranties, including without limitation that of
         merchantability or fitness for intended purpose is specifically disclaimed.




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

6.13.1 Penalty: The Bidder/Consortium has to meet each Functional and Technical
       Requirement specification (Refer Annexure # 7 and Annexure # 8) as agreed at the
       time of bidding for all modules. During any time of the implementation phase, if the
       ERP solution is found to be not meeting the requirement specifications, penalty
       structure as detailed below shall be applicable. These penalties are leviable in
       addition to any other recoveries/levies mentioned else where in this tender document.


      While HLL insists to meet all the Essential requirement specifications, for any delay
       in meeting the Essential requirement specifications beyond one month from the User
       Acceptance Test of the Project and for not meeting such Essential requirement
       specifications (Refer Annexure # 7 and Annexure # 8) of 20 or more – maximum of
       5% of total implementation service charges will be levied as penalty. If it is less than
       20 critical requirement specifications, the penalty shall be levied 1/20th of 5% of total
       implementation service charges multiplied by actual number of critical requirement
       specifications.


      While HLL insists to meet all the Desirable requirement specifications, for any delay
       in meeting the Desirable requirement specifications beyond three months from Go-
       Live of the Project and for not meeting such Desirable requirement specifications of
       20 or more – maximum of 2% of total implementation service charges will be levied
       as penalty. If it is less than 20 Desirable requirement specifications, the penalty shall
       be levied 1/20th of 2% of total implementation service charges multiplied by actual
       number of Desirable requirement specifications.


      The above penalty is only for delay in providing solution to the Functional &
       Technical Requirement Specifications in time as per schedule given in the Contract.
       Even after completion of the time given as above, if the requirements are still not met
       by the successful bidder, the requirements of HLL will be carried out by another
       alternative party at risk and cost of the successful bidder. In such an event the entire
       additional amount incurred by HLL in addition to the penalty levied above will be
       recovered from the pending bills of the successful bidder and if the same is not
       sufficient, the Performance Guarantee given by the successful bidder shall also be
       used to recover the costs incurred by HLL. If the amount is still not sufficient to meet

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          the costs incurred by HLL, the same is to be made good by the successful bidder on
          notifying the same by HLL in writing to the Leader of the Bidder/Consortium.


6.13.2 Performance Guarantee/Warranty:
6.13.2.1Final acceptance certificate for the respective components of ERP solution will be
          issued on completion of respective performance guarantee (warranty) periods. The
          bidder will provide the following:
               Performance Guarantee (PG) for the ERP solution as per criteria defined in this
                document is for the period of One Year for the Implementation Services from
                Stabilization Acceptance. During the performance guarantee period, the
                implementation partner shall extend all services required including but not
                limited to the details given in Clause 6.9.
               In case of ERP Product, the Performance Guarantee shall commence from the
                stabilization acceptance for the period of one year, however ATS may start
                from date of installation of ERP Product. The support required is including but
                not limited to the details given at 6.13.3.1.1
               All equipment provided, installed, commissioned for the proposed project,
                should be registered with the respective OEMs in the name of HLL.


6.13.2.2.     Performance guarantee / warranty / technical support for each element of the ERP
              Solution, viz.: the ERP software, hardware and network hardware implementation
              services covering the periods mentioned at 6.13.2.1 for respective items shall be
              complied by the bidder to the satisfaction of HLL.


6.13.2.3.     The bidder will guarantee to HLL the performance of the ERP solution for a
              period as stated above. This Performance Guarantee (PG) will be applicable to all
              components of the solution including ERP software, hardware and network
              implementation services.


6.13.2.4.     HLL will measure the performance of the ERP solution against the Technical
              parameters and performance levels as indicated in Annexure # 3. The bidder
              should provide performance levels at normal and peak load and HLL‟s decision
              in this respect shall be final and binding on all Bidder/Consortium members.


6.13.2.5.     The Bidder/Consortium guarantees that, once the User Acceptance and
              Stabilization Acceptance Certificate have been issued, the “ERP SOLUTION”

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            represents a complete solution to the HLL‟s requirements set forth in the Scope of
            Work and it conforms to all other aspects of the Contract.


6.13.2.6.   If, for reasons entirely attributable to the Bidder/Consortium, the “ERP
            SOLUTION” does not conform to the Scope of the Work or does not conform to
            all /any other aspects of the Contract, the Bidder/Consortium shall at its cost and
            expense make such changes, modifications, and/or additions to the “ERP
            SOLUTION” as may be necessary to confirm to the Scope of Work and meet all
            functional and performance standards. The Bidder/Consortium shall notify HLL
            upon completion of the necessary changes, modifications, and/or additions and
            shall request the HLL to repeat the Stabilization Acceptance Tests until the “ERP
            SOLUTION” achieves Stabilization Acceptance Tests/ the desired results.


6.13.2.7.   If the “ERP SOLUTION” (or Subsystem[s]) fails to achieve Stabilization
            Acceptance, due to reasons entirely attributable to the Bidder/Consortium, then
            HLL may consider termination of the Contract, pursuant to Clause 5.5, and
            forfeiture of the Bidder/Consortium‟s performance security in accordance with
            Clause 6.19 in compensation for the extra costs and delays likely to result from
            this failure without prejudice to other rights of HLL available under the contract.


6.13.2.8.   Further during validity of the above mentioned Performance Guarantee, for non-
            performance against any of the Technical Parameters (given below) HLL will
            reserve right to levy penalty. A penalty of 2.5% of the total contract value for not
            meeting the response time as mentioned below and another 2.5% of the total
            contract value for not meeting the Uptime requirements as mentioned in the table
            below of Technical Parameters and will notify the bidder accordingly. The
            decision of HLL in arriving at the penalty will be final, but it will not exceed 5%
            of total contract value.


Technical parameters


User Activity to be guaranteed by the vendor                             All ERP users
                                                        Direct connect       Remote connect
Menu Navigation – Displaying the appropriate < 1 sec                         < 2 sec
menu as per defined user role and profile
Screen Opening – Display of the selected data entry < 2 sec                  < 5 sec
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screen from the menu
Field Navigation – Navigation between different < 1 sec                    < 3 sec
data entry fields in the Screen
Look up response – Display of items from a List of     < 1 sec             < 10 sec
Values
Look up response – To display items from table         < 5 sec             < 15 sec
Screen Navigation – Navigation between different < 1 sec                   < 13 sec
data entry screens (from one to another)
Transaction Commit – Transaction saving after < 2 sec                      < 20 sec
completing the data entry
Query retrieval – Online Simple query                  < 5 sec             < 12 sec
query entered by the Medium                Complexity < 8 sec              < 15 sec
user                         query
                             High Complexity query     < 15 sec            < 20 sec
Reports      response    – Simple query                < 5 sec             < 12 sec
Report fired by the user Medium            Complexity < 25 sec             < 30 sec
from        the     Report query
Generator                    High Complexity query     < 1 min             < 3 min




The above response time should be based on simulated environment assuming 50 % of
actual load in a multi user LAN environment.


Uptime Requirement:
The System shall have an availability of at least 99.90%. The availability will be calculated
based on the following formula:


A = (tsh – (tud- tepd)) * 100 / tsh


          A: Availability (percent)
          tsh: Total Service Hours
          tud: Total Unscheduled Downtime (hours)
          tepd: Total Excused Performance Downtime (hours)


Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled
Downtime. Total Service Hours are all the Service Hours in the calendar month Unscheduled
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Downtime is where the Production Infrastructure is unavailable during Service Hours and
outside the Scheduled Downtime.


Scheduled Downtime is
       Planned maintenance, with all such planned maintenance to be agreed in advance by
        the Service Provider and HLL; and
       The scheduled back-up windows specified in the operational procedures manual or as
        otherwise agreed.


Excused Performance Downtime means the elapsed time for any outage due to the result of an
excused performance problem i.e. non-availability of raw power provided by HLL after
scheduled backup time of UPS working on redundant mode.


The Uptime includes the following infrastructural / System uptime collectively:
       Database uptime,
       Local area/Intranet network Uptime
       RP server uptime,
       Portal Uptime,
       VPN network uptime,
       Branch offices application uptime
       ERP and other software uptime
       Other systems affecting ERP uptime.


6.13.3 Annual Technical Support (ATS) / Annual Maintenance Contract (AMC)


HLL desires the bidder to provide AMC/ATS with respect to the following:


    1. ATS for the Product - The support includes support for patches as well as upgrades.
        The support required is including but not limited to the details given at 6.13.3.1.1
    2. AMC for the support - This can be extended for minimum period of seven years from
        the date of installation, after which the same will be renewed on mutually agreeable
        terms and conditions.


HLL reserves the right to cancel any of the above ATS/AMC contracts after giving three
month notice in case the service provider under the respective AMC contract is not
satisfactory. In such case, HLL shall execute an AMC contract with any other party for the

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balance period at the risk and cost of the bidder.


6.13.3.1. Detailed Scope of AMC/ATS:


6.13.3.1.1. Annual Technical Support:
The ATS Contract should cover the services which the Supplier provides normally under
Technical Support and shall include minimally the following support for ERP, RDBMS, EAI
products and all other standard third party software wherever applicable:
        All Product upgrades
        Technical Support for integration or installation of any patch or product upgrade with
         any third party software.
        Periodic site visit.


6.13.3.1.2. Annual Maintenance Contract:
The AMC Contract should cover the services which the Supplier provides normally under
support contract and shall include minimally the following support
        User & Technical support on a 24x7 basis.
        Periodic site visit.
        Tuning of ERP / Database software.
        Error correction
        Assisting HLL on technological upgrades / enhancements


6.14 Governing Law
The Contract shall be governed by and interpreted in accordance with the laws of India.


6.15      General
6.15.1 There shall be no suspension of work on account of arbitration provided that the
         obligations of HLL and the Bidder/Consortium shall not be altered by reasons of
         arbitration being conducted during the progress of Works. Neither party shall be
         entitled to suspend the work to which the dispute relates on account of arbitration.


6.16 Insurance
6.16.1       The comprehensive insurance and safety of all men and material of the
             Bidder/Consortium at HLL‟s site shall be the responsibility of the
             Bidder/Consortium. The comprehensive insurance should cover for full value
             against loss, damage or destruction by fire, lightning, earth quake, theft, pilferage,

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          non-delivery of package/packages and all other risks including strikes, riots and
          civil commotions during transit, storage, testing & commissioning and guarantee
          tests to protect HLL and the Bidder/Consortium.
6.16.2.   The insurance policy shall be tripartite, HLL being the beneficiary. The insurance
          cover shall remain in full force up to the time the ERP Solution is accepted and
          Stabilization Acceptance Certificate is issued by HLL. The Bidder/Consortium
          shall produce the insurance policy and receipts for the premium at the appropriate
          time. All money received under any such policy shall be applied in or towards the
          cost incurred for the damage/deficiency but this provision shall not affect the
          Bidder/Consortium liabilities under the Contract.
6.16.3.   The Bidder/Consortium shall maintain in full force and affect all such insurances
          as above and required by the law for the purpose of the Contract at the cost of the
          Bidder/Consortium.
6.16.4.   The Bidder/Consortium shall furnish to the Project Manager and HLL with
          evidence of such insurance a copy of the issued policy and any cancellation or
          termination thereof. Should the Bidder/Consortium default in paying any
          premium when due, Project Manager or HLL, without prejudice to other remedies
          set forth in this Agreement shall be at liberty to pay such premium and recover
          the same from Bidder/Consortium.
6.16.5.   The provisions contained within this clause are not intended to and do not impair
          or in any manner limit the liabilities or obligation assumed by Bidder/Consortium
          as may be set forth more fully elsewhere in the Contract.
6.16.6.   The Bidder/Consortium‟s services shall include the filing and pursuance of all
          insurance claims on behalf of HLL and the entire work incidental thereto till
          realization of claim.
6.16.7.   HLL shall be the principal holder of the policy along with the Bidder/Consortium.
          HLL reserves the exclusive right to assign the policy.
6.16.8.   The Bidder/Consortium shall be responsible for effecting insurance under the
          Indian Workmen‟s Compensation Act and any other insurance in accordance with
          the Indian laws and regulations at his own cost.
6.16.9.   If any Contract work including supplies and services perishes or becomes
          unserviceable due to any cause whatsoever, including missing, shortage, loss or
          damage and/or various destructions and risks as at Clause No.6.16.1 above-said,
          the Bidder/Consortium shall on demand by HLL make replacement at his own
          cost and in such a way as to avoid disturbances in the general progress of ERP
          solution implementation. This shall apply irrespective of the question whether or

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           not the risk has passed to HLL or who shall be responsible for such unserviceable
           ness as aforesaid.
6.16.10.   Upon arrival at Site, all Equipment, Materials, commissioning spares, special
           tools & tackles, all consumables, etc., the Bidder/Consortium shall assume
           custody thereof and remain responsible therefore, until the GO LIVE acceptance
           Certificate is issued by the Project Manager.
6.16.11.   The Bidder/Consortium shall, as custodian, be responsible for communicating to
           the Project Manager / Employer any shortages, missing, breakages, damages, etc.
           as soon as they come to his notice without prejudice to his obligation under
           contract.
6.16.12.   The insurance policy obtained by the Bidder/Consortium shall also cover liability
           for accidents resulting in death, injury, damage to property of HLL or any third
           party including employees of third parties‟ and / or HLL employees within the
           premises and precincts of HLL.


6.17 Bidder to Obtain His Own Information
6.17.1.    Bidder shall for all purposes and whatsoever reason may be, deemed to have
           independently obtained all necessary information for the purpose of preparing his
           tender. The correctness of the details given in the Bid Document is for guideline/
           information only, to help the Bidder to prepare his tender.
6.17.2.    Bidder shall be deemed to have examined the bid documents and to have obtained
           his own information in all matters whatsoever that might influence carrying out
           the implementation of the ERP Solution at the scheduled rates and satisfied
           himself to the sufficiency of his bid. Any error in description or quantity or
           omission    there    from   shall   not   vitiate   the   contract   or   release   the
           Bidder/Consortium from executing the work comprised in the contract according
           to the scope of work and specifications at scheduled rates. He is deemed to know
           the scope, nature and magnitude of implementing ERP Solution.
6.17.3.    The Bidder/Consortium shall be deemed to have visited the sites, offices and
           surrounding areas, to have satisfied itself to the nature of all existing Business
           Processes and also as to the nature and the conditions of available facilities and
           communications and possible interruptions there to the access and egress from
           site and to have made enquiries, examined satisfied himself of the sites in respect
           to requirements for implementing ERP Solution and to have made local
           independent enquiries on all matters affecting the contract. He is deemed to have
           acquainted himself his liability for payment of Government Taxes, Customs and

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          Duties and other charges.
6.17.4.   Any neglect or failure on part of the Bidder in obtaining necessary and reliable
          information on issues stated in the above clause or any other matters affecting the
          contract shall not relieve him from any risks or liabilities or the entire
          responsibility for implementing the ERP Solution at the scheduled rates and time
          in strict accordance with the contract documents.
6.17.5.   Any change in site conditions or technological requirement shall be binding on
          the Bidder/Consortium and no extra claim on this account shall be entertained.
6.17.6.   The oral agreement or inference from conversation with any officer or employee
          of HLL either before, during or after the execution of the contract agreement shall
          not in any way affect or modify the terms and obligations herein contained.


6.18 Performance Guarantee (Security Deposit)
6.18.1.   Performance Guarantee: The Bidder/Consortium shall furnish a Performance
          Guarantee in the form of DD issued from any Nationalized Bank in India and
          having a branch at Thiruvananthapuram, within 15 days from the date of issue of
          LOA by HLL, for an amount equivalent to 10% of the value of the order, valid
          for one month beyond the PG period. On satisfactory performance and
          completion of the order in all respects and duly certified to this effect by the
          Project Manager, Contract Completion Certificate will be issued and the
          Performance Guarantee will be returned to the Bidder/Consortium. HLL shall not
          be liable to the Bidder/Consortium for any matter or thing arising out of or in
          connection with the Contract or the implantation of the “ERP Solution” unless the
          Bidder/Consortium shall have made a claim in writing in respect there of before
          issue of the Contract Completion Certificate.
6.18.2.   If Bidder/Consortium or their employees damage, break, deface the property
          belonging to HLL or others during the execution of the contract, the same shall be
          made good by the Bidder/Consortium at his own expense and in default thereof;
          the Project Manager may cause the same to be made good by other agencies and
          recover expenses from the Bidder/Consortium for which the certificate of the
          Project Manager shall be final.
6.18.3.   Performance Guarantee shall be for the due and faithful performance of the
          Contract and shall remain binding notwithstanding such variations, alterations or
          extensions of time as may be made, given, conceded or agreed to between the
          Bidder/Consortium and HLL.
6.18.4.   Should the extent or the object of the Contract be altered during the execution of

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           the Contract in such a way as to effect an increase or decrease on the Contract
           Price by more than 10%, the amount in the Performance Guarantee shall be
           increased or decreased correspondingly.
6.18.5.    The EMD submitted by the successful Bidder/Consortium shall be adjusted
           against the Performance Guarantee and the remaining PG amount will be
           collected from subsequent payments (up on request). The Performance Guarantee
           shall be retained by HLL till the end of the Term as defined in the Contract.


6.19.     Forfeiture of Performance Guarantee
6.19.1.    Whenever any claim against the Bidder/Consortium for the payment of a sum of
           money arises out of or under the contract, HLL shall be entitled to recover such
           sum by en-cashing in part or whole the Performance Guarantee submitted by the
           Bidder/Consortium. In the event of the Performance Guarantee being insufficient
           or if no other security has been taken from the Bidder/Consortium, then the
           balance or the total sum recoverable as the case may be, shall be deducted from
           any sum then due or which at any time thereafter may become due to the
           Bidder/Consortium. The Bidder/Consortium shall pay to HLL on demand any
           balance remaining due.
6.19.2.    In the event of any breach by the Bidder/Consortium or any loss or damage
           suffered by HLL which in the opinion of HLL that the loss or damage has arisen
           due to reasons attributable to Bidder/Consortium or in the event of the
           termination of the contract for any such breach, the Performance Guarantee is
           liable to be forfeited. The decision of forfeiture by HLL shall be final and binding
           on the Bidder/Consortium.


6.20.     Time of Performance
6.20.1.    The Zero date of the contract shall commence from the date of award of contract
           by HLL. Time period for implementing ERP solution is 20 months (14 Months
           till Go-live and 6 months of on site stabilization support, including the 14 days of
           initial mobilization) from the date of award of contract.
6.20.2.    The Bidder/Consortium should bear in mind that the stipulated time for
           completing the scope as per the contract is the essence of the contract, unless such
           time is extended pursuant to the provisions of this contract. Request for revision
           of time after tenders are opened will not receive consideration. The above period
           of fourteen days for submission of Performance Guarantee is also included within
           the overall schedule, not over and above the completion time.

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6.20.3.      The Bidder/Consortium shall complete the entire work inline with tender
             specification within the stipulated time frame. No extra time or extension of
             contract period is allowed unless specifically agreed to in writing by HLL. The
             work shall be completed in all respects within a period of fifteen months from the
             date of award of contract.


6.21      Extension of Time
If, for any special circumstances, an extension of time for implementing ERP Solution is
required, then the Bidder/Consortium shall inform to the Project Manager, within 15 days
from the date of occurrence of such circumstances, request with full particulars for extension
of time for which it may consider itself entitled in order that such request may be examined.
The decision of the Project Manager / HLL, shall be final and binding in this aspect and no
additional remuneration shall be payable for the extended period for the scope of work
covered under LOA.


6.22      Prices
6.22.1       The Bidder/Consortium should submit their prices separately for each category of
             supply/service/installation & commissioning as per enclosed price bid format at
             Form # 8.7
6.22.2.      The Price quoted by the Bidder/Consortium shall remain firm and binding during
             the Contract Period subject to the variations stipulated hereinafter. The Bidder
             shall perform all his works as envisaged in the Agreement.
6.22.3.      Should the actual physical supplies and services are found more than those
             indicated by the Bidder/Consortium in the Price Schedule, the Bidder/Consortium
             shall not be entitled for any additional amount from HLL. However in the event
             of decrease in actual         supplies/services/installation & commissioning, the
             Contract     Price   shall   be    proportionately   adjusted   for   the   decreased
             supplies/services/installation & commissioning based on the break-up furnished
             by the Bidder/Consortium as annexure to the Price Schedule.
6.22.4.      The prices to be quoted are intended to provide for all works duly and properly
             completed in accordance with the General Conditions of Contract and Special
             Conditions of Contract. Any additional items that are essential for execution and
             satisfactory implementation of ERP solution shall be deemed to include and cover
             but not limited to inter-alia, the following:
       6.22.4.1.     The Prices shall include cost of delivery of all items for successful
                     implementation of ERP solution. Items / Materials delivered by the

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                    Bidder/Consortium for which payment was made by HLL shall remain
                    the property of HLL whether those are used or not.
      6.22.4.2.     The delivery terms for all supplies/services shall be on F.O.R. HLL‟s site
                    basis. Payment against supplies shall be released only on receipt and
                    acceptance of material as per payment terms referred at Clause No: 6.28.
      6.22.4.3.     The prices quoted by the Bidder/Consortium shall be inclusive of all
                    taxes, duties, levy etc., imposed by State/Central/Local Governments and
                    includes CENVAT (Excise Duty), Service Tax and Education Cess
                    thereon, CST, Local taxes/VAT wherever applicable, Octroi, Entry tax if
                    any, TOT and any other levy applicable as on the date of opening of
                    Technical and Commercial Bid or revision in prices, if any. Breakup of
                    tax structure to be given separately.
      6.22.4.4.     The bidder has to indicate the amount of Kerala VAT and service tax for
                    which they shall provide relevant documents for enabling HLL to claim
                    Input Tax Credit on Kerala VAT and CENVAT credit on account of
                    service tax. The bidder shall note that the evaluation of the tender shall be
                    made net of Input Tax Credit on Kerala VAT and CENVAT credit on
                    service tax wherever the same are applicable. The Bidder shall also
                    indicate the applicable Kerala VAT rates and corresponding amounts on
                    which such Kerala VAT rates are applicable in the table at the end of
                    “Details of Price Schedule” at Form # 8.7.
      6.22.4.5.     The Bidder shall also indicate the amount and percentages of excise duty
                    included in the prices wherever applicable and submit the necessary
                    documents confirming the same.
6.22.5.     The prices against installation, testing & commissioning shall be quoted
            (including all taxes, duties, levies, service tax and education cess thereon etc.) in
            Indian Rupees and the payment terms are as per Clause No 6.28. The
            Bidder/Consortium is required to indicate the rates and amounts of taxes, duties,
            levies, and service tax and education cess thereon etc., included in the price
            separately.
6.22.6.     The Service Tax and Education Tax thereon shall be paid to the extent the bidder
            submits the required documents to enable HLL to claim and obtain CENVAT
            credit for the same as per the provisions of Service Tax Act. However the
            payment of service tax and education cess thereon shall be restricted to the total
            amount as indicated in Price Schedule (Form # 8.7)
6.22.7.     All payments shall be made direct to the bidder or the Bidder/Consortium

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           member on necessary certification by the Bidder/Consortium leader and on
           compliance of contractual terms & conditions. No LC is envisaged for Rupee
           payment under the Clause No. 6.22.2 to 6.22.4 above.
6.22.8.    In case of shortage/missing/damage/ failure of any material identified at any point
           of time within the period specified by the Contract including guarantee period,
           the agency shall supply/replace the same without any financial implication to
           HLL. The taxes, duties, clearing & forwarding and other charges incurred by
           HLL in this regard shall be recovered from the Bidder/Consortium‟s pending bills
           and in case no bills are pending the same shall be made good by the
           Bidder/Consortium. The Bidder/Consortium shall accordingly submit the
           subsequent invoices.
6.22.9.    The Bidder/Consortium shall stand guarantee for the overall performance as per
           Clause No 6.13.2 including for the supplies made/work done and work to be done
           by   their   Bidder/Consortium      members.     Towards     this   guarantee,   the
           Bidder/Consortium shall submit a PG for 10% of the Contract Price as per Clause
           No 6.18 of the tender document.
6.22.10.   The cost of all superintendence of labor, materials, tools, equipments, mobilizing
           and demobilizing equipment, fixtures, transport charges, insurance charges,
           temporary and permanent works, testing, handling of materials, stocking and
           removal charges of any rejected materials, power arrangement and satisfactory
           maintenance of the same for the full and satisfactory completion of the works
           intended should also be included in the price.
6.22.11.   All fees, duties, royalties, rent and compensation to owner for surface damage or
           taxes and impositions payable to local authorities in respect of all materials
           supplied for the work or other duties or expenses for which the
           Bidder/Consortium may become liable or may be put to under any provision of
           the law for the purpose of or in connection with the execution of the Contract
           including levies payable on all transactions.
6.22.12.   Unless otherwise specified in the specification schedule, cost of all leads.
6.22.13.   Considering the progress of the works and in order to meet the Contract
           Schedule, the Bidder/Consortium shall carry out the works on round the clock if
           required, duly complying the statutory and site requirements.
6.22.14.   Any other activity necessary for the completion of the supply, installation, tests &
           commissioning of the ERP solution up to guarantee period as per General
           Conditions of Contract, Special Conditions of Contract if any, and Specifications.
6.22.15.   The Bidder/Consortium has to consider all taxes, duties, levies, etc., applicable

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            for executing this Contract and accordingly, shall indicate the excise duties, all
            taxes, etc. considered on various supplies and services included in his offer. Non
            inclusion or omission either declared or not declared on the part of the
            Bidder/Consortium shall be construed as inclusive of such duties or taxes in his
            quoted price as may be applicable as on the Base Date i.e. Date of opening of
            Technical and Commercial bids or Date of opening of revised price bid, if any,
            and the same shall not be a reason for reimbursement of the difference in excise
            duty, all taxes, custom duty, etc at a later date.
6.22.16.    All procedures required under statutes, for availing any concessions under
            relevant tax laws shall be adhered to by the Bidder/Consortium.
6.22.17.    The Bidder/Consortium shall note that the prices quoted for all the items and
            services listed at Form # 8.7 (Price Schedule format) shall include scopes listed
            above.


6.23       Taxes & Duties
6.23.1      The price with rates quoted shall be inclusive of all taxes, duties, service tax and
            education cess thereon. Service tax and education cess thereon shall be paid
            subject to the Bidder/Consortium complying with all the statutory requirements
            and furnishing the relevant documents, to facilitate HLL to claim the CENVAT
            credit which inter-alia include copy of Registration Certificate from their
            jurisdiction of Superintendent of Service tax and cenvatable invoices containing
            the following details:
                      i. Name, address and the registration number and service tax range of
                         each Bidder/Consortium member.
                     ii. Name and address of the person receiving taxable service.
                     iii. Description, classification and the value of taxable service provided.
                     iv. Service tax and education cess payable thereon.
            However the payment of service tax and education cess thereon shall be restricted
            to the total amount as indicated in Price Schedule (Form # 8.7)


6.23.2      Introduction/upward variation in taxes if any applicable after opening of price
            bid/revised price/revision in price as the case may be (based on which the order
            on contractor shall be placed) shall be paid by HLL subject to production of
            necessary documents by the Bidder/Consortium. Similarly withdrawal/downward
            revision in variation in taxes shall be adjusted in the price quoted and benefit
            shall be passed to HLL. Fresh taxes & levies, if any, as may be applicable on this

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         contract, shall be reimbursable against documentary proof to be submitted by the
         Bidder/Consortium. The bidder has to consider all taxes & duties applicable on
         this contract. Any omission, or non-inclusion, either declared or not declared, of
         any taxes and duties that are applicable at the time of submission of price
         bid/revised price bid /revision in prices shall not be considered as a reason for
         reimbursement of such taxes and duties at a later date.
6.23.3   During tenure of the contract if any new taxes/duties/levies etc. are imposed or
         rates undergo changes, as notified by the Government and become applicable to
         the subject works, the same shall be paid by HLL on production of documentary
         evidence in respect of payment of the same. Similarly, benefits accruing to
         agency on account of withdrawal/reduction in any existing taxes and duties shall
         be passed on to HLL.
6.23.4   Variation in the rates of excise duty, sales tax, service tax, education cess and
         secondary higher education cess thereon after opening the Price Schedule and/or
         revised Price Schedule as the case may be (based on which the order on
         Contractor shall be placed) shall be paid by HLL subject to production of
         necessary documentary evidence by the Bidder/Consortium at the time of
         submission of bill. Similarly withdrawal/ downward revision in excise duty and
         sales tax shall be adjusted in the price quoted and benefit shall be passed to HLL.
         However if the Work is delayed for the reasons attributable to HLL and extension
         of the Time for Completion is granted, variation in Taxes and Duties enacted
         during Contractual completion/execution period, the adjustment in contract price
         shall be allowed within the extended period of the Contract. Similarly, if the
         Work is delayed for the reasons attributable to the Bidder/Consortium, variations
         in Taxes and Duties will not be paid.
6.23.5   The Bidder/Consortium shall bear and pay all the liabilities in respect of
         nonobservance of all legal requirements as per various statutory provisions.
6.23.6   VATable invoice shall be submitted by the Bidder/Consortium members duly
         complying with the procedure and conditions stipulated by tax authorities to
         facilitate HLL to claim ITC on VAT for all supplies made from within the State
         of Kerala. Payment of Kerala VAT shall be restricted to the value of Kerala in
         VATable invoices
6.23.7   In case of bought-out items outside the State of Kerala, the Bidder/Consortium
         shall make “Sale in Transit” as per Section 6(2) of Central Sales Tax Act 1956
         and all formalities required shall have to be observed by the Bidder/Consortium.
6.23.8   The adjustment in the Contract Price towards imposition of new taxes or

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          abrogation of existing taxes shall be applicable only if the new tax is enacted or
          existing tax is abrogated within Contractual delivery/execution period. For any
          variation due to enactment of new tax or abrogation of existing tax after
          Contractual delivery / execution period, adjustment in the Contract Price shall not
          apply.
6.23.9    All formalities required under statutes, for availing any concessions under
          relevant tax laws shall be adhered to by the Bidder/Consortium


6.24     Deduction of Taxes at Source
6.24.1    Recovery at source towards income tax calculated at the rate prescribed from
          time to time under the Income Tax Act 1961 and other relevant sections of
          Income Tax Act shall be made from the bills of the Bidder/Consortium and the
          amount so recovered shall be deposited with the Income Tax Department.
          Necessary TDS certificate to this effect will be issued to the Bidder/Consortium
          in the prescribed pro-forma.
6.24.2    If any other taxes / duties / cess etc are to be recovered at source as per
          Government regulations / Legislation from time to time, the same shall be
          recovered from the bills payable to the Bidder/Consortium. Necessary receipt to
          this effect will be issued to the Bidder/Consortium in this regard as per the
          applicable legislation.


6.25     Liquidated Damages
6.25.1    The Bidder/Consortium shall stand guarantee for the performance and output as
          envisaged in the bid specifications.
6.25.2    If the Bidder/Consortium fails in the due performance of the contract within the
          time fixed by the contract or any extension thereof and/or to fulfill its obligations
          in time under the contract or any extension thereof, Bidder/Consortium shall be
          liable to pay liquidated damages to the extent of a sum of 0.5% of the contract
          value per week or part thereof for which the delay has occurred, subject to a
          maximum of 10% of the contract value. Once the maximum is reached, HLL may
          consider termination of the contract. In assessing such delays, the Project
          Managers decision is final and binding on the Bidder/Consortium.
6.25.3    The recovery of liquidated damages shall not relieve the Bidder/Consortium from
          its obligations to complete the work or from any of its obligations and liabilities
          under the contract.
6.25.4    The decision of HLL/Project Manager with respect to clause no. 6.25 is final and

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           binding on the Bidder/Consortium


6.26       Ownership of Documents and Copy Rights
6.26.1     All study documents, data and specification prepared by the Bidder/Consortium
           shall be the property of HLL. As and when required or upon termination of the
           agreement, the aforesaid documents of all versions shall be handed over to HLL.
           Bidder/Consortium shall take all necessary steps to ensure confidentiality in
           handling of all the matters pertaining to business process studies, data,
           specifications, methods and other information developed or acquired or furnished
           by HLL by means of this agreement or in the performance thereof.
6.26.2.    Intellectual Property Rights in the ERP base products and Standard Materials
           shall remain vested in the owner of such rights. HLL shall be granted non
           exclusive, and paid up license to use the ERP base products and Standard
           Materials including modifications thereto for the purposes agreed herein. The
           Intellectual Property Right of the other elements of the “ERP Solution” shall be
           exclusively with HLL. However HLL has rights to transfer the ERP base products
           licenses to any Unit/Plant/Office of HLL.
6.26.3.    HLL‟s Contractual rights to use the ERP base products may not be assigned,
           licensed, or otherwise transferred voluntarily except in accordance with the
           relevant license agreement and in case of transfer of ERP base products licenses
           to any Unit/Plant/Office of HLL as given in clause 6.26.2 above.


6.27      Transfer of Ownership
6.27.1     Ownership and the terms of usage of the Software and Materials supplied under
           the Contract shall be governed by Clause 6.26 (Ownership of documents and
           copyright). The vendor shall grant HLL a perpetual license to use the software
           without any additional payment or obligations to enter into a contract for
           maintenance or support.




6.28      Billing and Payment Terms
6.28.1     Bidder/Consortium shall submit running account bills as per agreed payment
           terms with supporting documents for having achieved the designated milestone
           activities. Payment shall be released on submission of the bill with supporting
           documents duly certified by the Project Manager or his representative appointed

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               and after deducting applicable taxes, penalty and other recoverable. Against
               deduction of statutory taxes, tax deduction certificates where ever applicable shall
               be issued as per the applicable provisions of the statute. The Project Manager
               may make any corrections or modifications, if required, to any previous bills
               certified by him.


6.28.2.        Payment will be released at each designated stage, subject to: Raising of running
               account Bill by the Bidder/Consortium, Proof of Completion of work as per
               contract and certification of the same by the Project Manager.
6.28.3.        All bills/invoices must be raised in INR only and also payments to
               Bidder/Consortium will be made only in INR
6.28.4.        Contract execution, Billing and Payments shall be carried out from the Corporate
               Head Office of HLL. All interactions regarding the execution of the contract,
               submission of bills and correspondence on any matter shall be done with the
               designated Project Manager or designated Manager.
6.28.5.        HLL will release payments based on milestones of work completion as indicated
               in the table below:


Sl        Description                                               % of Price Payable
no
A         Supply of ERP and other related software
1         Upon supply and installation/ activation of ERP 80%
          (including third party) application, related software,
          data base etc. (in staggered manner based on number
          of licenses procured)
2         On issue of Stabilization Acceptance Certificate 10%
          (SAC) or 15 months from the date of award of
          contract whichever is later.
3         On Final Acceptance of the ERP Solution on 10%
          successful completion of PG period
B         Installation of Computer Centre Components
1         Upon installation of equipment / facilities - Payment 80%
          for installation of respective equipment / facility
          (wherever the price break up of individual items are
          available) as per the % (given alongside)       cost of
          installation & commissioning as per the price
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       schedule. (Separate invoices are to be submitted for
       cost of installation & commissioning.)
2      At the end of the Stabilisation Period after issuance of 10%
       stabilization acceptance report.
3      On Final Acceptance of the ERP Solution on 10%
       successful completion of PG period
C2     ERP Implementation Services
       The Value of ERP Implementation Services are released in 8 parts on completion of
       respective activities as given below
1      Acceptance of As-Is Report                               5%
2      Acceptance of Business Blueprint Document                10%
3      Completion of Final Conference Room Pilot                10%
4      Completion of User Acceptance Testing                    15%
5      Completion of Training                                   15%
6      Completion of Go Live Acceptance                         20%
7      At the end of the Stabilisation Period after issuance of 15%
       stabilization acceptance report.
8      On Final Acceptance of the ERP Solution on 10%
       successful completion of PG period
E      ATS for ERP and other related software
1      Pro-rata Quarterly ATS at the end of every quarter on 100%
       calendar year basis
F      AMC for ERP and other related software
1      Pro-rata Quarterly AMC at the end of every quarter on 100%
       calendar year basis


6.29     Waiver
Failure of HLL to insist upon strict performance of any terms and conditions of the contract
will not be deemed a waiver of any rights or remedies that HLL may have and will not be
deemed a waiver of any subsequent default under the terms and conditions of the contract. No
right or remedy of HLL will be exclusive of any other right or remedy and HLL will have all
the rights and remedies given under the contract and now or hereafter existing in law or by
statute. The shipping or delivery by the Bidder/Consortium or receiving of or payment by
HLL for the work under this contract will not be deemed a waiver of any rights for any prior
failure by the Bidder/Consortium to comply with any of the provisions of the contract.


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6.30      Employees of HLL Not Individually Liable
No Director or official or employee of HLL shall in any way be personally bound or liable for
the acts or obligations of HLL under the contract or answerable for any default or omission in
the observance or performance of the acts, matters or things which are herein contained. The
Bidder/Consortium shall not be entitled to any increase on the scheduled rates or any other
rights or claims whatsoever by reason of any representation, explanation, statement or alleged
understanding, promise or guarantees given or to have been given to him by any person.


6.31 Workplace/Facilities for Bidder/Consortium‟s Site Office

6.31.1.     Suitable workspace in the respective sites/offices may be provided to the
            Bidder/Consortium subject to the availability, free of charge. However, providing
            such space and store is for the smooth execution of contract and non provision of
            such space does not bind HLL and make HLL liable to the Bidder/Consortium in
            any manner except as specifically provided in the contract terms. HLL is not
            liable for any loss or damage to the Bidder/Consortium‟s equipment/material as a
            result of variation in voltage or frequency or interruption in power supply or other
            loss to the Bidder/Consortium arising there from.
6.31.2.     HLL will supply electric power 220/440V, 3 phase/single phase, 50 cycles from
            the nearest established substation free of cost, for the site works and approved site
            offices. Only one outlet will be provided from the point of supply.
6.31.3.     Though efforts will be made by HLL to maintain regular power supply, HLL
            shall not be responsible for any failure in power supply and any consequences
            arising there from. The Bidder/Consortium shall obtain the approval of the
            Project Manager/HLL for installation of machinery and electric power supply
            connection to them. The contractor shall be responsible for any defect therein.
            Any defects pointed out by HLL in the distribution system shall be rectified
            forthwith to the satisfaction of Project Manager by the Bidder/Consortium, failing
            which the power supply may be cut off by HLL/Project Manager.


6.32      Residential Accommodation
No boarding /lodging will be provided by HLL to the staff of Bidder/Consortium. The same
has to be arranged by the successful Bidder/Consortium at its own cost.




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6.33      Transportation
6.33.1.    Bidder/Consortium shall make its own arrangements for movement of human
           resources and equipment within and outside the sites/units/offices at the various
           locations covered by the Contract.
6.33.2.    The quoted amount shall also include all expenses towards travel to various
           places / destinations in India in connection with completion of work.


6.34      Bidder/Consortium‟s Staff and their Conduct
6.34.1     The Bidder/Consortium on award of work shall deploy qualified professionals as
           designated in the scope of the Contract for implementing ERP Solution. At any
           time in the opinion of the Project Manager, any additional, qualified, experienced
           engineer    is   considered    necessary;   they   shall   be   deployed    by    the
           Bidder/Consortium without any additional charge. The Bidder/Consortium shall
           ensure to the satisfaction of the Project Manager competent and efficient
           supervision of the Implementation of ERP Solution.
6.34.2.    If any of the Bidder/Consortium‟s employee, in the opinion of Project
           Manager/HLL, be guilty of any misconduct or be incompetent or insufficiently
           qualified or negligent in the performance of their duties or that in the opinion of
           the Project Manager, undesirable for administrative or any other reasons, for such
           person(s) to be employed for providing desired services, then at the directions of
           the Project Manager the Bidder/Consortium shall at once remove such person (s)
           from the site (Works). Vacancy so created shall be immediately filled at the
           expense of the Bidder/Consortium by a qualified and competent substitute.
           Should the Bidder/Consortium be requested to repatriate any person or removed
           from this contract, he shall do so and shall bear all costs in connection therewith.
6.34.3.    The Bidder/Consortium shall be solely responsible for the proper behavior of his
           employees and staff employed by him/deputed by him to provide ERP Solution.
           The Bidder/Consortium shall exercise proper degree of control over them and in
           particular without prejudice to the said generality the Bidder/Consortium shall be
           bound to prohibit/prevent any of his employees (as stipulated above) from
           trespassing or acting in anyway detrimental or prejudicial to the interest of the
           community or the properties or occupiers of land or properties in the
           neighborhood. In the event of such trespassing, the Bidder/Consortium shall be
           responsible for all consequent claims or actions for damages or injury or any
           other grounds whatsoever. The decision of the Project Manager upon any matter
           arising under this clause shall be final.

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6.34.4.    All Bidder/Consortiums‟ personnel entering HLL‟s premises shall be properly
           identified by badges of a type issued by HLL as per prevailing rules and must be
           worn at all times on HLL‟s premises.
6.34.5.    It is made clear that no relationship of employer and employee is created between
           HLL and the Bidder/Consortium‟s resident engineers, employees and no claim
           for employment of any such personnel shall be tenable or entertained


6.35      Security, Statutory and Safety Regulations
6.35.1     The Bidder/Consortium shall abide by all the safety and security regulations of
           HLL in force and promulgated from time to time and other statutory
           requirements. The Bidder/Consortium shall be responsible for the safety of all
           employees and/or workmen employed or engaged by them on and in connection
           with the work and shall report to HLL and other local authorities concerned all
           cases of accidents howsoever caused and wherever occurring on the works and
           shall make adequate arrangements for rendering immediately all possible aid to
           the victims of the accidents.
6.35.2     HLL shall not be in any way held responsible for any accident or damages
           incurred and claims arising there from during the period of installation, testing,
           commissioning and stabilizing ERP solution. The Bidder/Consortium shall be
           responsible for following the provisions of all safety laws and rules made there-
           under and other statutory requirements at his own cost.
6.35.3     The Bidder/Consortium shall arrange to obtain from HLL the required gate pass
           for entry and exit to HLL‟s Plant site and other protected areas for each one of its
           engineers/specialists, representatives/ agents, supervisors, workmen and staff as
           per HLL‟s prescribed procedure and format. Each entry and exit gate pass shall
           contain the photograph of the person concerned. In the event of loss and/or
           damage to the gate passes, the Bidder/Consortium shall pay to HLL the
           prescribed penalty before a new entry and exit gate pass can be issued.
6.35.4     The Contract shall be governed by the following provisions for enforcing safe
           custody    and   proper    use     of   gate   passes:   All   engineers/specialists,
           representatives/agents, supervisors, workmen and staff of the Bidder/Consortium
           shall posses the entry and exit gate pass issued from the security department on
           the recommendation of the concerned officer / Engineer. Security department and
           the concerned officer/ engineer shall have the right to refuse the entry and exit
           gate passes to any worker or representatives of the Bidder/Consortium without
           assigning any reason.

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6.35.5     Permission to enter the plant site to any engineers/specialists, representatives/
           agents, supervisors, of the Bidder/Consortium may be suspended or withdrawn at
           any time by the Security Department or the concerned officer/engineer without
           assigning any reason.
6.35.6     The Bidder/Consortium shall ensure that any entry and exit gate pass issued to
           their workers or representatives by HLL is not misused by unauthorized persons
           for entry into plant area or in specified areas inside the plant.
6.35.7     It shall amount to breach of rules and regulations regarding entry into the
           prohibited area by the Bidder/Consortium in case entry and exit passes issued on
           their demand are found to be misused by any unauthorized persons. The
           Bidder/Consortium and their defaulting employees shall be liable for legal action
           against them for breach of rules regarding entry into the plant area.
6.35.8     Entry into Construction areas fenced out and segregated from Operating Units
           shall be regulated by a procedure separately to be laid by the HLL from time to
           time.
6.35.9     The Bidder/Consortium shall register all equipment that may be taken inside the
           Plant area in order to facilitate the issue of exit gate permits for such items to be
           taken out after the completion of Work.
6.35.10    The Bidder/Consortium shall not employ for the purpose of the Work, any person
           below the age of 18 years. HLL shall have the right to decide whether any person
           employed by the Bidder/Consortium is below the age limit, and to refuse to allow
           any person, whom he considers to be under-aged to be employed by the
           Bidder/Consortium.
6.35.11    Factories Act, 1948: The Bidder/Consortium shall follow the provisions of Indian
           Factories Act and all rules made there under from time to time as applicable, and
           shall indemnify HLL against all claims of compensations under the provisions of
           the Act in respect of workmen employed by the Bidder/Consortium in carrying
           out the works and against all costs and expenses or penalties that may be incurred
           by HLL in connection therewith.


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

6.36.1     The Bidder/Consortium shall ensure strict compliance of provisions of the
           Employees‟ Provident Funds and Miscellaneous Provisions Act 1952 and the
           schemes framed there under so far as they are applicable to their establishments

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          and agencies engaged by them. The Bidder/Consortium also required
          indemnifying HLL against any loss or claims or penal damages whatsoever
          resulting out of non-compliance on the part of the Bidder/Consortium with the
          provisions of the aforesaid Act and the Schemes framed there under.
6.36.2    The Bidder/Consortium agrees to and does hereby accept full and exclusive
          liability for the compliance with all obligations imposed by Employees State
          Insurance Act, 1948, and the Bidder/Consortium further agrees to defend,
          indemnify and hold HLL harmless from any liability or penalty which may be
          imposed by the Central, State or local authority by reason of any alleged violation
          by Bidder/Consortium of the Employees‟ State Insurance Act, 1948 and also
          from all claims, suits or proceedings that may be brought against HLL arising
          under, growing out of or by reason of the work provided for by the Contract
          whether brought by employees of the Bidder/Consortium, by third parties or by
          Central or State Government authority or any political sub-division thereof.
6.36.3    The Bidder/Consortium agrees to file with the Employees State Insurance
          Corporation, the Declaration forms and all forms which may be required in
          respect of the Bidder/Consortium‟s employees whose aggregate remuneration is
          within the specified limit and who are employed in the work provided or those
          covered by ESI Act under any amendment to the Act from time to time.
6.36.4    The Bidder/Consortium agrees to maintain all records as required under the Act
          in respect of employees and payments. Any expenses incurred for the
          contributions, making contribution or maintaining records shall be to the
          Bidder/Consortium‟s account.
6.36.5    HLL shall, if required, may retain such sum as may be necessary from the total
          contract value until the Bidder/Consortium shall furnish satisfactory proof that all
          contributions as required by the Employees State Insurance Act, 1948, have been
          paid.
6.36.6    Workmen Compensation and Employees Liability Insurance shall remain the
          responsibility of the Bidder/Consortium.


6.37     Bidder/Consortium Responsibility with Other Agencies
6.37.1    Without repugnance to any other condition, it shall be the responsibility of the
          Bidder/Consortium not to divert or withdraw the people working for ERP
          solution for any other Service Contract with HLL No claim shall be entertained
          on account of above.
6.37.2    The Bidder/Consortium shall conform in all respects with the provisions of any

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            statutory regulations, ordinances or byelaws of any local or duly constituted
            authorities or public bodies which may be applicable from time to time to the
            consulting services work.


6.38     Other Agencies at Site
The Bidder/Consortium shall have to execute consultancy services in such place and
condition where other agencies will be engaged for other works or similar works etc. No
claim shall be entertained due to services/work being executed in the above circumstances.
6.38.1      Patents, Royalties, Rents And Licenses
           All charges on account of royalty, tollage, rent, license fee, entry tax or sales tax
            and/or other duties or any levy on spares and equipment obtained for the ERP
            implementation or part thereof (excluding those provided by HLL) shall be borne
            by the Bidder/Consortium.
6.38.2      Liens
           If at any time should there be any evidence or any lien, claim for which HLL
            might become liable, which is chargeable to the Bidder/Consortium, and then
            HLL may pay and discharge the same and deduct the amount so paid from any
            amount which may be or may become due and payable to the Bidder/Consortium.
            If any lien or claim remains unsettled after all payments are made, the
            Bidder/Consortium shall refund or pay to HLL the cost of such lien or claim
            including all payments and reasonable expenses. HLL reserves the right to the
            same.
6.38.3    No Compensation in Case of Change of Location of Site Office
           Changes of location of site/offices do not invalidate the contract and
            Bidder/Consortium shall have no claim for any compensation for such changes.


6.39     Other Terms and Conditions

6.39.1      The Bidder/Consortium is required to enter into agreement after submission of
            Performance Guarantee.
6.39.2      Should HLL at any time require the Bidder/Consortium to do any work beyond
            what is provided under this agreement, the Bidder/Consortium shall undertake to
            do such additional work for an additional remuneration to be mutually agreed
            upon.
6.39.3      HLL may make modifications/revisions/changes/deletions in the scope of work
            from time to time and the same shall be complied with by the Bidder/Consortium

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             on mutually agreed terms and conditions


6.40        Profile of Teams
The Bidder/Consortium has to deploy a specialized and trained team for the successful and
timely completion of the Project. It is therefore desirable that the key personnel in the team
have the following minimum qualification and work experience.
       a.    Project Manager: Minimum Three (3) ERP implementation full cycle
             experience which include at least one Implementation experience in Pharma
             /medical devices manufacturing industry as project manager.
       b.    Change Management Lead: Minimum two (2) project experience in ERP led
             Change management.
       c.    Functional Integration Lead: Minimum two (2) ERP implementation full cycle
             experience on different modules of the offered product suite which includes
             implementation experience in an integrated healthcare/pharma manufacturing
             industry.
       d.    Functional Leads: Minimum two (2) ERP implementation full cycle experience
             on the offered product suite which includes India localization experience in the
             relevant modules.
       e.    Technical Leads – Interfaces: Minimum One (1) ERP implementation cycle
             experience for the offered product which includes experience with implementing
             interfaces to legacy applications.
       f.    Technical Leads – Database Management: Minimum two (2) full cycle
             experience with the same ERP product suite and localization requirements.


The Bidder/Consortium shall submit the details of experience as per the format in Form #8.2
and Form # 8.3.
Should the profile of any personnel be not acceptable to HLL, HLL will require the Bidders to
suitably replace such personnel. They are to be assigned to the project on full time basis. The
key personnel as deployed for the project by the bidder will in no case claim any regular
employment in HLL, and their PF, Gratuity and statutory liabilities will be borne by the
Bidders. The staffing and reporting hierarchy within the team should be clearly defined and
communicated to HLL


If the Bidder/Consortium, in the judgment of HLL, has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract, including but not limited to willful
misrepresentation of facts concerning the experience of the proposed team members of the

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project, then, HLL may, without prejudice to any other rights it may possess under the
Contract, give a notice to the Bidder/Consortium stating the nature of the default and
requiring the Bidder/Consortium to remedy the same. If the Bidder/Consortium fails to
remedy or to take steps to remedy the same within fourteen (14) days of its receipt of such
notice, then HLL may terminate the Contract forthwith by giving a notice of termination to
the Bidder/Consortium.


HLL reserves the right to:
(1) Have a formal / informal interview of the candidates to ascertain their suitability.
(2) To ask for replacement of a candidate if he is found to be unsatisfactory in his work during
implementation

Consultants Replacement


ERP implementation partner should give an undertaking that it will not re-allocate consultants
during implementation without explicit permission from HLL. If the employee is parting from
the implementing company, implementers should inform HLL at least a month in advance.
Implementers should get replacement at least three weeks before the consultant leaves HLL
site. Implementers should ensure that the new consultant is sufficiently trained on HLL issues
so that he can smoothly take over.


6.41      Changes to the “ERP Solution”

6.41.1 Introducing a Change
    6.41.1.1HLL shall have the right to require the Bidder/Consortium from time to time
            during the performance of the Contract to make any change, modification,
            addition, or deletion to, in, or from the “ERP SOLUTION” (interchangeably
            called “Change”), provided that such Change falls within the general scope of the
            “ERP SOLUTION” and does not constitute unrelated work, and is technically
            practicable, taking into account both the state of advancement of the “ERP
            SOLUTION” and the technical compatibility of the Change envisaged with the
            nature of the “ERP SOLUTION” as originally specified in the Contract.
    6.41.1.2The Bidder/Consortium may from time to time during its performance of the
            Contract propose to HLL (with a copy to the Project Manager) any Change that
            the Bidder/Consortium considers necessary or desirable to improve the quality or
            efficiency of the “ERP SOLUTION”. HLL may at its discretion approve or reject

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           any change proposed by the Bidder/Consortium.
   6.41.1.3Notwithstanding Clauses 6.41.1.1 and 6.41.1.2, no change made necessary
           because of any default of the Bidder/Consortium in the performance of its
           obligations under the Contract shall be deemed to be a Change, and such change
           shall not result in any adjustment of the Contract Price or the Time for
           Stabilization Acceptance. The procedure on how to proceed with and execute
           Changes is specified in Clauses and 6.41.3


6.41.2Changes originating from HLL
   6.41.2.1If HLL requires a Change pursuant to Clauses 6.41.1.1, it shall send to the
           Bidder/Consortium     a   “Request     for   Change    Proposal,”    requiring   the
           Bidder/Consortium to prepare and furnish to the Project Manager as soon as
           reasonably practicable a “Change Proposal,” which shall include the following :
               o       brief description of the Change;
               o       impact on the Time for Achieving Stabilization Acceptance;
               o       estimated cost of the Change;
               o       effect on Performance Guarantees (if any);
               o       effect on any other provisions of the Contract.
   6.41.2.2.   The pricing of any Change shall be as far as practicable, calculated in
           accordance with the rates included in the Contract. If the nature of the Change is
           such that the Contract rates are inequitable, the parties to the Contract shall agree
           for a mutually acceptable price for valuing the Change.


6.41.3 Changes originating from Bidder/Consortium
      If the Bidder/Consortium proposes a Change pursuant to Clause 6.41.1.2, the
       Bidder/Consortium shall submit to the Project Manager a written “Application for
       Change Proposal,” giving reasons for the proposed Change and including the
       information specified in Clause 6.41.2.1. Upon receipt of the Application for Change
       Proposal, the parties shall follow the procedures outlined in Clauses 6.41.2.1 and
       6.41.2.2, except that the words “Change Proposal” shall be read, for the purposes of
       this Clause 6.41.3 as “Application for Change Proposal.”




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       7

Annexure




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7.1Annexure # 1.a Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Proposed Integrated Application Vendor (OEM)


Sl                                                                            Supporting
                                  Description
no.                                                                           documents
      Should have been offering its solution to Government / Public Self certification
      Sector Units for more than 7 years in India                          from         OEM/
1                                                                          contract      copy
                                                                           dated 2001/2002
                                                                           of client
      Integrated Application Vendor‟s average annual turnover for the Audited          Annual
      past 3 years from the offered enterprise solutions should be more Financial
      than Rs. 500 Crore in India. Documentary proof to be submitted for statements for the
2
      the same.                                                            last 3 years/ letter
                                                                           from        Charted
                                                                           Accountant
      Integrated Application Vendor should have development centers in Self certification
      India employing more than 500 developers doing development from OEM
      Integrated Application Vendor should also have 24/7 x 365 days
      support centre located in India with minimum 100 + support team
3     members. The following support service should also be included as
      part of annual maintenance:
                       SLA based support
                       Quality checks
                       Go live checks
      Integrated Application Vendor should be ready to maintain 24 hrs Self certification
4     response time service level to start attending the highly critical   from OEM
      issues reported
      The Integrated Application provided shall be able to be Self certification
      implemented by leading System Integrators without depending on       from OEM
5     Application Vendor. If the HLL wants the participation of
      Application Vendor (OEM) to support the implementation, OEM
      should be ready to participate in the implementation.
6     Integrated Application Vendor should also have a solution Self certification
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    implementation division with the minimum team size of 150 in from OEM
    India.
    The Integrated Application provided should be able to be Self certification
7   maintained by leading System Integrators without depending on       from OEM
    Application Vendor.
    The application vendor should have at least one authorized training Self certification
    center in Thiruvananthapuram or in Chennai or in Bangalore which from OEM
8
    provides training on Vendor software and provides certification
    service on the proposed solution.
    Since the company has a large workforce, the proposed payroll Self certification
    solution should be in use in atleast 5 Indian Govt. Dept / PSU with          Contract
9   where atleast 2,000 payroll records are being used. These Indian agreement/       PO
    PSU/ Govt Dept should have atleast 200 ERP users (excluding ESS copies/ letter from
    & Payroll) in production                                            customers




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7.1Annexure # 1.b Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Proposed Integrated Application (Software)


Sl                                                                                   Supporting
                                        Description
no.                                                                                   documents
      India presence : ERP product company should be a registered Documentary proof
1
      company with an established set up in India
      Bolt-on: Should offer all the above said functions as a single Self certification from
      application. No “Bolt-on” for the following major functional areas        OEM
                                Finance & Accounts
                                Sales and Distribution
                                HR and Payroll
                                Production Planning Control
                                Engineering & Maintenance
2
                                Costing
                                Purchase and Store
                                Production
                                Projects management
                                Quality Assurance
                                Marketing and logistics


      Natively integrated: Should have all the functions above as Self certification from
      natively integrated applications on a single interoperable open OEM
3
      platform and not the integration of multiple products and
      overlapping middle ware.
      OS support: Should support -all of the Operating System- Self certification from
      Microsoft Windows, Solaris, UNIX, Linux and the proposed OEM
      integrated application should be capable of supporting all standard
4
      Databases like SQL, Oracle & DB2. Software vendor should
      furnish an undertaking that their proposed solution ( all modules )
      run on SQL , DB2, Oracle databases
      User management:              Should provide wide range of security Self certification from
6     features   such       as     Authentication,    Single   Sign-On   (SSO), OEM
      Authorization and Integrated User management.
7     Source code: Source code should come along with the application. Self certification from
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     Source code should be part of deliverable. Escrow option is not OEM
     acceptable.


     Product Implementation Experience: The offered ERP product Self certification from
     must be similar to or in form improved or updated and of latest OEM/ contract copy of
     version which has been successfully implemented within the last     client
     five years (2004 and after) presently in use in at least five
8
     organizations in India, out of which atleast one should be from a
     Pharma /medical devices manufacturing industry, with 200 or more
     named ERP user per implementation excluding employee self
     service users.
     India Specific Product Functionality and Experience: The Testimonials regarding
     offered ERP product should have been installed in atleast five satisfactory
9    organizations in India where India specific functionalities in performance from the
     Taxation (direct and indirect), Human Resources and Payroll and 5       clients   shall   be
     Materials have been implemented.                                    submitted
     Integration with non- ERP application         : The offered ERP Self certification from
     product should have standard interface adapter available for OEM
     integrating non-ERP applications, not restricted to, punching
10
     system and quality testing software. The bidder shall demonstrate
     the successful deployment of these interfaces in atleast two
     installations.
     Proposed ERP should support real time data flow between various Self certification from
11
     solution components/modules                                         OEM
     Proposed ERP should provide implementation, administration and Self certification from
12
     operational tool seamlessly integrated with the ERP                 OEM




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7.1Annexure # 1.c Mandatory Requirement for ERP Solution

Basic Qualification Criteria for the Implementation Partner (System Integrator)


Sl                                                                          Supporting
                                 Description
no.                                                                          documents
      ERP Implementation experience: The offered ERP product must Contract copy of
      have been successfully implemented (End to End implementation) client
      by the implementation partner in at least three organizations
      project costing more than INR 8 crore each during last 3 years (fin
      year 2006-07,07-08,-08-09). Atleast one out of the three should
      have been in a continuous process industry, preferably in a Pharma
      / Medical Devices manufacturing industry, with an ERP user base
      of 200 or more users per implementation (named ERP users ,
      excluding Employee Self Service and payroll users) These clients
      should have minimum of 2000 employees on their role.
      Implementations experience in central PSU will have added
      weightage.


      End to End implementation is defined as any implementation
1     comprising the entire project life cycle including post go live
      support wherein modules covering the following functional areas
      (but not limited to) have been implemented;
                         Finance, Costing & Accounts
                         Sales and Distribution
                         HR and Payroll
                         Production Planning Control
                         Engineering & Maintenance
                         Purchase and Store
                         Production
                         Projects management
                         Quality Assurance
                         Marketing and logistics




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    The qualifying projects must be on the quoted ERP product


    India Presence: The applicants should have at least 500 technical- Self certification
                                                    st
    trained employees on its payroll as on 31 July 2009 and should from                      Bidder/
    also have its Delivery Centre or Research and Development Centre consortium
    in India. Out of which 100 employees are trained on the quoted
2
    ERP product providing implementation support, configuration,
    customization, testing, user acceptance, training, hand holding and
    application support activities


    Turnover: The company‟s turnover for the last three financial Audited                    Annual
    years should be atleast INR 200 Crore for each of the three years Financial
    from delivery, configuration, installation and implementation of an         statements for the
3
    ERP. Associated services could also be counted as a part of this.           last 3 years/ letter
                                                                                from        Charted
                                                                                Accountant
    Net worth: Should have a positive net worth in each of the last             Audited      Annual
    three years.                                                                Financial
                                                                                statements for the
4
                                                                                last 3 years/ letter
                                                                                from        Charted
                                                                                Accountant
    Quality certification: The Implementation Partner should have a Copy of awarding
5   valid SEI CMMi level 4/ 5 certification.                                    latter


    Vendor accreditation : The implementation Partner should have Authorization
    the Partner certification from the Vendor for the offered ERP letters from the
6
    product                                                                     OEM


    Customer       Satisfaction:     Testimonials        regarding   successful Successful
    implementation and performance from the 3 clients in India, where completion letter
7   the implementation partner has implemented the offered ERP from client
    product successfully (as in Point 1 above), shall be submitted.


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     Govt. of India/PSU blacklisting : Should not have been Self certification
8    blacklisted by Govt. of India/ Central PSU‟s                      from          Bidder/
                                                                       consortium
     Multi location : Atleast one implementation of the quoted product Contract copy of
9
     with multi location (3 locations or more)                         client
                                                                       -Direct
                                                                       Authorization
                                                                       letters from the
                                                                       OEMs.              The
     The bidder should have direct authorization from the Original
                                                                       authorization
10   Equipment Manufacturer (OEM) for selling and supporting the
                                                                       letters on OEMs
     components offered.
                                                                       letter     heads    in
                                                                       original      should
                                                                       not be more than
                                                                       1 year old.




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7.2Annexure # 2 Existing Business Processes-Overview

Corporate Head Office (CHO)
Strategic Planning
      Preparation and review of Annual Plan
      Carrying out due diligence for acquisition
      Opportunity Assessment Study
Logistics
      Manage Domestic Logistics of Brands
      Appointment of C & F Agents
      Activities of C & F Agents
      Manage Distributors
      Coordination Activities of Logistics Department
      Manage Trading products
      Manage Social Marketing Sales


International Business Unit (IBU)
      Prepare International business Plan
      Receipt of an Export order
      Organise and Accomplish Export order
      Manage Export Logistics
      Finalize Prices for Export Products
      Appointment of Distributors
      Manage Regulatory Affairs and product registration


Commercial
      Appointment of C & F agents Panel
      Exports Documentation & Export Logistics
      Preparation / Renewal of SMO agreement
      Manage Export Incentives / Benefits & Other Activities


Corporate Quality Assurance (CQA)
      Manage activities of CQA


Corporate Finance

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      Cash Management
      Accounts and Consolidation
      Planning and Budgeting
      Asset Management
      Project Finance
      Insurance Premium
      Expense Claim
      Working Capital Management
      Payroll
      Audit
      Insurance Claim- Medical


Human Resource at CHO
      Training
      Performance Management System
      Recruitment
      Attendance and Leave system
      LTC Availing and Encashment
      Joining and Relieving
      House Building / Maintenance advance, Vehicle Loan
      Promotion and Pay Fixation
      Salary Advance
      Lease facility
      Mediclaim and Medical Reimbursements
      Apprentice Recruitment
      Transfers and Postings


Project Management
      Project Management


Peroorkkada Factory, Thiruvananthapuram (PFT)

Purchase
      Manage Purchase process
      Manage Direct/Local/International/packing material Purchase process
      Manage Other Allied purchase Activities

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        Manage Vendors


Stores
        Manage Stores Inward receipts
        Manage Raw Material (Chemicals/Latex/Packing material)
        Manage Engineering Stores
        Manage Stationery stores
        Manage Stores Local Purchase
        Manage Non Moving items
        Manage Rejects
        Manage Finished Goods receipt


Production Planning & Control
   Manage the activities of PPC
        Production Planning for PFT & KFB
             o    Frequency : Yearly / Monthly / Based on change in priorities
        Preparation of the consolidated production report
        Contract review for the branded schemes
        Handling the legal aspects


Material Planning and Control (MPC)
Manage the activities of MPC
        Preparation of Material Budget / Annual Indents / Procurement Advice
        Monitoring Review and Control of Materials:
        Manage the Transfer of Materials to other Units
        Arranging Printing on Material in Stock




Production
        Overview of Production Department - PFT


         The production department of the PFT is handling the production of male
         contraceptive condoms. The production process of male contraceptive condoms can
         be categorized under.
                 a) Primary production and
                 b) Secondary production.

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       The operations of Effluent Treatment Plant and Biogas plant also are under primary
       production department. The production process starts from primary production
       operations, which consists of compounding of raw latex, moulding and
       vulcanizing/powder finishing of condoms. There are totally 10 moulding machines in
       3 plants of Peroorkada Factory, Thiruvananthapuram, namely M1, M2, M3,
       M4,M5,M6 MA, MB, MC and MD. Out of the 10 moulding machines eight machines
       are of Japanese technology (M1, M2, M3, M4, M5, M6 MA, MB) and two machines
       are of German technology (MC, MD).


       The secondary production department comprises of the Electronic Testing
       Department (ETD) & Packing section. The function of the Electronic Testing
       department is to test and roll up the condoms in Electronic Pinhole Testing Machines.
       Electronic Testing department receives condoms manufactured by HLL Lifecare
       Limited and passed by Half Product Quality Assurance (HPQA) for testing in EPT
       machines.


       The quality approved condoms from the HPQA is moved to the packing section
       where the condoms are packed in primary as well as in secondary cartons.


      Material Planning for Primary Production
      Manage Compounding Process
      Manage Moulding, Dehydration & Vulcanizing
      Manage ETD activities
      Manage Packaging Activities


Quality Assurance & Quality Control (QA &QC)


      Overview of Quality Assurance Department - PFT
       The PFT Quality Assurance department is responsible for checking the quality of the
       male contraceptive condoms produced in PFT. Based on the functions handled, PFT
       Quality Assurance department can be categorized into three different sections
       1) HP & ETD Online (Half product & ETD Online)
       2) FP (Full Product)
       3) Auditing & Tendering


      Manage HP & ETD Online

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       Manage Full Product Quality Assurance
       Manage Auditing & Tendering of Condoms


Plant Maintenance
       Manage Preventive Maintenance
       Manage Breakdown Maintenance
       Manage Shut down Maintenance
       Manage Utilities Operations and Maintenance
       Maintenance Budgeting
       Manage Contractor Services


Material Testing Lab
       Manage activities of MT Lab
            o     Inspection of the incoming raw materials
            o     Inspection of the raw materials ( Shop floor)
            o     In-process Inspection
            o     Inspection of the packing materials
            o     Vendor Development
            o     R& D Activities
Sales
       Manage Government supply sales and sales
       Manage Transporters
       Manage Branded products logistics
       Coordinate Export logistics
       Manage Scrap Disposal




Finance
       Cash Management
       Cost Management
       Expense Claim
       Payroll
       Procure to Pay
       Working Capital Management
       Works
       Asset Management

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        Payment and Receivables
        Scrap Sale
        MIS


Human Resource
        Training
        Performance Management System
        Recruitment
        Attendance and Leave system
        LTC Availing and Encashment
        House Building / Maintenance advance, Vehicle Loan
        Promotion and Pay Fixation
        Leave encashment
        Mediclaim
        Medical Reimbursement
        Personal Accident Claim
        Tender Documentation
        Contract Management
        Vehicle Management
        Salary Advance


Akkulam Factory, Thiruvananthapuram (AFT)

Purchase
        Manage Purchase process
        Manage Direct/Local/International/packing material Purchase process
        Manage Other Allied purchase Activities
        Manage Vendors


Stores
        Manage Stores Inward receipts
        Manage Raw Material (Chemicals/Latex/Packing material)
        Manage Engineering Stores
        Manage Stationery stores
        Manage Stores Local Purchase
        Manage Non Moving items

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      Manage Rejects


PPC & MPC
      Managing Production & Material Planning
      Production Planning and Control
                Production Planning for AFT (Blood bags)
                Orders review for blood bags
      Material Planning and Control
                Preparation of Material Budget / Annual Indents / Procurement Advice
      Monitoring Review and Control of Materials


Production
      Overview of Production Department - AFT
       HLL Lifecare Limited‟s Aakulam plant manufactures following medical devices
       a) Blood Bags,
       b) Copper - T,
       c) Hydrocephalus Shunts,
       d) Surgical Sutures,
       e) Tissue Expanders and
       f) Tubular Rings.


       The manufacturing facility has class 10000 and class 100 clean areas. The facility is
       certified for conformance to ISO 9001, WHO GMP and ISO 14001. The Clean areas
       are split in to 4 main production areas as;
       Area 1 - Blood Bags manufacturing section
       Area 2- Copper- T manufacturing section
       Area 3 - Surgical Sutures manufacturing section
       Area 4- Shunts, Tissue expanders and Tubular rings
       Apart form the above clean area manufacturing, there is a moulding section which
       produces components which is used for various other sections for manufacturing.
       The annual installed capacity of this unit is 5 million pieces for Blood Bags, 5.5
       million pieces for Copper T 10,000 pieces for Shunts, 2000 pieces of Tissue
       Expander, 1.5 million pieces of Surgical sutures and 5 million pieces of Tubular Ring.


      Manage Moulding Section
      Manage Blood bags Production

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       Manage Surgical Sutures Production
       Manage Copper –Tee Production
       Manage the Production of Shunt
       Manage the Production Tissue Expander
       Manage the Production Tubal Rings


Quality Assurance Department Process
        Overview of Quality Assurance Department
        The AFT Quality Assurance department is responsible for the quality of the Medical
        devices produced in AFT. Major activities handled by the QA department are
        Incoming Inspection, In process Inspection, Final Product Inspection, Control of non-
        conforming product, Customer complaint handling / Analysis of Sales Return,
        Coordinating tendering (for Govt. orders) and external inspections (as per customer
        requirement), GMP audit / Review of QMS, SHE & OHSAS implementation in the
        plant, Product label, Packing material Artwork development, Modification, Testing
        and Approval, Handling the legal aspects in terms of maintaining various licenses in
        the plant, Product Improvement activities, Laisoning with marketing department for
        product specification change, incorporation of new features based on the customer
        requirements etc.


       Manage Various Inspection activities
       Manage Customer Complaint Analysis
       Manage Artwork Approval
       Auditing & Tendering of final products
       Manage Vendor Development




Plant Maintenance
       Manage Preventive Maintenance
       Manage Breakdown maintenance
       Utilities maintenance
       Maintenance budgeting
       Manage Contractor services


Sales
       Manage Government supply sales

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        Manage Transporters
        Manage Branded Product Sales
        Coordinate export logistics
        Manage Scrap disposal


Finance
        Cash Management
        Cost management
        Expense Claim
        Payroll
        Procure to Pay
        Working Capital Management
        Works
        Asset Management
        Payment and Receivables
        Sale of Asset/Scrap
        MIS


HR
        Induction and Training
        Performance Management System
        Recruitment
        Transfer
        LTC Availing and Encashment
        House Building / Maintenance advance, Vehicle Loan
        Promotion and Pay Fixation
        Mediclaim
        Increments
        Confirmation and Placement of Trainees
        Attendance and Leave system
        Joining and Relieving


Project management
The Projects Team in AFT handles all brown field projects.




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Kanagala Factory, Belgaum (KFB)

Purchase
      Manage Purchase process
      Manage Direct/Local/International/packing material Purchase process
      Manage Other Allied purchase Activities
      Manage Vendors
      Manage trading activities


KFB Stores
      Manage Stores Inward receipts
      Manage Raw Material
      Manage Engineering Stores
      Manage Stationery request
      Manage stores local purchase requests
      Manage non-moving items
      Manage finished Rejects
      Manage goods receipt


Production Planning & Control (PPC)
      Manage the activities of PPC
             o   Production Planning for KFB (Condoms)
             o   Production Planning for OCP / WHC & BDU:
             o   Preparation of the consolidated production report (for Condom, OCP, WHC)
      Process Description MPC:
             o   Preparation of Material Budget / Annual Indents / Procurement Advice
             o   Monitoring Review and Control of Materials
             o   Manage the Transfer of Materials to other Units


Production
      Manage BDU Production
      Manage Material Planning of OCP
      Manage OCP Production
      Overview of Production Department
      Material Planning for Primary Production
      Compounding

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      Moulding, Dehydration & Vulcanizing
      Manage ETD activities
      Packaging


Quality Control & Quality Assurance (QC&QA)
      Overview of Quality Assurance Department - KFB


       The KFB Quality Assurance department is responsible for the quality of the Pharma
       products & Medical devices produced in KFB.


      Manage Various Inspection activities
      Customer Complaint Analysis
      Manage Artwork Approval
      Auditing
      Manage Vendor Development
      Overview of Quality Control Department
       The KFB Quality Control department is also responsible for checking the quality of
       the male contraceptive condoms produced in KFB. There are three important
       functions handled by the QC with respect to condoms.
       1. HPQC
       2. FPQC
       3. Pre dispatch inspection and
       4. Tendering.


      HPQC
      FPQC
      Manage activities of QC (OCP /BDU) & Lab
      Tendering of Condoms


Plant Maintenance
      Manage Preventive Maintenance
      Manage Breakdown Maintenance
      Manage Shut down Maintenance
      Manage Utilities Operations and Maintenance
      Maintenance Budgeting
      Manage Contractor Services

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Sales
       Manage Government supply sales
       Manage Transporters
       Manage Branded Product Sales
       Coordinate export logistics
       Manage Scrap disposal


Finance
       Bill payment
       Cash management
       Annual Costing
       Expense claim
       Payroll
       Accounting for Trading Products
       Capital Budget
       Works
       Asset Register Management
       Inter unit reconciliation
       New product Costing
       Sales Accounting
       Releasing SD/EMD
       Statutory Returns
       Insurance


Human Resource
       Training
       Performance Management System
       Recruitment
       Joining and Relieving
       Attendance and Leave system
       LTC Availing and Encashment
       House Building /Maintenance advance, Vehicle Loan
       Increments
       Leave encashment
       Mediclaim

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      Promotion and Pay Fixation
      Personal Accident Claim
      Tender Documentation
      Contract Management
      Vehicle Management
      Confirmation of Trainees / Employees
      Transfers


Project management

Research and Development (R&D)

Central Marketing Office, Chennai (CMO)

      CMO Finance Overview
      The Marketing finance handles all the financial transactions pertaining to the
       Marketing office. Major processes include „order to cash‟ for export, CFA/Depot
       sales and Social Marketing and „Collection accounting‟ for the company.
      Export Finance
      Order to Cash Trading Products
      Order to Cash Social Marketing Products
      Collection Accounting for Exports


Marketing Processes at CMO
      Women‟s Health Division
       The Women‟s Health Division of HLL Lifecare Limited focuses on the following
       products
               - Contraceptives
               - Manual Termination of Pregnancy MTP
               - Infertility
               - Antenatal Care
               - Vaccines
       All products marketed by WHD are prescription products and are thus promoted to
       doctors by a team of sales and marketing personnel.


      Rural Marketing Group

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      The Rural Marketing Division is part of the Consumer Products Division of HLL
      Lifecare Limited and focuses on the sale of the Social Marketing Brands of the
      company.


     Health Care Division
      The Health Care Division of HLL Lifecare Limited focuses on the sale of Hospital
      Products under the brand “HiCare” The main product groups under HCD are
      - Transfusion Services
      - Wound Care
      - Injection Safety
      - Hospital Products


     Consumer Business Division
      The Consumer Business Division of HLL focuses on the sale of the Over-the-counter
      (OTC) Brands of the company. CBD includes products sold through conventional
      retail outlets (similar to FMCG products), social marketing brands marketed through
      Rural markets group (includes brands like Ustad, Mala-D) as well as products
      marketed through modern retail outlets. Modern Trade Outlet


     Modern Trade Outlets
      Modern Trade Outlets Group focuses on organized retail outlets wherein the end-
      consumer has the option of picking up items directly off the shop shelves. Organized
      Retail is considered to be the format in which most of the shopping will be in done in
      the future.


Kakkanad Factory, Cochin (KFC)
      Kakkanad Factory of HLL Lifecare Limited at Kochi (KFC) is a relatively younger
      entrant to HLL Lifecare Limited units and is set up at the CEPZ to avail of
      concessions offered to export oriented units.


      Operations of KFC are centered on female condoms and testing and packing facility
      for male condoms.


Manesar Factory, Gurgaon (MFG)

     Operations of MFG

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       Manesar factory in Gurgaon manufactures pregnancy test kits and has licenses to
       manufacture 48 other test kits. The brands manufactured by MFG are as follows;
       a) NISHCHAY
       b) Make Sure
       c) P Test.
       In the above NISHCHAY is the brand supplied to the Government of India and the 2
       other two brands are marketed by the direct Marketing team.


      Manage Direct Marketing Sales
      Manage Government Supply Sales
      MFG Purchase


Procurement and Consultancy Division (PCD)
       Procurement and Consultancy Division (PCD) handles procurement of medicines and
       medical equipment on behalf of various government hospitals.


Government Business Development Division (GBDD)
       Government Business Development Division (GBDD) handles the following tasks
       a. Manage Contraceptive Business with the Ministry
       b. Liaison and Public Relations Work for Health and
       c. Business Development for New products and services


       a) And (b) above are the major activities of GBDD


Infrastructure Development Division (IDD)
       Infrastructure Development Division (IDD) is a new division of HLL Lifecare
       Limited and is handling consultancy services and execution of Government projects
       on Healthcare infrastructure development (setting up new AIIMS colleges,
       modernization of JIPMER, setting up of regional medical colleges etc).




Information Technology

HLL Lifecare Limited has one major enterprise application called- eIMIS – Integrated
Managed Information System. There are Separate servers installed in CHO, PFT, AFT and
KFB. Also have application like Logistics information system a WEB enabled system to

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connect our C&F agents all over India and Workflow managements for various processes
such as for the submission of leaves and approval through the system. These have a central
server is linked to unit database. eIMIS integrates different modules Personnel, Finance,
Purchase, Stores, Production (different type of products), Engineering, Sales and Marketing.




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7.3Annexure # 3 Technical Parameters & Performance Levels

User Activity to be guaranteed by the vendor                            All ERP users
                                                       Direct connect       Remote connect
Menu Navigation – Displaying the appropriate < 1 sec                        < 2 sec
menu as per defined user role and profile
Screen Opening – Display of the selected data entry < 2 sec                 < 5 sec
screen from the menu
Field Navigation – Navigation between different < 1 sec                     < 3 sec
data entry fields in the Screen
Look up response – Display of items from a List of     < 1 sec              < 10 sec
Values
Look up response – To display items from table         < 5 sec              < 15 sec
Screen Navigation – Navigation between different < 1 sec                    < 13 sec
data entry screens (from one to another)
Transaction Commit – Transaction saving after < 2 sec                       < 20 sec
completing the data entry
Query retrieval – Online Simple query                  < 5 sec              < 12 sec
query entered by the Medium                Complexity < 8 sec               < 15 sec
user                        query
                            High Complexity query      < 15 sec             < 20 sec
Reports      response   – Simple query                 < 5 sec              < 12 sec
Report fired by the user Medium            Complexity < 25 sec              < 30 sec
from        the    Report query
Generator                   High Complexity query      < 1 min              < 3 min




The above response time should be based on simulated environment assuming 50 % of
actual load in a multi user LAN environment.




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7.4 Annexure # 4 Expected Number of users
Expected Number of users
                   Type                                   Total Number of Users

Named User for all Functions                                      200

Employee Self Service                                             2000

Payroll                                                           2500
Business intelligence                                              50
Portal users                                                       50


Any other licenses of other nature required for fulfilling the required performance level as
stated in this document can be suggested by the bidder.




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7.5 Annexure # 5 Indicative List of Non ERP Interface Requirements

Indicative List of Non ERP Interface Requirements


Sl no.    Other non-ERP products       Type of information Purpose for exchange
                                       exchanged               of information

1         Punching system


2         Quality control software




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7.6 Annexure # 6 Current IT Infrastructure details

Current IT Infrastructure details


HLL has a combination of in-house developed and packaged application for various processes
and functions. HLL has one major transactional application called- eIMIS (enhanced
Integrated Managed Information System). eIMIS integrates different modules such as
Personnel, Finance, Purchase, Stores, Production (different type of products), Engineering,
Sales and Marketing. The eIMIS server systems are currently deployed in a distributed
manner with separate servers installed at CHO, PFT, AFT and KFB locations.

HLL also has applications such as Logistics Information System - a web enabled system to
connect the C&F agents all over India, Raymedi – a standalone solution used by WHCD,
workflow management systems - for various processes such as leave application and
approvals‟ management etc. The details of the applications and the interfaces are summarized
in the table below:

Applications
A.      eIMIS Modules
               Cash and Bank Management, Payments and Receivables, Journal entries,
  Finance      Credit Debit Notes, TDS Returns, Asset management, Ledger, Trial Balance,
               Cash and Bank Books, Balance Sheet and Grouping etc
               Customer details, Product details, Regional order/Work Order/Dispatch Order
Marketing
               generation, Delivery Challans, Invoice generation etc.
               Cash and Bank Management, Payments and Receivables, Dishonor cheque
Marketing      details. Debtors collection and outstanding details, Journal entries, Credit
     finance   Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash
               and Bank Books, Balance Sheet and Grouping etc
               Personal Information System, Increment processing, Promotion processing,
               Attendance management and monitoring, Dispatch register, LTC application
      HR
               submission, Training details, Recruitment module for sorting the applications
               entered into the system, Overtime processing etc
               Customer details, Order details, Generation of Supply Orders, Delivery
      Sales    Challans, Invoices, Transport Orders, Transfer Notes, Lorry Receipts, Gate
               pass and Depot Stock for Govt. sales and Branded Sales
 Purchase      Create and Release Enquiry, SPC sanctions, Purchase Orders, Vendor master

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                and Vendor rating, Indent sanction etc for materials supply as well as works
Production,     MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection,
     PPC &      Primary Packaging, Secondary Packaging,
     MPC        Incentive calculation etc,
                All employees‟ Payroll processing, Related Reports, IT, PF and generation of
     Payroll
                Salary Journal
     Leave      Leave crediting and management of leave, Earned Leave surrender
                Online submission of leaves through the system, Provision for online
                submission of Sanction notes, Advance requests, Tour requests, Employee self
 Workflow
                service module which provides salary details, loan balances, Personal
                information etc
     Stores     Receipt, Issue, Local Purchase, Inspect man, etc
                Breakdown, Preventive and         Overhaul Maintenance, Electrical, Utilities,
Engineering
                Calibration etc
B.      Logistics Information System (Web Application)
LIS             Stockists Details , Sales Order, Sales Invoice, Inter-CFA stock Transfer
                Delivery Challan, Distributor Sales Delivery Challan, Goods Receipt Note
                Sales Return, Sample Issue Note, Ledger , Stock
C.        Other Applications
Raymedi               Outsourced
Intranet              For internal workflow based applications
Primavera             Project management for IDD
Interfaces
D.      LIS_EIMIS
Description     This is an interface between LIS and eIMIS to transfer the Sales Invoice data
Details         Type:                                          Source API:
                Batch Processing                          DTS (Data Transformation Services)

                Frequency: Daily                          Target API : DTS

                Source Application:                       Middleware : c#.net

                LIS                                       Size per transaction: (bytes) : 0.5
                                                          MB
                Target Application:
                eIMIS                                     Transaction Volume Batch:

                                                          250 INVOICES ON PEAK DAYS
                                                          (per batch run)

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                                                   Application Development software
                                                   Forms 9i, Pro*C and PL/SQL
Hardware


Hardware
Network Devices                          Wireless Bridge(8), Network Switch (78),
                                         Router (15), ISDN Router (2), KVM Switch
                                         (4)
Security                                 CISCO-Secure PIX Firewall (1)
Server box                               HP Itanium (3),IBM X-Series (3), IBM
                                         Itanium (2), Compaq Xeon (1), Acer Xeon
                                         (5), HCL (9), HP Xeon (3), PCS Xeon (2)
Peripherals                              Laptops,     Desktops,    Video    conference
                                         equipments, Printers, Plotter, UPS, Scanners,
                                         IP Phones
System software
Operating system                         Windows , Unix, Red Hat Linux
Backup tools                             Cold backup, archive files, and dumps taken
                                         in several hard disks including one external
                                         hard disk and written in DVDs
Data management
Database                                 Oracle 9i/10g, My-SQL
Reporting tool                           Crystal
Other software and tools
Security                                 Firewall, Mc-café Antivirus
Server roles                             Web-Server, Application Server, Print server
Network software                         IP BASE – M
Development and Implementation           Java , Visual Studio, Rational suite




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        7.7 Annexure # 7 Functional Requirement Specifications


                        FRS for Finance, Accounting, Costing, Payroll etc.
                                                                                    Criticality
Sl.      Functional Requirement - Accounting, Financial Management,                                    Response
                                                                                   (E - essential
No.       Costing, Legislation (Tax), export commercials and Payroll                                (SF/WA/CZ/TP)
                                                                                   D - desirable)
      Master Data / Configuration Data Requirements
      Fixed Asset Master DB
      Centralized definition of fixed asset categories, description, multiple
1                                                                                       E
      depreciation rates etc
2     Ability to maintain parent-child relationship across asset classes                E
3     Ability to support different methods of depreciation like WDV, SLM etc            E
4     Ability to support depreciation as per IT Act                                     E
      Payroll Masters
      Ability to maintain master information of all employees - Personal Data
5     with Basic pay and other allowances applicable, PF no., PAN no., Bank             E
      account no. etc
      Ability to maintain Unique master code for each employee from
6     inception till retirement across the enterprise even in case of transfers,        E
      deputation etc
      Ability to support configuring of various tax rules (e.g. Income tax,
      Professional taxes) specifying, but not limited to items such as basis and
7                                                                                       E
      method of calculation, default % rates, general accounts to which tax
      effects may be posted, applicable stat
      Ability to configure outline pay structures at various levels and types
8                                                                                       E
      (such as permanent, contract employees, trainees etc)
      Vendor Master
      Centralized vendor master facilitating single vendor description and
      automatic numbering code across the organization (supporting such
      parameters as -Multiple addresses against each vendor, Contact person
9     for each vendor address, Bank Account (e-payment, cheque payment),                E
      Tax details required for ensuring compliance with Indian Tax laws
      considering both direct & Indirect taxes

      Vendor classification (multiple parameters required to meet reporting,
      preferential treatment like waiver of EMD etc. payment prioritization and
10                                                                                      E
      other needs) such as SSI, ANCILLARY, PSU (Spsu, Cpsu) etc. with
      effective date
      Centralised vendor payment details (with such details as - Default
      currency for invoice/payment, Default payment term (e.g. Immediate, 30
11                                                                                      E
      days etc.),Payment method preferences (e.g. cheque / DD / Bank
      Transfer) )
12    Whether vendor is also a customer; If yes, then his customer details              E
13    Default level of invoice matching (e.g. to PO, Receipt etc)                       E
14    Limit maintenance / access to vendor master to specific users                     E
      Ability to update details around "Permission for removal of goods
15    without payment of excise duty", "movement of goods on challan" etc in            E
      vendor master.

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     Create rate master, item wise/vendor wise for repetitive items against
16                                                                                    E
     value based Purchase master.
     Transaction / Process / Activity Requirements
     GENERAL Requirements
     Ability to define internal organization structure like SBUs/ LOBs/
17   Locations/Profit Making Units across multiple legal entities                     E
     Ability to generate complete trial balance, P & L account and Balance
18   Sheet at these levels                                                            E
     Ability to create departments/functions etc as flexible hierarchy to roll up
19   cost                                                                             E

20   Ability to do planning at the above two hierarchies                              E
21   Ability to maintain multiple planning versions                                   E
     Ability to post simultaneously (REAL TIME) to the above hierarchies
22   while posting to General Ledger                                                 D
     Ability to create costing account heads independent of General Ledger
23   account heads                                                                   D

     Ability to support "Double Entry System of Accounting" on "Accrual
24   Basis" as required under Companies Act in general and Schedule VI                E
     requirements in particular.
     Ability to maintain and enforce for strict compliance, the Delegation of
25   Powers      (DOP)      of the       Company     with a        facility to        E
     update/modify/delete/add powers/grades etc.
     Ability to implement Work-flow based mechanism of put up of proposal,
     concurrence, re-comment, forward for approval, refer to backward for
26                                                                                    E
     necessary action, refer to across functions for getting back along with
     comments/ remarks/ information/ attachments
     Ability to generate vouchers automatically based on the work-flow
27                                                                                    E
     outcome as defined by the business rules.
     Ability to maintain Foreign Exchange Rates centrally and apply
28                                                                                    E
     wherever necessary.
     Ability to upload exchange rates data from excel or any other system to
29                                                                                    E
     ERP.
     Ability to maintain the Holiday list of HLL and that of Banks/Govt. as
30   applicable to specific units and CHO individually for determining Due            E
     Dates on various occasions or any other purpose.
     Ability to integrate the Finance Function with other functions in ERP and
31                                                                                    E
     other legacy systems retained.
     Ability to upload and retrieve the supporting documents (soft version)
32                                                                                    E
     with the vouchers.
     Ability to download reporting in excel and also in a format suited for
33                                                                                    E
     XBRL reports.
     Ability to update Excise/Service Tax (ST) Registers/Records on dispatch
34                                                                                    E
     of goods/services
35   Generation of necessary TDS/TCS/VAT/ST and other statutory returns               E
     Ability to facilitate monitoring of BG/LC limits and ability to ensure that
36                                                                                    E
     outstanding are within the security limit
     Ability to pass necessary entries, as per defined business rules, in case
37                                                                                    E
     stocks dispatched to branches/stockyards
     CASH MANAGEMENT
     Ability to record Cash receipts and advances (with such details as - To,
38                                                                                    E
     date, Amount, Approver etc)
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     Ability to print Payment Voucher, Receipt voucher, Cheque with pre-
39                                                                                    E
     printed stationary
40   Support alerts for cash balance, if the balance exceeds particular amount       D
     Support alerts if cash payment being prepared / authorised exceeds
41                                                                                   D
     particular limit
42   Ability to maintain denomination wise control over cash balance                 D
     Ability to print pay-in-slip (request for bankers' cheque, DD etc.),
43                                                                                    E
     money-receipt, deposit slip, covering letter etc. from system
44   Ability to have cash verification                                                E
45   Ability to generate cash outflow / inflow for user defined period                E
     Receive online payment vouchers with respect to cash, bank and e-
46                                                                                    E
     payments and receipt Challans from various sections
     Online verification of signatures in payment vouchers and authorisation
47                                                                                    E
     slips
     Generation of statement after printing of cheque indicating mode of
48   dispatch and destinations for facilitating sorting and segregating of           D
     cheque
49   Ability to cancel cheque in system                                               E
     Adaptability to all modes of bank payments such as e-payments, cheque,
50                                                                                    E
     bank drafts, CMP, E- transfers etc.
51   Ability to throw alerts where payments are made before due date                 E
52   Ability to restrict certain document types in cash/ bank book                   E
53   Ability to issue direct authorisations to bank for debits                       D
     Ability to account for the direct debits/credits in the bank accounts in the
54                                                                                    E
     cash book
55   Ability to verify the bank charges as per the business rules                     E
     Support alerts cash balance, if the balance exceeds / falls below
56                                                                                   D
     particular amount.
     Support alerts if cash payment being prepared/ authorised exceeds
57                                                                                   D
     particular limit.
58   Ability to maintain denomination wise control over cash balance                 D
     Forecast expected date of payment to vendors based on payment terms
59   (linked to PO raised, expected date of delivery, receipt of invoice,             E
     contractual terms & conditions etc) both at unit level and at CHO level
     Forecast expected date of collection from customer (distributors/CFA)
60   based on payment terms (linked to Sale Order date, expected date of              E
     shipment, invoice date etc.) both at unit level and at CHO level
61   Periodic forecast of receipts and payments across the unit/ Organisation.        E
62   Forecast in currencies (separately for USD, INR etc)                             E
     Ability to prepare Fund/cash flow statements from revenue and capital
63                                                                                    E
     budget.
      1. Bank Reconciliation
64   Bank Master Maintenance - maintain list of approved banks                        E
     Ability to reconcile payments and collections to eliminate any duplicate
65                                                                                    E
     data entry
     Ability to reconcile with General Ledger to consider any bank related
66                                                                                    E
     journal entries such as those for bank transfers etc
67   Ability to load bank statements into system automatically                       D
     Ability to reconcile bank statement with payments, collections,
68   adjustments etc recorded in the system based on the cheque number or             E
     such other reference number
     Ability to generate bank reconciliation statement listing unreconciled
69                                                                                    E
     transactions
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      2. General Ledger
      2.1 Accounts
     Option to have same or different chart of account structure across the
70                                                                                   E
     organization
     Capture multiple dimensions (e.g. department, location, product, project,
71                                                                                   E
     personal no. etc) in the chart of account
     Ability to record asset, liability, expense and revenue against each
72                                                                                   E
     dimension in the chart of account structure
     Option to have centralized or decentralized maintenance of chart of
73                                                                                   E
     account values
     Facility to put start and end date to use of specific chart of account
74                                                                                   E
     values, activate and deactivate as and when required
75   Maintain Parent-child hierarchy in chart of account values                      E
76   Restrict access to specific values to specific users / units                    E
     Prevent inactive accounts from appearing on reports and financial
77                                                                                  D
     statements
     Enable identifying inter unit account codes with auto generation of
78                                                                                   E
     advices
      2.2 Calendar
     Define calendar based on organization's accounting and reporting
     requirements
     Calendar periods should be able to be defined by the user
79                                                                                   E
     Calendar can be defined as uneven periods, adjustment periods, or to a
     maximum of 366 periods
     Multiple calendar definitions shall be allowed
     Facility to open multiple accounting periods i.e. open the next accounting
80                                                                                   E
     period before closing the current accounting period
     Facility to open multiple accounting years by opening periods in multiple
81                                                                                   E
     accounting years
82   Close an accounting period to prevent any entries in that period                E
     Reopen previously closed periods, whether in the same accounting year
83                                                                                  D
     or previous accounting year
      2.3 Journals
84   Support manual entry of journal vouchers                                        E
85   Facilitate entry and approval of Journal vouchers (maker-checker)               E
86   Generate Alert for action for vouchers pending at different levels              E
     Ability to have automatic journal numbering identifiable with section /
87                                                                                   E
     department etc.
     Journals to have unlimited number of lines including narration for the
88                                                                                   E
     journal as well as each line
89   Look up account numbers and descriptions during journal entry                   E
90   Use codes to default account combinations                                       E
91   Facilitate Journal Voucher Printing                                             E
     Allocate overhead account balances to other accounts based on fixed
92                                                                                   E
     amounts or user defined base
     Post any GL transaction to multiple account distributions based on user
93                                                                                   E
     defined percentages
94   Automatically create journal entries from allocation schedule                  E
95   Define recurring journal templates with or without amounts                     D
96   Automatically generate recurring journals                                      E
     Reverse journals entered and posted earlier without having to re-enter the
97                                                                                  D
     journal in the same period or in different period
98   Facility to reverse a journal multiple times                                   D
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99    Facility to link reversed journal to original journal                            E
      Ability to consolidate group company accounts on yearly / quarterly
100                                                                                    E
      basis.
      Ability to automatically net off the expense and revenue accounts closing
101   balances to retained earnings account and carry the same to the following        E
      accounting year.
      Ability to carry forward assets and liabilities to following accounting
102                                                                                    E
      year
      Capability of defining separate consolidation and final accounting
103   procedures for selected accounting units eg PF Trust, Foreign                    E
      subsidiaries
104   Ability to support provisional journal entries                                   E
      Ability to pickup previous year figures in current year financial
105   statements and ability to regroup/reclassify previous year figures where         E
      necessary
      Ability to have different document type for memoranda provisional
106   entries for monthly / quarterly closing and also to facilitate auto reversal     E
      of these entries in the immediate succeeding month.
107   Ability to do Parallel Accounting                                               D
108   Ability to do Segment reporting                                                 E
      Ability to integrate the General Ledger Accounting with:
      Asset Accounting ; FI Accounts Receivable and Accounts Payable;
109                                                                                    E
      Costing ; Materials Management and HR

110   Ability to generate G/L Account Balances                                         E
111   Ability to generate Transaction Figure Display                                   E
      PROCURE TO PAY Management
       1. Invoice Processing
112   Ability to track invoices received not processed/paid                            E
      Enter required vendor invoice details manually for matching at material
113                                                                                    E
      receipt / payment level
      Ability to Generate invoices automatically based on predefined criteria
114                                                                                    E
      (e.g. running bills, invoices based on receipt of material etc.)
      Ability to record details like liquidation charges, payment against billing
115                                                                                    E
      schedule, chemical analysis, applicability of TDS etc. in the PO
116   Enter invoices individually or in a batch (offline mode)                        D
117   View and match invoice to PO eliminating need for physical PO                   E
118   Ability to view details of services received in Work-Order entry sheet          E
      Ability to match services received, PO for the services and Invoice for
119                                                                                    E
      services
      Automatic alert for non compliance of PO terms (documents, price,
120                                                                                    E
      delivery date, other conditions of contract)
      Automatically place on hold invoices not matched to PO for specific
121                                                                                    E
      vendors
      Automatic accounting for invoices based on POs by linking to A/c
122                                                                                    E
      master
123   Default tax details from vendor master (CST/OS/Service Tax/Entry Tax)            E
124   Calculate / deduct TDS / statutory taxes etc. automatically                      E
      Maintain exchange rates centrally, with payment in centralised /
125                                                                                    E
      decentralised way.
126   Restrict GL date to the open accounting period only                              E
      Automatically apply based on contract tax / freight / handling charges
127                                                                                    E
      across multiple invoice lines
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      Place invoices on hold to prevent further action at different stages like
128                                                                                    E
      payment etc.
129   Automatic calculation of discount as per contractual payment terms              D
130   Recording project invoices with details of project code, activity, task etc.    E
      Allocate single invoice expense line to multiple GL account with
131                                                                                    E
      responsibility code
132   Calculate liquidated damages based on delivery period                            E
      Facility to store scanned / digitalised soft copy of all related documents
133                                                                                   D
      along with the Running Account Bills
      System generates alerts where material has been received against a PO
134                                                                                   D
      and payment is pending through Bank.
135   Indicate vendor balance before making payment.                                   E
      View and match invoice to PO, Receipt in the system at line level
136                                                                                    E
      eliminating need for physical PO / GRN
      Automatic three way (invoice, PO and GRN) matching process after the
137                                                                                    E
      invoice details are entered in the system
      For payment made on the basis of performance, provision should be
138   there to capture the performance measure against PO and actual                   E
      performance against GRN
139   Ability to block payment to a Vendor till such time as desired                   E
      Ability to analyse ageing of vendor balances at any given point of time
140                                                                                    E
      whether current or past or even future.
141   Ability to generate vendor account statement to be sent to the vendors.          E
142   Ability to link payments to completion/installation details.                     E
      Ability to compute and pay discount as per the terms agreed with
143                                                                                    E
      vendor/supplier.
      Postings in Accounts Payable to be simultaneously recorded in the
144                                                                                    E
      General Ledger
      Ability to generate balance confirmations, account statements and due
145                                                                                    E
      date forecast
146   Ability to Manage Vendor Master data(Create Read Update and Delete)              E
      Ability to create Payment orders are created when a payment is due to be
147                                                                                   D
      carried out
      send them a payment reminder or a dunning notice to remind them of
148                                                                                   D
      their outstanding debts
      Ability to add details like Vendor, Cheque No. etc. in the purchase
149                                                                                    E
      master
      Online availability of various certificates/declarations from bill passing
150                                                                                    E
      agencies
      Approval of certain category of invoices like those for hotel bill, car hire,
151   newspaper and periodicals etc based on individual employee's                     E
      entitlement
      Enter Debit / Credit notes against specific invoice(s) to adjust vendor
152                                                                                    E
      liability
      Ability to generate and capture appropriate Debit / Credit memos against
      specific trading product invoice(s) to adjust inter-unit( between
153                                                                                    E
      procurement and marketing) accounting (VAT, CST, ED, Excise,
      transfer price etc)
       2. Inventory Valuation
154   Ability to support online valuation of Inventory                                 E
      Ability to integrate costing module with inventory module to facilitate
155                                                                                    E
      inventory valuation
156   Ability to have inventory ageing report                                          E
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      Ability to value inventory as per accounting policy i.e. weighted average,
157                                                                                   E
      FIFO etc
      Ability to value finished products at cost or realisable value whichever is
158                                                                                   E
      less
      Ability to compute realisable value as subsequent months actual sale
159                                                                                   E
      value
      Ability to account for differences arising on account of physical
160                                                                                   E
      verification
161   Ability to account/adjust for transit loss to inventory                         E
      Ability to value issues of stores items as per defined business rules (i.e.
162   moving weighted average/monthly weighted average etc. as the case may           E
      be) and ability to post to the appropriate GL Code
      Ability to identify nature of issues i.e. whether free/recoverable issue to
163                                                                                   E
      contractors or consumption by company etc
      Ability to value consumption of raw material as per defined business
164   rules(i.e. moving weighted average/monthly weighted average etc. as the         E
      case may be) and ability to post to the appropriate GL code
      Ability to make necessary adjustments to consumption, in case of price
165                                                                                   E
      revisions, where applicable
      Ability to link MRV (Material receipt Voucher) raised on receipt of
166                                                                                   E
      materials with issue note when materials have been sent out on repair
167   Ability to track materials sent out on repairs                                  E
      Ability to create necessary provisions for slow moving/non moving
168                                                                                   E
      inventory as per business rules
      Ability to arrive at landed cost of material including customs duty and
169   port charges, freight charges, clearing and forwarding agent charges and        E
      other applicable charges, as the case may be
170   Ability to value MRV raised as per defined business rules                       E
      Ability to value Stock Adjustment/Stock Transfer Vouchers/Stores
171                                                                                   E
      Return Note etc as per defined business rules
      Ability to do quantity reconciliation between procurement, consumption,
172                                                                                   E
      production, dispatch, sale, shortages and closing stocks
      Ability to allocate overhead account balances to issues/consumption and
173                                                                                   E
      closing inventory based on proportionate conversion costs
      Ability to support adjustment of VAT credit taken at the time of
174                                                                                   E
      issue/inventory valuation
      Ability to obtain details of book balances of inventory to facilitate
175                                                                                   E
      physical verification
      Ability to update physical verification details in case of inventories for
176                                                                                   E
      the system to list out excess/shortage report
      Ability to value shortages/excess inventory as per defined business rules
177                                                                                   E
      and ability to classify the same as normal/abnormal
      SALES ACCOUNTING
178   Ability to support accrual based accounting                                     E
179   Ability to link sales with the respective account codes                         E
180   Handling credit notes on customers for shortages, quality complaints etc.       E
181   Handling debit notes on customers for interest on overdue payments etc.         E
      Ability to support overall stock reconciliation- product wise and
182                                                                                   E
      preparation of stock reconciliation statement for Balance Sheet
      Ability to update excise register on despatch of finished goods and
183                                                                                   E
      accounting of excise duty at plant and CFA depot
      Ability to automatically compute penalty and facilitating computation of
184                                                                                   E
      taxes and duties by linking it to invoice
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      Ability to generate ageing schedule of debtors giving details of debtors
185   outstanding for more than XX days, for more than XX days but less than            E
      XXX days, for more than XXX days, etc.
      All postings in Accounts Receivable are also recorded directly in the
186                                                                                     E
      General Ledger
      Update respective G/L accounts depending on the transaction involved
187                                                                                     E
      (for example, receivables, down payments, and bills of exchange).
      Monitor open items, such as account analyses, alarm reports, due date
188                                                                                     E
      lists, and a flexible dunning program
      Ability of the payment program can automatically carry out direct
189                                                                                    D
      debiting and down payments.
      Ability to documenting the transactions that occur in Accounts
190   Receivable, including balance lists, journals, balance audit trails, and          E
      other standard report
191   Ability to calculate interest on customer and vendor accounts                     E
      Accounting for Customer Collections
      Ability to account for receipt of cheque/DD, track whether dishonoured
192                                                                                     E
      or not
      Ability to match export proceeds with import payments falling within a
193                                                                                     E
      bucket of specified no. of days
      Ability to support accounting of advance received from customer and
194   ability to classify advance separately from amount outstanding against            E
      invoices for balance sheet disclosure.
      Ability to support refund of advance if value of dispatch is less than
195                                                                                     E
      advance amount
      Ability to transfer balances lying to the credit of a customer against
196   multiple Money Receipts and multiple DOs as free balance by a single              E
      journal (for refund or to be used for further transactions)
      Ability to support accounting of collection received at location other than
197                                                                                     E
      where invoice is raised.
      Ability to handle accounting of collection received from customers
198                                                                                     E
      received in e-payment mode.
199   Ability to adjust receipt with invoice and show net amount outstanding            E
200   Ability to provide for doubtful debts and ability to facilitate writeoff          E
      Customer Account Reporting
      Ability to display break up of customer balance against each sales order /
201                                                                                     E
      invoice
      Generation of customer outstanding statement on a consolidated basis
202                                                                                     E
      across units / regions or only with respect to individual unit/location
      Support customer ledger on gross basis (showing all debit and credit
203   entries) and net basis (only outstanding or unadjusted debit or credit            E
      entries)
      Ability to generate outstanding report only for one customer, only for
204                                                                                     E
      domestic sales, only for export sales or combination thereof.
      Support generating outstanding report in foreign currency for export
205                                                                                     E
      sales
      Ability to generate report on customer profile/customer statement of
206                                                                                     E
      account for a specific period and sending the same to customer.
      Ability to raise debit/credit advices/notes on customers for rate
207   differences, sales returns, additional discounts, penalties, interest for late    E
      payments etc
      Ability to provide for doubtful debts and ability to facilitate write off of
208                                                                                     E
      customer balances, where necessary
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      Ability to adjust customer receivables against amounts due to the
209                                                                                    E
      customer
210   Ability to handle debtors reconciliation                                         E
211   Ability to generate customer outstanding                                         E
      WORK ORDER MANAGEMENT
      Ability to track materials issued on either free-of-cost basis or chargeable
212                                                                                    E
      basis to contractors and account the same as per defined business rules.
      Ability to make recoveries from contractors for materials issued on free-
213   of-charge basis to the extent consumed in excess of applicable norms as          E
      certified by Engineer-in-charge.
      Ability to make recoveries from contractors for materials issued on
214                                                                                    E
      chargeable basis.
      Ability to track material which was issued to contractors on free-of-
      charge basis and lying with contractor un-consumed for more than
215                                                                                    E
      specified period/date and to include the same into the inventory
      valuation.
      Calculation of physical work done (e.g. wall painted, construction of
216   building, excavation. etc) based on formula agreed in the contract to            E
      compute amount payable to contractors
217   Interfacing invoice with work measurement                                        E
218   Booking of outstanding liabilities and calculation of tax on the same            E
      SD/EMD/BG MANAGEMENT
219   Ability to handle EMD received in the form of cheque, BG, DD etc                 E
      Ability to record collection of EMD from vendors/service
220   providers/customers against the related PO/WO/ Agreement/ Contract               E
      and to keep a track of it.
221   Ability to refund/adjust deposits with age-wise analysis.                        E
      Ability to generate System Alerts on EMDs not returned to unsuccessful
222                                                                                    E
      bidders.
      Ability to convert EMD into Security Deposit for successful vendors and
223   to keep link between the EMD and PO/WO/ Agreement/Contract and                   E
      also vendor master.
      Ability to initiate automatic deduction (/ recover) where there is no
224                                                                                    E
      Security Deposit / PBG (when final bill is released).
      Ability to maintain data of Bank Guarantees received from
      vendors/contractors etc., including full particulars about vendor code
225                                                                                    E
      with a link to vendor master, related PO/WO/ Agreement/Contract
      reference, Bank name with ability to link with Bank Master, BG
      Ability to implement approval of PO/WO/ Agreement/Invoice subject to
226                                                                                    E
      receipt/confirmation of BG.
      Ability to throw alerts wherever BG are nearing expiry date as per the
227                                                                                    E
      preset criteria.
      Ability to place hold on vendor payments in cases like BG
228                                                                                    E
      receipt/confirmation is pending or BG has expired.
      Ability to generate request letters for extension/invocation of bank
229                                                                                    E
      guarantees.
      Ability to generate messages to bank regarding the First Payment made
230                                                                                    E
      to the vendors against the bank guarantee.
231   Automatically interface accounting entries to the GL module                      E
      ASSET MANAGEMENT
      Centralized definition of fixed asset categories, description, multiple
232                                                                                    E
      depreciation rates, predefined residual values etc.
233   Centralized/ decentralized definition of location data structure                 E
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234   Ability to maintain parent-child relationship across asset classes.             E
235   Ability to support WDV/ straight line method of depreciation.                   E
      Automatically consolidate FA Register at units into FA Register for the
236                                                                                   E
      company

237   Prevent units from entering/updating data in any FA Register other than         E
      their own FA Register
238   Categorize assets based on type such as moveable-immovable etc.                D
239   Ability to record fixed assets as either capitalized or work-in-progress       E
      Ability to categorize assets based on various parameters like movable,
240                                                                                   E
      immovable, plant assets etc
      Ability to decide the asset catergorisation at the time of order
241   placement/contract finalisation and also allow to change at a subsequent        E
      date.
242   Ability to maintain parent - child asset relationships                          E
      Ability to differentiate between new asset and value
243                                                                                   E
      adjustment/upgradation to existing capacity
244   Record fixed assets with date placed in service in the past                     E
245   Record fixed assets with date placed in service in the future                   E
246   Ability to merge multiple fixed assets into one fixed asset                     E
      Provision to rectify errors in recording fixed assets in the same period or
247                                                                                   E
      in previous periods
      Ability to record number of units against each fixed assets eg chairs - 10
248                                                                                   E
      units
      Ability to generate Fixed Assets schedule in accordance with the
249                                                                                   E
      Companies Act
      Ability to generate Fixed Assets schedule in accordance with the Income
250                                                                                   E
      Tax Act
251   Ability to generate asset number at the time of capitalisation of asset         E
252   Ability to capture bar codes numbers against every asset number                 E
      Flexibility to port existing asset details where location code, complete
253                                                                                   E
      description etc is not available
254   Ability to update Fixed Asset Register upon capitalisation of asset             E
255   Provision to record manufacturer's serial number                                E
256   Provision to record bar code number                                             E
      Provision to facilitate physical verification of fixed assets by printing
257                                                                                   E
      fixed assets reports location-wise, employee-wise, category-wise etc
      Provision to electronically upload fixed assets physical verification data
258   for the system to list out missing fixed assets or not at recorded location     E
      or not with recorded employee
      Ability to keep track of last physical verification data for each asset
259                                                                                   E
      record
260   Ability to reclassify individual fixed asset or a group of fixed assets        E
261   Ability to reclassification to automatically update depreciation rates         E
262   Ability to perform valuation of fixed and current assets                       D
263   Support change of useful life and effective rate of depreciation               E
264   Run/ roll back depreciation multiple times                                     E
      Suspend depreciation on specific or categories of fixed assets for
265                                                                                   E
      specified period of time
266   Maintain depreciation data cost centre wise                                     E
      Forecast the depreciation and written down value for any user defined
267                                                                                   E
      periods

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      Calculation of depreciation for defined period on existing asset as well as
268                                                                                     E
      memorandum entries
      Create accounting automatically for fixed assets addition, depreciation,
269                                                                                     E
      recategorization, revaluation, retirement, transfers etc
      Facilitate drilldown facility from the GL to individual fixed asset
270                                                                                     E
      transaction in the fixed asset module
      COST MANAGEMENT
       1. Costing
      Ability to capture and report costs against each dimension in the chart of
271                                                                                     E
      account structure such as unit, department, location, product, project etc
      Ability to automatically calculate New Product cost estimates taking into
272   consideration configurable input data set .viz. Raw material requirement,         E
      labour requirement, margins etc
273   Ability to define cost centers across the organisation                            E
274   Ability to define various elements of costs for cost sheet preparation            E
      Ability to handle process costing (i.e. co-product, by product costing
275                                                                                     E
      etc).
      Facility to pool costs and then allocate / reallocate costs to other cost
276                                                                                     E
      centers / across organisation based on predefined basis
      Ability to create flexible cost objects to collect cost for specific purpose /
277   objective                                                                         E

278   Ability to settle such collected cost to another cost object                     E
279   Ability to settle such collected cost to another capital asset                   D
280   Ability to maintain statistical key figures to record certain cost data          D
281   Ability to allocate cost based on the above key figures                          D
      Ability to apportion cost on iterative basis on various statistical key
282   figures                                                                          D

283   Ability to have independent posting period outside General Ledger                D
      Ability to maintain independent number range for documents posted for
284   costing                                                                          D
      Ability to print various allocation schedules prior to the financial closing
285                                                                                     E
      of the period
      Ability to allocate overheads either on a percentage basis or as quantified
286                                                                                     E
      by the service providing department
      Ability to allocate indirect process unit costs to direct process units based
287                                                                                     E
      on direct cost ratio
288   Ability to rerun cost allocations when the underlying data changes                E
      Ability to combine the costs for several input sources and allocate in one
289                                                                                     E
      allocation source through parameters
      Ability to allocate common costs across departments/ products / units
290                                                                                     E
      based on predefined basis.
      Ability to generate periodic cost sheets for each product (co- product,
291                                                                                     E
      byproduct, end product etc), process & services.
292   Ability to eliminate non cost items                                               E
      Ability to generate various kinds of cost sheets like product, process etc
293                                                                                     E
      as required
      Ability to prepare cost sheet for individual process units showing
294                                                                                     E
      inputs/yields/costs/value of individual products
      Ability to prepare cost sheet for utilities such as air/water/steam and
295                                                                                     E
      power

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      Provisions to add relevant taxes and duties (wherever applicable; e.g.-
296                                                                                     E
      Utilities ) for a cost element
297   Facility to reconcile costing reports with financial reports                      E
      Flexibility to accept new elements/parameters for preparation of cost
298                                                                                     E
      sheets
      Ability to create cost buckets to collect costs in addition to normal
299   accounting posts                                                                 D
      Ability to derive the costs centers or cost collectors automatically based
300   on the normal accounting postings                                                 E

301   Ability to assign budget for these cost collectors                                E
302   Ability to track the actual costs and budget costs on these cost collectors       E
      Ability to support variance analysis between budget and actual across
303                                                                                     E
      various periods.
      Ability to set up availability control on these cost collectors and set up
304   warning or error messages when the budget exceeds / matches the actual            E
      costs
305   Ability to create these cost collectors either as statistical or real orders      E
      Ability to compile the total costs in the primary cost collectors and settle
306   the costs to other cost collectors                                                E
      Ability to create various reports about the costs collected in these cost
307   collectors at various time periods and compare them with the budgets              E
      Ability to compute costs for inventory valuation purpose based on
308                                                                                     E
      defined accounting policy
309   Ability to have access to production data on a real time basis                   E
310   Ability to comply with the requirements of Cost Audit Record Rules               D
      Ability to support categorisation of costs into fixed/ variable costs at
311                                                                                     E
      process/product/element/cost centre levels.
      Ability to accept costs/rates on adhoc basis, where prices have not been
312                                                                                     E
      finalised.
      Ability to maintain mapping between chart of accounts and costing
313                                                                                     E
      system along with cost centre/responsibility centre system.
      Ability to allocate cost in the same original GL account Head to multiple
314   cost centres or other cost objects                                                E

315   Ability to assign Fixed Assets to Cost Centres                                    E
      Ability to capture depreciation for cost sheet preparation from the fixed
316                                                                                     E
      asset module
      Ability to charge of Depreciation to assigned cost centres automatically,
317   while posting Depreciation entries                                               D

      Facility to determine cost for any process with or without depreciation
318   and interest component and ability to transfer relevant amount to                 E
      subsequent process.
      Ability to maintain cost sheets prepared on multiple basis for the same
319                                                                                     E
      period for comparison purpose.
320   Ability to prepare cost sheets unit wise/ product wise/ utility wise              E
      Ability to evaluate sales promotion spending for different product
321                                                                                     E
      variants
322   Ability to receive unit wise material balancing online.                           E
      Ability to perform Cost assessment ( plan/actual cost accounting based
323                                                                                     E
      on full costs. Costs are not split into fixed and proportional costs)

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      Allow to calculates wage costs using the fixed hourly rates determined in
324                                                                                    E
      cost center planning
325   Allow Standard costing and Marginal Costing                                      E
326   Ability to do Activity based costing                                             E
      Ability to collect actual Labour / factory overheads based on the settings
327   like activity allocations made in the system                                     E
328   Ability to allow multiple valuation approaches                                   E
329   Ability to have Cost Center Accounting and internal orders                       E
      Ability to add one or more cost centers or one or more nodes of the
330                                                                                    E
      standard hierarchy for Cost Center
      Ability to do the following on Product Cost Planning
      - Material Cost Estimate with Quantity Structure
      - Material Cost Estimate Without Quantity Structure
331   - Price Update                                                                   E
      - Reference and Simulation Costing
      - Easy Cost Planning and Execution Services
      -
      Ability to calculate standard Cost Estimate includes the following
332   elements:
333   ·     Raw Material rates                                                         E
334   ·     Scrap rates                                                                E
335   ·     Routing                                                                    E
336   ·     BOM                                                                        E
337   ·     Grade                                                                      E
338   ·     Product                                                                    E
339   ·     Estimated / Normative machine hour rates                                   E
340   ·     Estimated/Normative overhead rates                                         E
      Ability to consider various options to calculate the material prices in the
341   standard cost estimate like, purchase price, moving average price,               E
      planning price, commercial price etc.
      Ability to consider the pricing for various levels of BOM, where the
342   lower level components become the input for the next level.                     D
      Ability to define various cost components of costs like materials, labour,
343   overhead costs and process costs                                                 E

344   Ability to consider the pricing for various levels of routing                    E
345   Ability to get the break up of costs by way of different accounts                E
      Ability to get itemisation of the standard cost estimates, where we can
346   get the break up of costs in the required parameters                             E
      Ability to consider the planned overhead costs in the standard cost
347   estimates based on cost center planning and activities                           E
      Ability to consider various overheads like material overheads, production
348   overheads and Admin overheads                                                    E
      Ability to cost roll up from lower levels to higher levels of products
349   manufactured                                                                     E

350   Ability to maintain cost estimates for materials sent on sub contracting        D
      Ability to estimate costs and maintain costs for previous, current and
351   Future period in the system                                                      E

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      Ability to analyse the standard cost estimates before the costs are
352   released as standard cost estimates                                               E
      Ability to collect actual material costs when goods are issued for
353   consumption for a production order without any additional effort                  E
      Ability to do Profitability Analysis, where standard vs Actual
354                                                                                     E
      comparison can be made
355   Ability to support both Product cost by period and product cost by order          E
      Ability to do the following on Cost Object Controlling
      - Product Cost by Period
356   - Product Cost by Order                                                          D
      - Product Cost by Sales Order
      - Costs for Intangible Goods and Services
      Ability to compute the total actual costs of the components manufactured
357   at various levels ie costing for components, semi finished goods and              E
      Finished goods
      Ability to collect the actual costs based on the material, labour and
358   production overheads                                                              E
      Ability to calculate various input variances input price variance, quantity
359   variances, Resource usage variance etc                                           D
      Ability to calculate various output variances lot variance, output price
360   variance, mixed price variance, etc                                              D
      Ability to settle the variances to do the Profitability for reporting based
361   on various parameters                                                             E

362   Ability to settle the variances to Financial Accounting                           E
      Ability to have complete integration with Financial integrating, Materials
363   Management, Production planning                                                   E
      Ability to derive the actual Cost Sheet based on Product / Shop /
364   Equipment and any other user defined parameters                                   E

365   Ability to do Scrap costing and also accounting for the same                     D
366   Ability to comply with Inventory Valuation (As per AS-2)                         E
      Ability to cost the subcontracting materials and the status of material
367   lying with Sub-contractors                                                        E
      Various MIS Reports based on the standard and actual costs and the
368   analysis of variances                                                             E

369   Detailed Priced Stores Ledger (Based on user defined parameters)                  E
370   Real-Time Integration of Costing with Financial Accounting                        E
       2. Capital Budgeting
      Flexibility for preparing budgets at the department level, forward it for
      approval, modification and consolidation at the unit level and then again
371                                                                                     E
      for approval, modification and consolidation at the company level with
      appropriate approval hierarchy at ea
372   Ability to maintain budget at each A/c code / cost code / cost center level      E
373   Ability to maintain capital as well as Revenue budgets                           E
374   Maintain record of each version of budget during it's preparation phase          E
375   Create multiple budgets in same year                                             D
      Maintain original budget, revised budget and latest forecast for each
376                                                                                    D
      account

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      Automatically allocate an annual budget over multiple periods based on a
377                                                                                      E
      predefined basis.
      Automatically generate a budget from previous year‟s actual or budget
378                                                                                     D
      with a percentage increase or decrease
      Create flexible budgets based on user defined relationships among
379                                                                                     D
      various accounts
380   Maintain current year, last year and next year budgets by period                  D
381   Enable budget encumbrance                                                         E
382   Enable online budgetary control                                                   E
383   View budget availability / utilization on a real-time basis                       E
384   Ability to re-appropriate budget across various budget heads                      E
385   Ability to prepare budget based on top-down / bottoms-up approach                 E
      Ability to generate different types of variance reports (like actual v/s
386                                                                                      E
      budget, actuals on year to year and month to month basis etc.)
387   Ability to prepare flexible budget (fixed and variable)                            E
      Allow to prepare review, edit and approve various types of budgets (such
388   as Zero Based Budget, rolling budgets, product wise budget, budget for             E
      costing etc
389   Ability to allocate budget on different periodical basis                           E
      Ability to regulate payments in accordance with budgetary allocation for
390                                                                                      E
      scheme and for the user defined period
      Ability to generate capital budget (revised budget) documents as per the
391                                                                                      E
      budgetary variable as defined by management
      INTER UNIT RECONCILIATION
392   Allow to raise Debit / Credit notes for inter unit transactions                    E
      Provide an electronic platform for units to record inter-unit transactions,
393                                                                                      E
      with provision to view scanned documents
      Automatic alerts / reminders in inter-unit accounting recipient unit that
394                                                                                      E
      an entry pertaining to the unit has been made
      Provision for electronic acceptance or rejection of inter-unit accounting
395                                                                                      E
      by the recipient unit with provision for comments
      Ability to generate Inter Unit Current Accounts with complete details
396                                                                                      E
      like DA No, CA No
      INSURANCE MANAGEMENT
397   Record insurance details against each fixed assets                                 E
398   Record multiple insurance policy details against individual fixed assets           E
      Record details of insurance details for each type of insurance (e.g - fire,
399                                                                                      E
      health)
      Track /monitor details of premium etc for each insurance policy across
400                                                                                      E
      all units of HLL
      System generated alerts / reminders to designated users about insurance
401                                                                                      E
      premium payable
402   Alerts for Policy Expiry/Renewal                                                   E
403   Ability to compute sum insured based on replacement cost                           E
404   Monitor Status of Claims                                                           E
      ASSET REVALUATION/SCRAP SALE
      Ability to retire entire or part of an existing fixed asset/set of fixed assets
405                                                                                      E
      and update asset register on retirement of assets
406   Ability to record salvage value, sale proceeds, and cost of removal                E
      Ability to Create, view, update delete relevant details in Asset Register
407                                                                                      E
      (disposal/retirement details)


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      Revalue an existing fixed asset or a group of fixed assets or all fixed
408   assets belonging to a category or all fixed assets in the fixed assets           E
      register
409   Reclassify individual fixed asset or a group of fixed assets                    E
410   Reclassification to automatically update depreciation rates                     E
411   Provision to record manufacturer's serial number                                D
412   Provision to record bar code number                                             D
      Provision to facilitate physical verification of fixed assets by printing
413                                                                                   D
      fixed assets reports location-wise, employee-wise, category-wise etc
      Provision to       enter/ electronically upload fixed assets physical
414   verification data for the system to list out or alert missing fixed assets or   D
      not at recorded location or not with recorded employee
415   Option to assign each fixed asset to one or multiple custodians                 D
416   Record the physical location of each fixed asset                                E
      Record transfer of fixed assets from unit to unit ,one location to another
417                                                                                   D
      or from one employee to another etc
      PAYROLL PROCESSING
       2. Leave Records
      Ability to maintain leave records for computation of increments/pay
418                                                                                    E
      revision with retrospective effect
       5. Payroll Management
      In addition to the standard payroll functions, the system should also
      comprises the following country-specific functions:
      • Indirect Evaluation
      • Basic Increments
      • Dearness Allowance
      • Housing
      • Car and Conveyance
      • Long Term Reimbursements
      • Fringe benefits
      • Income Tax
      Section 80
      Section 89(1)
      Third Party Deductions
      Income from Other Sources
      Tax on Arrears
      Exemptions
419                                                                                    E
      Exemption on Leave Travel Allowance
      Exemption on Medical Reimbursements
      Exemption on Medical Insurance
      Exemption on Child Education Allowance
      Exemption on Child Hostel Allowance
      Exemption on Other Allowances and Reimbursements
      Exemption on Leave Encashment
      Exemption on Voluntary Retirement Scheme
      Previous Employment Tax Details
      Professional Tax
      Provident Fund
      Employee State Insurance
      Labour Welfare Fund
      Nominations
      Minimum Net Pay
      Recovery of Rounding off Amounts

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      Loans Enhancement
      One Day Salary Deduction
      Mid Year Go Live
      Termination Work Bench
      Gratuity
      Superannuation
      Form 24
      Form 16
      Form 217(A)
      Ability to support configuration and parameterization of different pay
420                                                                                    E
      components including facility to add/modify/delete pay components
421   Ability to maintain employee data cost centre wise                               E
      Ability to define pay structures at various levels and types (such as
422                                                                                    E
      permanent, contract employees, consultants, trainees etc)
      Ability to support calculation of different allowances based on user-
423                                                                                    E
      defined criteria
      Ability to maintain all pay related rules (user definable) for automatic
424                                                                                    E
      maintenance/ updating of data.
425   Facility to indicate carryover and partial recovery                              E
      Ability to generate monthly balance and cumulative balance position of
426                                                                                    E
      various accounts related to payroll for user definable periods.
      Ability to support withholding of any amount recoverable from employee
427                                                                                    E
      against salary, Gratuity and other dues payable to employee
      ability to enter, administer and perform payroll for company loans,
428   Voluntary Deductions, Recurring Payments/Deductions and additional               E
      payments
      Ability to prorate salary and allowance payment based on employee hire
429                                                                                    E
      or resignation date
      Provide Roster (create, edit and display rosters and roster points) for
      ● Recruitment, promotion, transfers of employees in accordance with the
430   reservation policy.                                                              E
      ● Reporting staffing details to the government.

      Generate correspondence letters relating to promotions, transfer,
431                                                                                   D
      confirmation, retirement and salary certificate
      Ability to compute both annual and promotional increment through this
432                                                                                    E
      component.
      Ability to run Payroll in addition to the regular payroll run for a specific
433                                                                                   D
      day and for individual employees
      Ability to allow:
      Pay Scale Grouping for Allowances for
434   - Compensation structure applicable to an employee                              D
      - Value of compensation for an employee

      Ability to calculate Indirect Evaluation (It is a method to calculate the
435                                                                                   D
      eligible amounts for some of the wage types)
      Ability to Generate following :
      Remuneration statement
436   Payroll journal                                                                  E
      Payroll account and Wage type report

      Ability to handle instances where nominees of deceased employees opt
437   to receive last drawn basic pay and DA, upon deposit of PF and gratuity          E

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      dues

      Support retroactive accounting(Automatically recalculate payroll in
438   event of change in master data and time data in periods for which payroll       D
      has been already completed
      Arrears calculations shall support payroll increases with retrospective
439                                                                                    E
      benefit.
440   EDI of salary information to the bank account                                    E
       6. Final Settlement
      Ability to take care of final settlement process to arrive at net amount to
441                                                                                    E
      be paid or recovered
      Ability to receive No Due Certificates from concerned departments
442                                                                                    E
      before making final settlement
      Ability to compute leave encashment and gratuity payable in final
443                                                                                    E
      settlement cases
      COMPLIANCE WITH TAX LAWS
      Ability to maintain automatically, Excise Registers with facility for
444   manual correction, reversal and ability to generate reports/forms/               E
      statutory returns and generate as and when required
      Ability to handle credits i.e. CENVAT/VAT/ST/ Customs/CVD/Cess/
445                                                                                    E
      etc.
446   Ability to generate VAT registers and returns under the VAT rules/Act.           E
      Ability to track C Form/Concessional form like C form etc. issues and
447                                                                                    E
      generate 'C' form Register.
448   Ability to generate ST registers & returns under ST rules/Act.                   E
      Ability to track transit forms, road permits, excise concession forms and
449                                                                                    E
      all other statutory forms and returns.
      Ability to issue certificates to entities for various tax recoveries and
450                                                                                    E
      remittances.
      Ability to segregate labor and material portion in a contract and apply the
451                                                                                    E
      relevant statutory rules for the same.
452   Ability to support deduction of Tax on advance payments & provisions             E
      Ability to generate Redemption/status statements for Advance License/
453                                                                                    E
      EPCG/ other authorizations.
      Ability to prepare the necessary return files in the format specified by the
454                                                                                    E
      respective tax authorities.
      File tax returns electronically and submit details requested for by tax
455                                                                                    E
      authorities either as attachment to the return or by email
456   Define payments schedules of various taxes and duties                            E
      Ability to compute recovery, remittance and filing of returns of various
457                                                                                    E
      taxes and duties
      Ability to track various deposits with statutory authorities for different
458                                                                                    E
      purposes
459   Ability to capture invoice and dispatch data for excise duty purposes            E
      Provision to flag / identify documents eligible for Cenvat / Service Tax
460                                                                                    E
      credit
      Provide payment schedules of various taxes and duties and give alert to
461                                                                                   D
      user for deposit of tax / duties in time
462   Provision to compute interest on delayed payment of tax / duties                D
463   Ability to capture payment data from CMO and CHO online                         D
464   Provision to reconcile Excise records with Accounting records                   E

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465   Support VAT, CST and ET reconciliation.                                          E
      Ability to record receipt of C/D/H/F forms from customers / other units
466                                                                                    E
      etc.
467   Support the utilisation of export incentive and reconciliation.                  E
      Calculate entry tax on receipts and trigger the payment and accounting of
468                                                                                    E
      the same.
      EXPORT ACCOUNTING
      Accounting for negotiation of LC - discounting of bills of exchange,
469                                                                                    E
      bank charges etc
470   Accounting of realisation of bills sent on collection basis                     E
471   Process, track, correct, monitor, control LC documentation process              D
472   Accounting of realised and unrealised exchange gain/ loss                       E
      Ability to support calculation and accounting of demurrage/ port
473                                                                                    E
      handling charges
      Tracking freight at load port/destination port and calculation of freight up
474                                                                                    E
      charge.
      Tracking export related cost to optimize FOB realisation by judicious
475                                                                                    E
      allotment of load and destination port.
      Ability to manage DEPB certificate (Eg. Receipt, utilization certificates,
476                                                                                    E
      writeoffs, profit and loss of DEPB certificates)
      Ability to interface with port to monitor shipping status ,capture data
477                                                                                   D
      generated at port and B/L checking
478   Tracking all export related cost in domestic and export currency.               D
      Ability to capture country wise and item wise details of export and
479                                                                                    E
      import and generate reports.
      Ability to account for Freight charges, C&F Charges, Haulage, Siding etc
480                                                                                    E
      by linking it with dispatch of metal
      Ability to value inventories including Export Benefits utilised for
481                                                                                    E
      clearing of goods.
      Other Requirements
      Companies with different regional presences may set a default currency
482                                                                                    E
      for the financial division of each region
483   Sets reporting entity and its organizational characteristics                     E
484   Distinguishes A/P transactions (of the same type) from different entities        E
485   Each entity's ledger can have its own calendar and chart of accounts             E
      Each entity's ledger can have its own accounting periods opened and
486                                                                                    E
      closed
487   User may choose between data collection and real time posting modes             D
      EXPENSE CLAIM
488   Submission of Bills/Claims by the Beneficiary/ Dept/Section                      E
489   On-line approval of claims                                                       E
490   Integration of employee claims with FI                                           E
      Reporting / Document Outputs / MIS Requirements
      Reports for various time periods
491   R: Sales Report                                                                  E
492   R: Stock Reports                                                                 E
493   R: Financial statements & consolidation                                          E
494   R: Profitability report                                                          E
495   R: Cashflow projection                                                           E
496   R: Capital budget utilization                                                    E
497   R: Legal compliance report                                                       E
498   R: Financial analysis                                                            E

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499   R: Variance analysis                                                          E
500   R: Cash Flow - (a) Actual / Cumulative (b) Projected/Cumulative               E
501   R: Working Capital                                                            E
502   R: Inventory Position                                                         E
503   R: Receivable Status                                                          E
504   R: Analysis of Current Assets compared to Production/Sales                    E
505   R: Interest on Working Capital                                                D
506   R: Drawing Power (DP) Statement                                               D
507   R: Non-moving/Slow Moving inventories                                         E
508   R: Ageing analysis of loans & advances                                        E
509   R: Ageing Analysis of Debtors                                                 E
510   R: comparative report on Purchase orders with Capital budget                  D
511   R; Cost centre wise/Business unit wise reports                                E
      R: Capital Budget - unit wise/Cost centre wise/business unit wise &
512                                                                                  E
      consolidation
513   R: Capital Budget Utilization Statement                                        E
514   R: Budgeted Expenditure Vs Actuals - month wise/ Cumulative                    E
515   R: Status Report of Policy Claims                                              E
      R: Unit wise premium paid towards Medical Insurance/Group Personal
516                                                                                 D
      Accident Policy
      R: Asset Register, Capital Budget Utilisation Statement, Asset Pending
517                                                                                 D
      Commissioning, Asset Purchase/put to use - pending purchase orders
      R: Salary Statement, Monthwise, Sectionwise Salary Summary,
518                                                                                  E
      Addition/Deletion Statement of Employees
519   R: Expense Analysis                                                           E
520   R: BRS                                                                        E
521   R: Asset management reports                                                   E
522   R: Status Report on Audit Observations                                        E
523   R: Movement analysis on packing material                                      E
524   R: Costing reports                                                            E
525   R: Sales Tax details report                                                   E
526   R: Pending payment details report                                             E
527   R: Status Report on Works Pending payments on works                           D




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                                      FRS for Marketing Processes
                                                                                   Criticality
Sl.                                                                                                   Response
                      Functional Requirement – Marketing                          (E - essential
No.                                                                                                (SF/WA/CZ/TP)
                                                                                  D - desirable)
      Master Data / Configuration Data Requirements
      Ability to configure marketing department organization hierarchy / user
1                                                                                       E
      roles with geography/zonal/territory categorization
      Ability to maintain channel partners (CFAs, distributors, Stockists
2                                                                                       E
      master set as maintained by the logistics dept)
      Ability to configure promotion expenses limits for different levels (for
      eg. Promotional efforts of Rs. 10 Lakhs and lower can be initiated by the
3                                                                                       E
      National Sales Manager. All promotional expenses in excess of Rs. 50
      Lakhs need approval from the CMD.)
      Ability to configure promotion incentive rates from GOI for different
4                                                                                       E
      products
      Ability to assign a unique product code for all traded products managed
5                                                                                       E
      by the marketing dept
      Transaction / Process / Activity Requirements
      The system will provide access to customers, CFA, distributors,
6     stockists, front line sales team, regional and national sales / marketing         E
      managers and senior management of the company
7     The system will have facilities to assign a unique code to each user              E
      System will allow users to access information as relevant to them
8                                                                                       E
      depending on their access levels
      Access to the system should be possible through a variety of interfaces
9                                                                                       E
      including portals, SMS. Call centres - future requirement
      System will store information about existing customers, potential
10    customers who have sought information about products and services,                E
      competitors for each product group of the company
      System will provide facilities to integrate data from pre-defined market
11                                                                                      E
      research reports commissioned by the company
      System will provide facilities to define customer characteristics and
12                                                                                      E
      segment customers using a variety of attributes
      System will have the ability to identify most profitable customer
13                                                                                      E
      segment through analysis of past sales data
      System will provide facilities to define new promotional schemes and
14                                                                                      E
      obtain management sanction for the same
      System will provide workflow for sanctions and settlement of schemes
15                                                                                      E
      through credit notes / gifts
      System will have the facility for entering unique product codes for each
16                                                                                      E
      variant of each product so that there is no ambiguity
      System will allow users to check if stocks needed by them are available
17    in the factory / CFA / Distributor as the case may be along with date of          E
      expiry and place orders accordingly
      System will have facilities for an order acknowledgement with a unique
18                                                                                      E
      reference number to be generated for every order
19    System will allow users to check customers' credit limits online                  E
20    System will have workflows for approval of orders                                 E
21    System will allow users to check status of orders placed by them                  E
22    System will allow users to raise invoices for supplies made                       E
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     System will allow users to prepare shipping documents for supplies
23                                                                                   E
     made
24   System will allow users to acknowledge receipt of supplies made                 E
25   System will allow users to generate complaints about supplies made              E
     System will have facility for customers to lodge complaints about
26                                                                                   E
     products / services
     System will automatically assign a unique complaint number to each
27                                                                                   E
     complaint
     System will have workflow to assign complaint to appropriate personnel
28                                                                                   E
     for investigation
     System will have facilities for users to reply to customers on outcome of
29                                                                                   E
     investigations
     System will store all complaints received in a database for monitoring
30                                                                                   E
     trends in complaints and for quality improvement initiatives
31   System will allow users to provide feedback on products / services              E
     System will store all feedback received in a database for new product
32                                                                                   E
     development / quality improvement initiatives
     System will allow users to return goods to suppliers through appropriate
33                                                                                   E
     workflows
34   System will allow users to submit credit note requests for returned goods       E
     System will have workflow for approval of credit notes against returned
35                                                                                   E
     goods
     System will allow marketing team to enter their daily reports and
36                                                                                   E
     competitor activity reports
     System will allow managers to analyze the reports on a periodic basis as
37                                                                                   E
     appropriate for useful information
     System will have ability to forecast future sales based on past sales data
38                                                                                   E
     and other variables as appropriate
     System will have facilities for sales / marketing team to lodge their
39                                                                                   E
     expense claims
40   System will have workflow for approval of expenses                              E
     System will allow incentive claims for sales to be raised automatically
41                                                                                   E
     based on billing information
     System will allow for following MIS reports (but not limited to) to be
42                                                                                   E
     generated
43   Ability to record and capture Customer Call Details                             D
     Solution must have user-friendly non-technical interface for rules
44                                                                                   E
     creation and maintenance.
     Solution must support multiple rule types, including targeting and
45                                                                                   E
     exclusion rules.
     Solution must enable business users to activate/deactivate
46                                                                                   E
     recommendations in real-time.
     Solution must allow rules sets and subsets to be accessed and
47                                                                                   E
     administered separately by security restricted users or groups.
     Consolidated GUI based interface for the campaign designer (with drag
48   and drop tool to create new tariff, business rule for voice and data usage      E
     for example create several bundle of minutes, VAS and data)
     Availability of all relevant data (previous campaign history, analytics,
49                                                                                   E
     status etc. under the same tool)
     Automated status notification/ instruction flow to other relevant stake
50                                                                                   E
     holders involved in launching a campaign- no manual intervention

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     Notification to campaign designer regarding status of the campaign at
51                                                                                   E
     any stage of the campaign design & delivery stage
52   Single point of interaction towards other stakeholders                          E
     Security of campaign management through efficient and configurable
53                                                                                   E
     user management
     Any change in prevailing campaign management can be incorporated
54                                                                                   E
     through process flow automation in minimum time
     Ability to forecast Campaign benchmarks such as anticipated response,
55                                                                                   E
     CPM (cost per thousand), revenue and ROI goals
     Ability to budget campaign financial results in advance (and thereby
56                                                                                   E
     selects the best campaign(s) for implementation)
     Ability to plan and schedule campaigns with tasks, resource
57                                                                                   E
     assignments, start dates, end dates, priorities and reminders
     Ability to keep a running log of notes regarding the events and results of
58   each campaign Ability to generate precise campaign target lists based on        E
     simple or complex queries
     Ability to define specific target markets for each campaign (e.g. small
59                                                                                   E
     business, middle market organizations, wholesale companies, etc.)

     Ability to define specific target positions for campaign distributions (e.g.
60                                                                                   E
     CEO, CFO, Head of Sales, HR and Payroll Directors)

     Ability to define which products or solutions are being promoted for
61                                                                                   E
     each campaign and track individual product promotion success

     Ability to measure effectiveness of procured (third party) target lists
     Campaign analysis for each campaign which includes account response
62   rates, contact response rates, opportunity conversion rates, forecast           E
     conversion rates, realized CPM and hard dollar values for realized sale
     opportunities, realized forecasted opportunities and revenues generated
     Ability to drill-down on the campaign effectiveness figures to see the
63   actual accounts, sale opportunities and closed deals that comprise the          E
     figures
     Ability to track all campaign activity and history in a single location by
64                                                                                   E
     date, user, activity type, priority, status and more
     Campaign analysis reporting (e.g. data warehouse with OLAP (online
65   analytical processing)) for slicing and dicing campaign performance and         E
     results across multiple measures and dimensions
     Marketing reports offer searching, „drill-through‟, „drill-down‟ and one-
66                                                                                   E
     click export to Excel, PDF, web pages, XML or CSV
     Marketing dashboard to show real-time campaign key performance
67                                                                                   E
     indicators
     Includes a report writer for modifying marketing reports or creating new
68                                                                                   E
     reports from scratch
     Ability to schedule multiple distribution events for a campaign (e.g.
69                                                                                   E
     nurture marketing campaigns, drip marketing campaigns)?
     Ability to send FAX broadcast distributions to defined target
70                                                                                   E
     populations
     Ability to shoot off e-mail broadcast distributions to defined target
71                                                                                   E
     populations
72   E-mail distributions may include attachments                                    E
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73    E-mail distributions may be richly formatted HTML messages                      E
      E-mail receipts, non-deliverables, opt-out requests and other statistics
74                                                                                    E
      are reported
75    Ability to mail merge a target population with a MS Word template               E
      Individual contacts can be designated not to receive campaign
76                                                                                    E
      distributions
      Campaign distributions automatically update each account for complete
77                                                                                    E
      account history and audit trail
78    Ability to create multiple types of standard or custom mailing labels           E
79    Ability to segment customers based on behavioral pattern                        E
80    Ability to predict churn as describer earlier                                   E
      Provide automation in defining retention/ loyalty strategy based on the
81                                                                                    E
      predicted churners profile
      Effective roll out of loyalty programs through different channels using
82                                                                                    E
      automation- no manual intervention
      Notification to module owner regarding status of the loyalty program at
83                                                                                    E
      any stage
84    Single point of interaction towards other stakeholders                          E
      Reporting / Document Ouputs / MIS Requirements
 85   D: Sales Return Note                                                            E
 86   R: Bill wise receivables report                                                 E
 87   R: Receivables ageing report                                                    E
 88   R: Order booked positions report,                                               E
 89   R: Invoices per day, Month                                                      E
 90   R: Orders Placed - Day/week/month                                               E
 91   R: daily sales report,                                                          E
 92   R: Collections report,                                                          E
 93   R: Cashflow planning report,                                                    E
 94   R: Material projection reports,                                                 E
 95   R: Budget balances and % spent reports,                                         E
 96   R: Customer call data reports,                                                  D
 97   R: key customer report,                                                         E
 98   R: Contribution report,                                                         E
 99   R: productivity reports at Frontline/ASM/Region/Divisions,                      E
100   R: Profitability reports                                                        E
101   R: Cumulative Sales of the Division Nationally,                                 E
102   R: Secondary Sales Report of the Field Officers,                                E
103   R: Reports from the major client visits of the RM's/ Product Managers           E
104   R: Stocks and Sales details of the Stockists/ distributors,                     E
      R: Sales Target vrs Achievement report of Sales Rep/ Territory Officer/
105                                                                                   E
      State/ Region/ National,
106   R: Stocks & Sales of the CFA/ Depot/ Factory                                    E
107   R: Collection Report of SR/ territory officer/ State/ Region/ National,         E
108   R: Dash Board of the Sales for the past 5 Years,                                E
109   R: Expenses reimbursement of the SR's/ territory officers/ RM's/,               E
110   R: Expenses incurred on the Product Management Activities                       E




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                                           FRS for HR Processes
                                                                                    Criticality
Sl.                                                                                                    Response
                          Functional Requirement - HR                              (E - essential
No.                                                                                                 (SF/WA/CZ/TP)
                                                                                   D - desirable)
      Master Data / Configuration Data Requirements
      Employee Master
      Ability to maintain and update where required following details of
      employee master data:
      Names and details of self, spouse, children, parents, dependants,
 1                                                                                      E
      nominees under different schemes, PAN No. and signature
      Postal Addresses - home, mailing, permanent, office, e-mail addresses
 2    and phone numbers for self, spouse, dependants, emergency contacts                E
      including contracts of family members
 3    Home town, home state, domicile town and domicile state                           E
      Gender, date of birth, blood group, citizenship, marital status, religion,
 4                                                                                      E
      caste etc.
      Recruitment category like physically handicapped/ PWD/ sportsperson
 5    /ex-servicemen / specialist / SC / ST / OBC /LDP (SAP/LAP/HS)                     E
      /compassionate grounds/Others
 6    Recent photograph                                                                 E
 7    Employee medical details (prior to joining and after joining)                     E
      Major health problems with provision to capture the details of sickness
 8                                                                                      D
      etc.
      Qualifications – should capture the details of name of the examination
      passed (prior to joining and after joining) with specialization/Trade,
 9    university/Institute, month and year of passing, percentage of marks              E
      obtained, grade/class obtained / Duration of the course / (With
      incentive / without incentive) etc.
      Previous employment details like name of the organization, position
10    held (designation), start/end dates, reason for leaving, last salary              E
      drawn etc.
      Languages known, with details of speak, read and write separately.
11                                                                                      E
      Indicate the mother tongue
      Details of spouse in the service of the organization including name,
      personnel number, unit where working, designation with provision for
12                                                                                      E
      automatic updation of records of the relative as and when it is updated
      for him by his controlling establishment.
      Details of the dependents including relationship, their month and year
13    of birth, studying in school/college, monthly income/pension amount,              E
      Date of updation of data
      Details of relatives in the service of the organization including name,
      personnel number, unit where working, designation and relationship
14                                                                                      E
      with provision for automatic updation of records of the relative as and
      when it is updated for him by his controlling establishment.
      History of trainings attended (prior to joining and after joining) like
15    name of the course, name of the Institution, month and year of                    E
      training, duration of the course in days/weeks etc.




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     Awards received (prior to joining and after joining) by the employee
     including the name of the award, year of award, in which
16                                                                                  E
     discipline/field and date of receipt of award and special status/
     privilege, if any, to be given to him for the award.
     Date of joining, probation period, date of confirmation in each grade /
17                                                                                  E
     post/ designation
     Details of promotion from one grade / scale / discipline to another
18                                                                                  E
     including any re-appointment through internal selections
     Full transfer history of the employee including the past and current
     location, nature of transfer (self-initiated / company initiated / against
19                                                                                  E
     circular), tenure/Deputation, date of joining and date of relieving at
     different locations, number of times cancelled but kept in abeyance etc
     Present place of posting including name of the department, cost centre,
20                                                                                  E
     division etc.
     Ability to maintain / update union membership data and processing for
21                                                                                  D
     deduction of membership fee through pay-roll processing
     History of disciplinary actions against the employee including date of
     charge, nature of charge, amount of financial loss to organization, date
22                                                                                  E
     of punishment and nature of punishment. This must include Vigilance/
     CBI/ Criminal proceedings.
     Ability to maintain records in respect of all cases under investigation,
23   enquiry and noting the periodic progress made, Absenteeism analysis            E
     etc.
     Ability to provide dynamic user defined query/ report facilities based
     on the defined user login/security levels for Personnel department as
     well as for other Users. Views of information on user-defined criteria
24                                                                                  E
     like date –wise, category-wise, qualification-wise, experience-wise,
     male-female, etc. Should support maintenance of statutory registers
     (like Form-11, Form-12)/Establishment schedule / muster rolls etc.
     Ability to change employment status from full-time to part-time, or
25                                                                                  E
     part-time to full-time.
     Ability to send email/notification to the concerned departments like
26                                                                                  E
     Accounts etc. on change of employee status
     Ability to update a field indicating whether the employee has taken the
27                                                                                  E
     home lease facility and link it to the payroll
     Ability to track each employee‟s start dates and end dates for each
28                                                                                  E
     position held / event during service for user-defined period.
     Ability to create/ update organizational chart of all positions and
29                                                                                  E
     reporting relationships.
     Ability to drill down facilities to access information of the employees
30   at various levels - to go from organization level to sub levels like Unit      E
     level, department level and employee level
     Ability to provide restricted access to different classes of employee
31                                                                                  E
     master data
     Ability to track, calculate and trend employee involvement through
32                                                                                  E
     suggestions, QCs, Six sigma, QIP etc.
     Ability to track, calculate and trend employee participation through
33                                                                                  E
     Knowledge Management database.
     Transaction / Process / Activity Requirements
     Training
     Ability to incorporate the Induction Plan (a plan of abut 3-4 weeks
34   during which the newly joined employees move across all departments            E
     and understand their working)
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     Ability to enter the evaluation results in the system of the individual
35   induction reports prepared by the employees at the end of the                 E
     Induction Programme
     Ability to check whether the employees have crossed the expected
36   benchmark score in their evaluation results by the evaluation                 E
     committee
     Ability to provide a Training Needs Requirement Form to employees
37   online which can be filled in the system and the results can be collated      E
     for analysis
     Ability of the Corporate HR to prepare a comprehensive Training Plan
38                                                                                 E
     in the system based on inputs on training needs
     Ability to perform a comprehensive skills gap analysis using Skills
39                                                                                 E
     Gap Form for non-executives on a periodic basis by each department
     Ability to plan, maintain and track Training Schedules for executives
40                                                                                 E
     and non-executives
41   Ability to collect training feedback online                                   E
42   Ability to capture details of the On-the-Job trainings                        E
     Ability to automate the workflow of training requisitions, approvals
43                                                                                 E
     etc
     Ability to evaluate cost of individual trainings and validate the same
44                                                                                 E
     with the training budget line item
     Ability to capture details of discipline (channel)-wise, program-wise
45   courses conducted – monthly, quarterly, half-yearly, yearly and               E
     cumulative
     Ability to link the TA/DA/Hotel expenses payment records to find out
     total cost of training. The TA bill passing settlement system should be
46                                                                                 E
     able to be linked to the Training system to ensure receipt of training
     feedbacks from attendees
     The system should be able to send training notices /remainders at pre-
47                                                                                 E
     determined time lines to participants via email/SMS etc.
48   Ability to maintain external certifications obtained by staff                 D
     Performance Management
     Ability to capture all details of the Performance Appraisal Forms in
49                                                                                 E
     the system
     Ability to enable workflows between Employees, evaluators and
50                                                                                 E
     reviewers in a step by step fashion
     Ability to link promotion eligibility based on performance ratings and
51                                                                                 E
     disciplinary actions for employees
     Ability to setup goals / performance expectations for individuals at the
52                                                                                 E
     beginning of the year and even in mid-year (optional)
     Ability to maintain the appraisal ratings and feedback in the system
53                                                                                 E
     for the current year
     Support to generate reminder letters/e-mail to the employees/
54   appraising authorities in case of non-submission of appraisal reports         E
     etc.
     The system shall store the results of the employee‟s performance
55   evaluation such as Start and End Date for evaluation, Manager, Total          E
     Score, Employee Development Information, Comment
     Ability to archive appraisal ratings and feedback in the system for
56                                                                                 E
     previous years
     Recruitment
     Ability to interface with Govt. authorities for intimation of vacancies
57                                                                                 D
     for sanctioned strength of trainees under Apprenticeship Act
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     Ability to create manpower budgets and undertake manpower
58   planning periodically in the system with inputs from relevant                E
     departments
     Ability to arrive at vacancies to be reserved for SC / ST / OBC /
59                                                                                E
     Physically disabled categories
     Ability to raise the indent / Manpower Requisition Form (MRF) in the
60                                                                                E
     system
     Ability to introduce workflow based approval system for the MRF /
61                                                                                E
     indent
62   Ability to maintain applicant database in the system                         E
     Ability to connect the online application link (at the company website)
63                                                                                E
     to the central applicant data base
     Ability to conduct first level of screening in the system by matching
64   against key words of educational, skill requirements mentioned in the        E
     indent
     Ability to gather the list of Candidates from the Govt. Authorities
65                                                                                D
     registered with HLL
     Ability to enter the details of short listed candidates who respond to
66                                                                                E
     advertisement on the basis of age, qualification, experience etc.
     Ability to schedule interviews of the shortlisted candidates and enter
67                                                                                E
     interview results / comments in the system
68   Ability to generate Interview Call Letter                                    E
     Ability to receive online approval from CHO on selection of
69                                                                                E
     candidates
70   Ability to generate Appointment Letter                                       E
     Ability to update and maintain the recruitment tracker on employees
71                                                                                E
     joining / not joining after appointment letter is issued
     Ability to automatically generate Accounts Receivable on Apprentice
72                                                                                E
     Board for half of stipend per apprentice payroll
     Ability to generate a report in a prescribed format to list the
73                                                                                E
     receivables from Board of Apprenticeship as mentioned above
     For Training & Development Scheme, an approval note on the list of
     positions, job specifications,is generated. The system should support
74                                                                                E
     in generating this and also have the ability to route the approval
     workflow to the concerned authorities
     Ability to track,calculate and trend for various categories
     a)Recruitment cost incurred/employee
75   b)Time taken for filling up a vacancy i.e from paper ad to appointment       E
     letter
     c)No. of days taken to respond to an applicant etc.
76   Ability to maintain temporary posts as per requirements                      E
     Joining & Relieving
     Ability to capture information of the Joining Form and transfer the
77                                                                                E
     data towards maintenance of Employee master
78   Ability to generate unique Employee Code                                     E
     Ability to generate Employee Identity Card from details captured
79                                                                                E
     under Employee Master
80   Ability to apply and submit resignation online in the system                 E
     Ability to generate Dues Report for the employee and show any
81                                                                                E
     outstanding amount in any category / department from the system
82   Ability to generate No Dues Certificate / Clearance to the employee          E
     Ability to introduce a web-enabled workflow for no dues clearance
83                                                                                E
     considering offsite clearances (project sites, marketing offices etc)
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84    Ability to capture and archive relevant details from Exit Interview           E
      Attendance & Leave Management
      Ability to integrate attendance punch card system with the HR module
85                                                                                  E
      of the ERP
      Ability to enter and modify attendance data of employees directly in
86                                                                                  E
      the system when punch cards are not operating
87    Ability to link up attendance with salary processing / financials             E
88    Ability to apply and approve leave online                                     E
      Automate the leave approval workflow of the employee through the
89                                                                                  E
      concerned approving authorities
90    Ability to maintain and update the leave database for employees               E
      Ability to scan / capture details of medical certificates with relevant
91                                                                                  E
      Leave Record of the employee
      Ability to maintain updated leave balances against individual
92                                                                                  E
      employees
      Ability to link wage / salary cut due to excess leave taken by
93                                                                                  E
      employees
      Ability to initiate workflows within the HR department personnel to
94                                                                                  E
      send Notes and generation of 'Out Pass'
      Ability to provide access at all critical points of data entry including
95    factories and eliminate the need of maintaining manual attendance             E
      registers
      Ability to record time stamp of records entered and prevent back dated
96                                                                                  E
      entries
      LTC availing and encashment
      Ability to include in the system the LTC form which can be filled by
97                                                                                  E
      employees online and sent on a workflow to HR
98    Ability to auto verify names of dependents (from employee master)             E
      Ability to validate the mode of travel with the employee's eligibility
99                                                                                  E
      on the same based on his grade / seniority etc.
      Ability to route the application form through the concerned approving
100                                                                                 E
      authorities as a workflow
      Ability to send the verification form to Finance Department on a
101   workflow after due approvals (may be multi-level if required) from            E
      HR
      Ability of the employee to process the settlement form online through
102   all approvals and submit hard copies of documents (tickets etc)               E
      manually to accounts
      Ability to verify the submission and enter remarks / comments and
103                                                                                 E
      approve / reject the settlement form
      Ability to build business rules on eligibility of employees to avail
104                                                                                 E
      special schemes like Bharat Darshan once in 4 years
105   Ability to capture application for encashment                                 E
      Ability to disburse LTC amount to 25% of the total applicants for a
106                                                                                 E
      period of 12 months on monthly basis
      Ability to check and verify eligibility criteria of dependents and
107                                                                                 E
      prepare eligibility list online
      Ability to send auto alert to concerned departments on availment of
108                                                                                 E
      LTA by an employee
      House building / maintenance & Vehicle Loan
      Ability to setup house building / maintenance loan eligibility against
109                                                                                 E
      different employee grades

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      Ability to apply and send online the application for house building /
110                                                                                 E
      maintenance loan in the system to HR
      Ability to generate a sanction note and its approval online in the
111                                                                                 E
      system
      Ability to intimate Accounts section on remittance of installments
112                                                                                 E
      after due processing by the financial institution
      Ability to introduce workflow based approval system for the house-
113                                                                                 E
      building/maintenance loan
      Ability to capture the details from the Provisional Interest Certificate
114                                                                                 E
      and Actual Interest Certificate for integration with Tax Benefits
115   Ability to avail interest subsidy on vehicle loan as per corporate policy     E
      Ability to process applications and necessary approvals for vehicle
116                                                                                 E
      loans in the system
      Increments
      Ability to maintain and update the scale of pay for different categories
117                                                                                 E
      of employees of the organization
      Ability to generate list of employees due for increment (preferable one
118                                                                                 E
      month earlier)
      Ability to calculate the increments as per the scale of pay for
119                                                                                 E
      employees who have served for 12 months - as business rule
      Ability to send auto alert/e-mail to the concerned departments on
120                                                                                 E
      change of pay-scale of the employee
121   Ability to generate increment letters for employees from the system           E
      Leave Encashment
      Ability to configure necessary business rules for leave encashment in
122                                                                                 E
      the system for different categories of employees
      Ability to raise Leave Encashment Application in the system and this
123                                                                                 E
      should flow by workflow to concerned HR personnel
      Ability of the approved applications to flow online to Finance /
124                                                                                 E
      Accounts section for suitable disbursement
      Mediclaim & Medical Reimbursement
      Ability to maintain and update a master of approved hospitals / health
125                                                                                 E
      clinics etc.
      Ability to raise a Form to intimate the company regarding the
126                                                                                 E
      admission in a hospital
      Ability to send across a note online to the registered hospitals (via
127   mail / other exchange infrastructure) for direct submission of bills of       D
      the employee to the company
      Ability to take multiple copies of reimbursement / encashment notes
128                                                                                 E
      for required signatures outside the system
      On receiving the bills, ability of the HR department to forward the
129                                                                                 E
      approval note online to Accounts for payment
      Ability to keep records (details) of bills sent to mediclaim party for
130                                                                                 E
      reimbursements
      Ability of Accounts to records the amount received by cheque from
131   Insurance Broker and match it with amount disbursed to hospital for           E
      employee
      Ability to post the differential amount as a deduction from the
132   employee's salary in case the amount received from insurance broker           E
      is less than amount disbursed to hospital
      Ability to generate a Medical Return Report periodically (usually
133                                                                                 E
      fortnightly) to be sent to CHO online

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      Ability to enable selection the option of Medical Reimbursement as
134                                                                                 E
      against medical allowance
135   Ability to fill up online medical reimbursement form                          E
      Promotion and Pay Fixation
      Ability to configure time-based and vacancy-based promotion policies
136                                                                                 E
      and salary fixation
      Ability to capture recommendations of Department Promotion
137                                                                                 E
      Committee (DPC) for CMD approval
138   Ability to introduce a workflow based approval process if required            E
139   Ability to generate Promotion Order in the system                             E
      Ability to capture minimum attendance criteria, performance rating
140                                                                                 E
      and seniority and qualification criteria for vacancy-based promotion
141   Ability to prefer optional fixation against pay fixation online               E
      Ability to capture application for requesting optional fixation and
142                                                                                 E
      background check
      Ability to generate a list of employees due for promotion (based on
143   tenure of service and any other business rule which can get updated           E
      time to time)
      Ability to generate a Pay Fixation Statement as per pre-defined
144                                                                                 E
      business rule, in case employee has selected Pay Fixation
      Personal Accident Claim
      Ability to capture details of the Accident Report Form to be filled by
145                                                                                 E
      supervisor / manager
      Ability to send the form online to the Safety Officer and after approval
146                                                                                 E
      to HR - through workflows
      Ability to provide a check list of documents to be submitted by
147                                                                                 E
      employees after returning from accident
      Ability to store / capture details of fitness certificate, medical
148                                                                                 E
      certificate etc.
      Ability to raise note in case of accidents which happen within the
149                                                                                 E
      factory premises
      Ability to send the note to accounts after approval for payment and to
150                                                                                 E
      time office / leave function for updating leave
      Vehicle & Estate Management
      Ability to raise indents for vehicle contracts, maintenance contracts etc
151                                                                                 E
      and to capture charges/actual cost against respective indent
152   Ability to book guest house rooms and raise bills on predefined tariff        E
153   Ability to track expenses on guest house against charge codes                 E
154   Ability to monitor the status of vehicles owned / on contract                 E
      Ability to raise and send Travel Forms online from different
155                                                                                 E
      departments
      Ability to record daily trips and reconcile with contract / payment
156                                                                                 E
      settlement
      Confirmation and Placement of Trainees
      Ability to generate a confirmation note on completion of probation of
157                                                                                 E
      trainees
      Ability of the system to generate a report / generate alerts to remind
158   HR about completion of probation period of trainees at least 1 day            E
      before
159   Ability to generate Confirmation Letters to confirmed trainees                E
160   Ability to extend probation period of trainees if found required              E
      Ability to generate a list of all trainees who have completed 1 year in
161                                                                                 E
      the organization
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162   Ability to send the names and ACR forms to different departments             E
      Outsourced Services
163   Ability to request for outsourced services and track the progress            E
164   Ability to recommend bills for services availed                              E
      General / Specific requirements of HLL
      Ability to maintain a record of documents handled by dispatch section
165                                                                                E
      including updation of status
      Ability to capture acknowledgement of documents delivered by
166                                                                                E
      dispatch section
      Ability to process applications for institutional / professional
167                                                                                E
      membership based on eligibility
168   Ability to generate alerts depending on renewal dates                        E
      Ability to manage functions of library in the absence of dedicated
169                                                                                E
      library management system
      Ability to interface with library management system if implemented
170                                                                                D
      later on
      Ability to process special allowances like family planning, higher
171                                                                                E
      qualification etc based on business rules and through workflow
      Ability to capture and document minutes of meeting and notifications
172                                                                                E
      with respect to agreements / settlements with trade unions
173   Ability to process grievance redressal forms online through workflow         E
174   Ability to manage suggestions schemes online                                 E
      Ability to process travel requisition including capture of settlement
175                                                                                E
      details against the specific requisition
      Reporting / Document Outputs / MIS Requirements
176   R: Report of Recoverable Stipend from Board of Apprenticeship                E
177   R: Monthly Recruitment Report (to be sent to CHO online)                     E
178   R: Report on new joinees, resignees and retirees                             E
      R: Reports of employees based on the categorisation of Length of
179                                                                                E
      Service, Age, Qualification, etc
      R: Attendance Report - normal, overtime, unauthorized absence, late
180                                                                                E
      arrival, punch recorder output
181   R: Leave status                                                              E
      R: List of applications and processing status for availing benefits -
182                                                                                E
      House building, vehicle loan, lease, LTC etc.
      R: Report the number of resignations, retirements, transfers and
183                                                                                E
      promotions quarterly / half-yearly / annually
184   R: Report the current stage and status of a hiring process                   E
185   R: Report the number of applicants for each positions                        E
186   R: Report the recruitment cost per department / Unit                         E
187   R: Individual and departmental training reports.                             E
188   R: Production reports for incentive processing                               E
      R: Report with the attended training programs, and total training hours
189                                                                                E
      for each employee during the year
190   R: Reports on dispatch section activities                                    E
191   R: Reports on mediclaim processing - claims received and processed           E
192   R: Performance appraisal rating for all employees                            E
      R: Report on performance of an employee including ratings as
193                                                                                E
      captured in the system on a need basis
194   R: Report on manpower utilisation across units                               E
195   R: Report on LTC availing vs encashment                                      E
196   R: Report on list of vacancies                                               E

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      R: Report on employees / contract laborers engaged against a specific
197                                                                                E
      indents for annual return
198   D: Interview Call Letter                                                     E
199   D: Appointment Letter                                                        E
200   D: Confirmation Letter                                                       E
201   D: Promotion Order                                                           E
202   D: Pay fixation statement                                                    E
203   D: Form 5 to contractors to obtain license                                   E
204   D: Certificate of experience                                                 E
205   D: Competency evaluation form for training                                   E
      External Interfacing Requirements
206   Attendance recording - punch card system                                     E




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                                      FRS for Logistics Processes
                                                                                     Criticality       Response
Sl.
                       Functional Requirement - Logistics                           (E - essential   (SF/WA/CZ/T
No.
                                                                                    D - desirable)        P)
      Master Data / Configuration Data Requirements
      Ability to capture Master data of CF agents, Distributors and stockists'
 1                                                                                       E
      information
      Ability to capture master data of third party logistics vendors (such as
 2                                                                                       E
      transporters etc)
      Ability to capture master data of all products (including traded
 3                                                                                       E
      products)
 4    Ability to capture master data of suppliers                                        E
      Ability to configure credit limit and credit period against CF agents,
 5                                                                                       E
      distributors, stockists
      Ability to configure discount (percentage or volume based), as
 6                                                                                       E
      applicable, for different types of payment mechanisms for customers
      Ability to enter/track finished good stock quantity/location in the
 7                                                                                       E
      finished goods depot
      Allow the system to suggest (assortment) the stock / warehouse
 8                                                                                       E
      locations for placement of incoming materials
 9    Provisions for system alerts based on shelf life of stock                          E
10    Ability to capture preservation instructions for selected items.                   E
      Allow the system to propose dispatch stock (at the time of issue) based
11    on either FIFO or Shelf life or any other appropriate criteria /                   E
      characteristics
12    Ability to track consignment details (via ship,rail,road)                          E
      Ability to maintain and update the various handling charges (eg
13                                                                                       E
      :loading , unloading charges)
14    Ability to record Waybill expenses in air consignment (AWB)                        E
      Ability to acknowledge receipt of materials at various Loading and
15                                                                                       E
      Unloading locations of HLL
      Ability to receive advance shipment notice (LR/RR/BL/AWB/Cargo
16    Arrival/Port Clearance/) from the vendors and attach scanned                       E
      documents./ capture details
17    Ability to generate / print cargo arrival notice                                   E
18    Ability to capture and track inland transit details till receipt to stores.        E
19    Ability to capture details of stock in transit                                     E
      Ability to receive goods in part / full by rail / road / courier / hand
20                                                                                       E
      delivery / bank / post, etc.
21    Ability to record the mode of transport of goods in the system                     E
      Ability to notify the authorized transporter for delivery of the
22                                                                                       E
      consignments
      Ability to record the weighbridge transactions on the system along
23                                                                                       E
      with variance applied
      Ability to receive goods without P.O. or without proper documents
24                                                                                       E
      and subsequent adjustment / regularisation
25    Ability to process freight handling bills                                          E
      Ability to record non-delivery certificate from the transporter when
26                                                                                       E
      goods not delivered
27    Ability to record short shipment / delivery and follow-up till closure.            E
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     Ability to record damaged condition of consignment on receiving at
28                                                                                 E
     Store / at Port
     Ability to record the Daily Receipts in the system ( Day Book) against
29                                                                                 E
     PO ref.
     Ability to direct and record the place / location of receipt ( receiving
30                                                                                 E
     bay, silo, Raw Material store, etc.) of the goods
31   Ability to receive part quantity of goods against a PO                        E
     Ability to record receipts of various kinds like goods from supplier,
32                                                                                 E
     transfer from another unit, receipt on loan etc
     Ability to record provisional MRV (before inspection) and final or
33                                                                                 E
     confirmed MRV (after inspection)
     Ability to club multiple Lorry receipts / consignments into one Goods
34                                                                                 E
     Receipt document
     Ability to direct material to the designated bin as per the material
35                                                                                 E
     master
     Ability to maintain the bin cards in the system with details of material
36                                                                                 E
     receipts and issues / Stores adjustment voucher
     Ability to process vendor invoices for payment ( attach scanned inv
37                                                                                 E
     copy )
38   Ability to track material consumption against cost centres                    E
39   Ability to support multiple units of measurement and conversion               E
40   Ability to track and monitor issues base on FIFO (First In First Out)         E
41   Ability to support and track inter-unit transfer of material                  E
     Ability to track and monitor stock at various departments / units /
42                                                                                 E
     shops sub-store)
     Ability to issue goods by authorized personnel / indenting dept to the
43                                                                                 E
     requesting department upon approval
     Ability to generate Gate Pass for material movement within and
44                                                                                 E
     outside the plant
     Ability to track issue materials on loan to other Units / profit centers
45                                                                                 E
     and record the return of the loaned materials
     Ability to make Accounting entries automatically (as per books policy)
46                                                                                 E
     on receipts, issues, adjustments, returns, etc
     Ability to maintain multiple locations (stores, sub-store etc) and
47                                                                                 E
     transfer goods from one store to another
     Ability to plan , track and receive the materials against monthly
48                                                                                 E
     schedule
     Ability to track receipt and consumption and account for variances if
49                                                                                 E
     any
50   Ability to track the expiry details of shelf life items                       E
     Ability to track details of entry tax / service tax / CST / state ST / VAT
51                                                                                 E
     / C-form against orders / receipts
     Ability to interface with transporter for material availability at his go-
52                                                                                 E
     down or about the arrival intimation
     Ability to support receipt and accounting of direct deliveries by
53                                                                                 D
     suppliers and Door Deliveries by stores to the users.
     Ability to capture Lorry Receipt (LR), Delivery Challan (DC) and
54                                                                                 E
     send acknowledgement online.
     Transaction / Process / Activity Requirements
     General Requirements
     Ability to ensure data / information flow between all related entities -
55   logistics dept, production planning department, CF Agents,                    E
     Distributors, customers etc to ensure business continuity
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     Ensure built-in integrity check for all data which is related to logistics
56   with other functional areas such as PPC, finance and costing, dispatch,       E
     quality management and stores
     Ability to capture all information like -
     Sales Order Preparation , Distributor invoice generation , Sample Issue
57                                                                                 E
     Note , Stock adjustments , Inter CFA stock transfer -
     that are currently being captured by legacy systems of LIS and EIMIS
     Ability to enable scenario based planning through online analysis of
     Net Sales Realisation, Productivity, Demand Priorities, Critical
58                                                                                 E
     operational constraints , critical material availability and profitable
     product mix
     Ability to further apportion the Annual plan into monthly plans based
59   on the defined planning levels and key constraints attached at each           E
     level
60   Ability to view stocks by location                                            E

61   Ability to analyse SKU wise sales                                             E

     ability to do Stock Transfer Planning based on stock movement and
62                                                                                 E
     inventories and requirements
     Annual / Monthly planning
     Ability to perform annual / monthly logistics planning with relevant
     inputs and revise it periodically.(sales performance across regions for
63                                                                                 E
     the current year, reports on marketing analysis, Target vs. Sales
     Achieved ,Order in hand etc)
     Ability to generate annual demand- supply plan with monthly
64                                                                                 E
     projections, product wise
65   Ability to define plan parameters                                             E
66   Ability to define plan constraints                                            E
67   Ability to revise plan                                                        E
68   Ability to support multi year planning                                        E
69   Ability to track plan revisions                                               E
70   Ability to route plan revisions                                               E
     Ability to upload approved plan figures into the system with as little
71                                                                                 E
     manual intervention as possible.
     Ability to interface with production planning module to communicate
72                                                                                 E
     the annual/ monthly plan and capture the actuals
73   Ability to roll forward planed figures and actual                             E
     A full range of planning profiling features should be available (like
74   percentage distributions across periods in the financial year, uplifts on     E
     the last year‟s plans, etc.)
     Ability to set plans at any chosen level from posting account level
75                                                                                 E
     upwards with automatic roll up into plan totals set at higher levels.
76   Ability to report Actuals vs. plans, variances                                E
     Ability to integrate the demand-supply plan with production and
77                                                                                 E
     dispatch planning
     Ability to review the plan online based on the actual sales, stock in
78                                                                                 E
     transit, dispatches and production details
79   Ability to upload into the system the monthly distribution plan               E
     Logistics Management
     Ability to generate and maintain history of GRN, FG details at the CF
80                                                                                 E
     agents across locations

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      Ability to track FG details (stock, ageing details ) at the CF agents
81                                                                                  E
      across locations
      ability to capture order cycling process/details between logistics dept
82                                                                                  E
      and PPC
83    Ability to generate and track stock transfer orders (STO)                     E
      Ability to capture release order details from ministry and track transfer
84                                                                                  E
      of products received from Govt Medical supplies depot to C&F agents
      Ability to intimate revisions in projected quantities and STOs to PPC
85                                                                                  E
      division
      Ability to cross check against the sale order, the details of the
86                                                                                  E
      authorised transporter
      Ability to close an indent by creation of a gate pass cum delivery order
87                                                                                  E
      against it
      Ability to short close an indent (without delivery) and to capture
88                                                                                  E
      reasons for the same
89    Ability to make revisions in monthly indents                                  E
      Ability to generate Gate Pass cum Delivery Order which contain
      attributes such as Product, Quantity, Weight/volume and other
90                                                                                  E
      characteristics at the time of loading, Time of loading, vehicle number,
      SO number
      Ability to execute partial shipments of Sale Order quantity. The status
91    of the SO should be available online w.r.t quantity and amount and            E
      displayed in each invoice
      Ability to denote SO wise what requirements need to be sent/printed
92                                                                                  E
      with shipment, invoice, (e.g., Quality certificate, etc)
      Ability to record C&F Agent/Distributor acknowledgement against
93                                                                                  E
      each consignment
      Ability to send notifications to C&F agent/ distributor during various
94    stages of dispatch such as material shipped (including partial                D
      quantity), acknowledgement received etc
      Ability to send a copy of any or all of the dispatch documents to the
95                                                                                  E
      C&F Agents/distributors electronically.
      Ability to raise an alarm when FG inventories inside the plant crosses
96                                                                                  D
      predefined thresholds (upper and lower)
      Ability to take into account all open indents (indents at various stages
97    of dispatch - loading, weighment, delivery order etc) at the time of          E
      processing the next indent
      Ability to receive stock requirements of traded products from
98                                                                                  E
      marketing dept
99    Ability to capture distributor collections and cheque dishonour history       E
      Ability to have full visibility of stock in WIP, Dispatch, FG store,
100                                                                                 E
      Transit etc
101   Ability to plan daily dispatch plans as well as various alternate plans.      D
      Ability to generate advice for stacking the FG at warehouse
102                                                                                 D
      considering the warehouse layout and current stacking position.




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      Ability to generate daily truck loading program which contains details
      such as
      ·      Customer
      ·      Transporters
103   ·      Payment type                                                            E
      ·      Product
      ·      Priority
      ·      Quantity
      ·      Destination
      Ability to generate truck loading slip for every truck considering the
      delivery challan / dispatch indent (DI), product, quantity, capacity of
      the truck, material availability etc. The system should also identify the
104                                                                                  D
      stacks which should be grouped for loading to the truck and identify
      the location of the stacks at the warehouse. Maximum space utilization
      of the truck should also be considered
      Ability to hold/release dispatch against all pending DI's based on
105                                                                                  E
      business rules
      Ability to capture statutory documents attributes like e.g.
      Import/Export license, ST registration, CST Registration etc and raise
106                                                                                  E
      alerts at predefined threshold before expiry of the validity of the
      document.
107   Ability to capture data from offsite through web / file transfer               E
      Ability to indicate quantity allocation to different transporters in a DI.
108   System should facilitate validation with contractual agreement or              E
      Customer's documentary instructions
      Ability to display outstanding quantity against a DI, as per business
109                                                                                  E
      rules
      Ability to short-close DI with outstanding quantity as per existing
110                                                                                  E
      business rules and raise fresh DI
      Ability to trigger alert if the quantity being dispatched against a DI
111                                                                                  E
      reaches the DI quantity/value limit.
      Ability to generate texture wise, colour wise, grade wise, size wise
112                                                                                  E
      reports for product dispatches from FG.
      Ability to generate Stock keeping wise reports for product dispatches
113                                                                                  E
      from FG.
      Ability to execute partial shipments of DI. The status of the DI should
114                                                                                  E
      be available online with respect to quantity and amount
      Ability to generate dispatch documents like packing list, material gate
115   pass, dispatch advice, delivery/commercial invoice, way bill etc. based        E
      on predefined business rules
116   Ability to record lorry receipt against each consignment                       E
      Ability to send a copy of any or all of the dispatch documents to the
117                                                                                  D
      customer electronically.
      Ability to update the FG inventory online once the dispatches are
118                                                                                  E
      executed
      Ability to define various dispatch components like shipping methods,
119                                                                                  E
      freight carriers, freight terms, transporters, instructions etc
120   Ability to track the in transit inventory of FG                                E
      Ability to capture the actual loading status against the order at each
121                                                                                  E
      loading point.
      Ability to record customer acknowledgement against each
122                                                                                  E
      consignment
123   Ability to record the unloaded weight at different points                      E
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      Ability to effect dispatch against outstanding quantity in DI, based on
124                                                                                 E
      business rules.
125   Ability to record priority of dispatch (at plant) based on business rules.    E
      Ability to re-schedule the dispatch plan for existing orders when over
126                                                                                 E
      riding priority is given to another order
      Ability to capture reasons for shortfall in actual loading and dispatch
127                                                                                 E
      against the plan
      Ability to send notifications to customer during various stages of
128   dispatch such as DI issued, material shipped (including partial               E
      quantity), acknowledgement received
      Ability to analyze data for several Key Performance Indicators (on
129                                                                                 E
      time delivery %)
130   Ability to display the dispatches transporter-wise, zone wise etc             E
      Ability to trigger alerts, in case of dispatches exceeding allocation
131                                                                                 E
      quantity to a transporter.
      Ability to intimate the buyer about failure of transporter to place truck
132   after dispatch program has been finalized. Mails may also be sent to          D
      respective regional offices and Corporate.
      Ability to trigger alert in case dispatch indent is due to expire within 7
133   days (as per business rules). This alert to also be sent to respective        D
      regional offices and Corporate.
      Ability to amend the DI quantity and enhance the DI quantity on
      receipt or availability of additional financial arrangement. The
134   amendments must be visible to dispatch section on real time basis. The        E
      amendment may be done to reduce the DI quantity. This reduced
      quantity may be treated as final quantity.
135   Ability to generate party wise dispatch details for a specified period        E
136   Ability to generate statement of excise payment details                       E
137   Ability to generate daily stock report for FG                                 E
138   Ability to capture all details pertaining to export material.                 E
      Ability to post all details of export material into system and identify
139   port of loading, mode of export (sea/road through land customs) and           E
      destination country, if any.
      Ability to track status of every stock consignment (loss in transit, loss
140   by theft, quality related, diverted for domestic consumption etc) and         E
      report stock available for export at each port of loading.
      Ability to fix the freight carrier for export shipments through bidding
141                                                                                 E
      process
      Ability to generate work order to the freight carrier for export
142                                                                                 E
      shipment
      Ability to capture bundle/product details while loading into
143                                                                                 E
      containers/trucks.
      Ability to support shipment on both free on board (FOB) and cost
144                                                                                 E
      insurance freight (CIF) basis & Cost and Freight (C&F) basis.
      Ability to generate all export related documents such as analysis
145   certificates, producers certificate etc as per LC and customize as per        E
      requirement .
146   Ability to handle inter unit transfer of Finished or WIP goods.               D
      Ability to denote customer wise what requirements need to be
147   sent/printed with shipment, invoice, order acknowledgement (e.g.,             E
      packing slip number, Bill of Lading number, etc)
148   Ability to be prompted on credit controls at the time of dispatch             E
149   Ability to capture details of all incoming and outgoing vehicles              E
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      Ability to levy excise duty on Finish Good material as per plant
150   invoice (the basic price & other discount will be as applicable on the       D
      date of sale from warehouse).
      Ability to have invoice date based on dispatch date (Road dispatch :
151                                                                                D
      DA date , Rail dispatch : RR date)
      Ability to handle central, multiple states, local sales tax, VAT, levy,
152                                                                                E
      taxes and duty amounts per invoice per item.
      Ability to generate relevant forms (Form F) report for dispatches
153                                                                                E
      effected from Plant. (this must be month wise)
      Ability to record storage/transit loss, insurance claims, recovery from
154                                                                                E
      transporter, settlement, subrogation etc.
      Ability to record shipping bills and establish relation with Proforma
      Invoice(s), Bills of Lading, Commercial Invoice against various
155                                                                                E
      licenses. This relation may be 1: 1 or 1: many or many: 1 or many:
      many.
      Ability to estimate/forecast export quantity/value required towards
156                                                                                D
      fulfillment of EPCG license proposals
157   Ability to handle lot-wise dispatch of materials.                            D
158   Ability to optimise transportation planning                                  D
159   Ability to place order from Regional office                                  E
160   Ability to monitor workorder checklist                                       E
161   Ability to generate Release order to ministry                                D
162   Ability to monitor Stock replenishment                                       D
163   Ability to keep track of stockist dispatch details through online            E
164   Ability to keep track of Factory dispatch details through online             E
165   Ability to keep track of inter CFA transfers etc.,                           E
166   Ability to capture distributor collections and cheque dishonour history      E
      Ability to facilitate faster processing of orders raised by the regional
167                                                                                E
      offices
      Facilitate processing of both distributor and stockist orders in the
168                                                                                E
      system with appropriate controls and differentiations
      Ability to receive online updates on the expected date of finished
169                                                                                E
      goods readiness and receipt from the production department
      Ability to analyse the root cause of delays or slippage in the delivery
170                                                                                E
      schedules
171   Ability to do sales projected VS actual sales made analysis                  E
      Distributor management
      Ability to check for available credit balance against the Distributor
172                                                                                E
      code
      Ability to calculate the maximum quantity of product that can be lifted
173   by the Distributor based on the credit balance available in his account      E
      and the prevailing sale price of the product (as per the price master)
      Ability to block dispatches if the available credit balance is
174                                                                                E
      insufficient to meet the indented quantity of product
175   Ability for Distributor order processing                                     E
176   Ability to keep track and analyze distribution expenses                      E
      C&F Agents Management
      Ability to identify the need for new C&F agent(s);based on
      1. Projected Sales Turnover
177   2. Distribution network                                                      D
      3. Market analysis
      4. Product Management group analysis
178   Ability to capture details of new C&F Agents                                 E
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179   Ability to capture C&F agent wise product inventory                          E
180   Ability to capture dispatch history against every C&F agent                  E
181   Ability to initiate stock transfer between agents based on the indent        E
182   Ability to evaluate performance of C&F agents                                E
183   Ability to issue cheque dishonor memo                                        E
184   Ability to raise sales return and credit notes                               E
      Ability to receive alerts and triggers from PMG as soon as there are
185                                                                                E
      any changes in the schemes
186   Ability to replenish stock at C&F locations as and when required             E
      Ability to receive acknowledgement from C&F agents for goods
187                                                                                E
      transfer
      Reporting / Document Outputs / MIS Requirements
188   R: Sales performance analysis reports for the current year                   E
189   R: Sales accounting reports for the current year                             E
190   R: Daily and Monthly sales report                                            E
191   R: Debtors ageing report for various divisions                               E
192   R: Non moving stock report                                                   E
193   R: EOQ report across locations                                               E
194   R: Finished goods details across locations                                   E
195   R: Finished goods stock report and ageing report                             E
196   R: Brand wise profitability report                                           E
      R: Comparative report on Forecasted sales, Production and Actual
197                                                                                D
      sales
198   R: Dispatch summary/details report                                           E
199   R: Pending orders reports with reasons                                       E
200   R Release order vs Qty receipts                                              D
201   R Social marketing claim reports                                             D
202   R Provisional Credit Note reports                                            D
      R: Reports with analysis on Purchase Order vs Quantity received vs
203                                                                                E
      Quantity pending vs Regional Indent
      R: Comparative analysis on committed date of supply vs Pending
204                                                                                E
      supplies vs Expected dispatch dates
205   R CFA / Depot expense analysis                                               E
206   R: Dispatch Details Report                                                   E
207   R: Dispatch Details Intimation                                               E
208   D: Suppliers for traded products                                             E
209   D: Goods received note                                                       E
210   D: Stock Transfer Order                                                      E
211   D: Complaint reporting form                                                  D
212   D: Audit analysis form                                                       D
      External Interfacing Requirements




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                                FRS for Plant Maintenance Processes
                                                                                    Criticality
Sl.                                                                                                   Response
                 Functional Requirement - Plant Maintenance                        E - essential
No.                                                                                                (SF/WA/CZ/TP)
                                                                                   D - desirable
      Master Data / Configuration Data Requirements
      Ability to maintain unique equipment code across HLL with defined
 1                                                                                      E
      cost centers for accounting all costs
      Ability to maintain Equipment OEM Manuals, Drawings and
 2                                                                                      E
      Equipment History linked to equipment codes
 3    Ability to maintain and update equipment maintenance plan                         E
 4    Ability to configure alerts as per pre-defined maintenance plan                   E
      Ability to maintain a history of calibrations done on different test
 5                                                                                      E
      equipments for a min. of 3 years
      Ability to maintain warranty details, equipment specific requirements,
 6                                                                                      E
      maintenance history
      Ability to maintain applicable rate/ maintenance contracts linked to
 7                                                                                      E
      specific equipment/operational area
      Ability to maintain equipment specific checklist with provision for
 8                                                                                      E
      updation
      Transaction / Process / Activity Requirements
      Manage of Preventive Maintenance
      Ability to update (preventive maintenance chart) the schedules of
 9                                                                                      E
      Preventive maintenance activities
10    Ability to generate a preventive maintenance checklist                            E
      Ability to trigger work requests for Preventive Maintenance jobs
11                                                                                      E
      automatically.
12    Ability to manage work permit -equipment/operational area specific                D
      Ability to capture resource utilization on maintenance - equipment
13                                                                                      E
      specific
      Ability to retrieve the data for analyzing the maintenance cost by asset
14                                                                                      E
      and compare equipment cost to replacement cost
15    Ability to schedule minor PM as part of major PM                                  D
16    Ability to use time-based trigger criteria                                        E
17    Ability to print a Preventive Maintenance checklist on a schedule date.           E
18    Ability to select and pick the bill of materials for a particular asset           E
      Ability to see the live stocks attached with that bill of materials of the
19                                                                                      E
      equipment in which Preventive Maintenance is carried out
      Ability to process maintenance related clearances
20                                                                                      D
      (plans/approvals/schedules) through workflow
21    Ability to trigger inspection schedules                                           E
22    Ability to record and retrieve equipment maintenance history                      D
23    Ability to record and print inspection checklist                                  E
24    Ability to update preventive maintenance inspection observations                  E
      Ability to route inspection requirement notification to concerned
25                                                                                      E
      engineer /higher officials
      Ability to raise MRF for requisite spares based on material specific
26                                                                                      E
      BOM
      Ability to update the details of Preventive maintenance activities
27                                                                                      E
      carried out

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     Ability to analyse material consumption against equipment specific
28                                                                                 E
     preventive maintenance
     Ability to maintain measurement book incase of outsourced
29                                                                                 E
     maintenance services
30   Ability to process bills of contractors                                       E
     Ability to calculate the cost of Preventive maintenance activity carried
31                                                                                 E
     out
     Ability to prepare a work completion report for the maintenance work
32                                                                                 E
     carried out by the team
     Manage Breakdown Maintenance
     Ability to categorize breakdowns into critical / non-critical based on
33   pre-defined norms / policies in the system and notification (problem          E
     notification) of the same to Plant Maintenance
     Ability to record Breakdown details (Breakdown no. Nature of
34                                                                                 E
     complaint, priority etc) in a database
35   Ability to route notifications about breakdowns to relevant officials         E
     Ability to provide equipment breakdown job progress and pending
36                                                                                 D
     jobs for next working shift / group
     Ability to define various operations required to repair the breakdown,
37   the material requirements for each operations, the personnel                  E
     requirement for each operation etc.
     Ability to analyse equipment replacement / retirement needs based on
38                                                                                 E
     history of the equipment specific maintenance
     Ability to involve external vendors / OEMs to conduct repair job for
39                                                                                 D
     breakdowns and manage service orders for the same
     Ability to capture resource utilization on maintenance - equipment
40                                                                                 E
     specific
     Ability to capture specific manpower resource against specific
41   breakdown maintenance requirement including updation of actual                E
     effort employed
     Ability to raise equipment specific material required to conduct
42                                                                                 E
     maintenance activity
43   Ability to create monthly/quarterly breakdown maintenance report              E
44   Ability to create equipment wise maintenance work report                      E
     Ability to view spares available, resources available for breakdown
45                                                                                 E
     maintenance
     Ability to automatically calculate the total cost of breakdown
46                                                                                 E
     (including recovery cost, opportunity cost etc)
     Manage shutdown Maintenance
     Ability to capture predefined details of equipment specific shutdown
     maintenance – Eg: jobs undertaken, start and end times, spares and
47   stores consumption, bottlenecks faced, manpower involved job wise,            E
     contract job history – equipment wise, parties involved, work order
     numbers, execution details, payment details
     Ability to plan for shutdown jobs in advance and raise maintenance
48                                                                                 E
     requests
     Ability to segregate shutdown maintenance requirements and generate
49                                                                                 D
     consolidated shutdown job list
     History of shutdown for all equipments to be made available online to
50                                                                                 E
     all relevant stakeholders
     Ability to integrate with purchase/finance/stores/Logistics for
51                                                                                 E
     maintenance planning
52   Ability to create an annual consolidated shutdown Maintenance plan            D
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                                                [SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]
     Ability to define /reserve various resources required for shutdown
53   maintenance - the material requirements, outsourced service support          E
     requirements if any; on the system
     Ability to group and ungroup the material allocation done on a
54   material for normal maintenance activity and shutdown maintenance            E
     activity
     Ability to categorize shutdown maintenance material requirements and
55                                                                                E
     ability to raise corresponding indents by the maintenance engineer
     Ability to provide recommendations on vendor quotations for the
56                                                                                E
     indent
     Ability to capture critical start-up validation parameters; ability to
57                                                                                E
     prepare validation report
     Ability to raise notifications and get approvals from the user dept for
58                                                                                E
     planning startup activities
     Ability to generate and print certificate of fitness and obtain online
59                                                                                E
     approval through predefined work flow
     Ability to automatically calculate the total cost of shutdown
60   maintenance (including recovery cost, opportunity cost etc) based on         D
     business rules
     Manage Utilities operations and Maintenance
61   Ability to raise requests for availing AMC                                   E
     Ability to capture predefined parameters for measuring/recording
62                                                                                E
     utility operations - utilization, consumption, breakdowns
     Ability to generate alerts (based on AMC schedules) for asset
63                                                                                D
     maintenance
64   Ability to monitor annual maintenance contracts with external vendors        E
     Ability to capture the history/ details of work carried out on the
65                                                                                E
     machines maintained through AMC's through online.
     Ability to monitor the performance of various assets maintained
66                                                                                E
     through AMC's
     Ability to monitor the consumption of various materials and electricity
67                                                                                E
     usage by the assets maintained by AMC's as per predefined rules
     Ability to generate customised/ relevant reports(Daily consumption
     and performance reports) across utilities managed (DG sets and Power
68                                                                                E
     stations, HVAC, Compressors, Boilers, Air Conditioners, Water
     reservoirs)
     Maintenance Budgeting
     Ability to collect budgetary requirements (in prescribed formats of the
     Finance Dept) from different section of maintenance dept
69                                                                                E
     (Mechanical, Utilities, Electrical & Instrumentation) through
     workflow
     Ability to create Purchase Proposal for acquiring assets (Both Capital
70                                                                                D
     and Revenue Items) or utilizing the budget sanction
71   Ability to receive Purchase Proposal number from the finance dept            D
72   Ability to link Purchase Proposal with actual Budgetary expenditure          E
     Ability to create fresh sanction notes for procurement of new
73                                                                                E
     performance improvement items
     Manage Contract services
     Ability to raise work requests for outsourced services - equipment
74                                                                                E
     specific and unit specific
     Ability to update the work done by the Contractors through online -
75                                                                                E
     including capture of cost and resource utilization

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     Ability to update and maintain all measurable activities and rates of all
76                                                                                 E
     services rendered by the contractors
     Ability to Prepare,update, track and Approve contract bill details (Bill
77                                                                                 E
     no, Bill date, Amount)
     Reporting / Document Outputs / MIS Requirements
78   R: Maintenance history and Equipment history Report                           E
     R: Utility specific daily consumption and performance Reports (Such
79                                                                                 E
     as reports on electricity consumption, water consumption reports)
80   R: Monthly\Quarterly breakdown maintenance report                             E
81   R: Maintenance plan and Schedule chart                                        E
82   R: Preventive Maintenance work report                                         E
83   R: Maintenance Plan and Schedule Charts                                       E
84   R: Work completion report                                                     E
85   R: Pending list of jobs                                                       E
86   R: Breakdown analysis report                                                  E
87   R: Downtime details report                                                    E
88   R: Preventive Maintenance cost analysis                                       E
89   R: Machine Utilisation and down time report                                   E
90   R: Shutdown Maintenance work report                                           E
91   R: Material consumption (for maintenance) report                              E
92   R: Energy/ Utilization consumption report                                     E
93   R: Maintenance Expense report for both Capital and Revenue items              E
     R: Report on Budget allocation Vs Budget Consumption for both
94                                                                                 E
     Capital and revenue items
     R: Report on all AMC parties engaged across equipments(equipment
95                                                                                 E
     sharing the party's name, period of contract, due date etc )
96   D: Validation Report                                                          E
97   D: Certificate of fitness                                                     E
98   D: Annual consolidated shutdown Maintenance plan document                     E
     External Interfacing Requirements




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                                 FRS for PPC & MPC Processes
                                                                               Criticality
Sl.                                                                                               Response
                   Functional Requirement - PPC & MPC                         (E - essential
No.                                                                                            (SF/WA/CZ/TP)
                                                                              D - desirable)
      Master Data / Configuration Data Requirements
      Bill of Materials
      Ability to have a unique item number for production material across
 1                                                                                 E
      HLL
      Ability to capture all production Bill of Materials (BOM) for all
 2                                                                                 E
      intermediate and finished products produced
      Ability to capture packing material details against specific finished
 3                                                                                 E
      goods (export orders)
 4    Ability to capture multiple levels of BOM                                    E
      Ability to setup alternate BOMs / flexible BOMs which allow
 5                                                                                 E
      substitution of material components at the time of production
      Ability to maintain multiple versions of each BOM and make any
 6                                                                                 E
      one active at any point of time
      Ability of Bill of Materials to be linked closely to materials
 7    management (material master) so that any change in materials is              E
      reflected in Bill of Materials as well
      Routings
      Ability to setup all possible routings (material conversion process)
 8    which define the steps of operations to be performed for each                E
      intermediate / finished products
      Ability to capture different / multiple routes for each product and
 9                                                                                 E
      having one of them as default at any point of time
      Ability of the system to do capacity planning and re-routing
10                                                                                 E
      accordingly
      Ability to setup all details of various machine centers and work
11                                                                                 E
      centers to be used in the routes and their cost & time information
12    Ability to create appropriate routing groups                                 E
      Ability to specify the series of operations along with Work Center in
      proper sequence for the Bill of Material.i.e the details of times for
13                                                                                 E
      each operation e.g. Queue time before, Setup time, Run time, transit
      time, queue time after.
      Work Centers
      Ability to setup the necessary org structure for enabling production
      planning and execution processes including plants, different
14    production shops / operations departments and sections like mixing,          E
      different storage locations, control rooms and warehouses for
      finished / semi-finished goods
      Ability to change / add new plants, storage locations, production
15                                                                                 E
      facilities in line with expansion plans
16    Ability to create work center hierarchies                                    E
      Ability to capture costs at the lower most levels at all work centers
17                                                                                 E
      and roll them up for product costing
      Ability to capture factory calendar and availability of various work
18                                                                                 E
      centers to help scheduling
      Ability to capture the attendance details and minimum manpower
19                                                                                 E
      requirement and generate alerts for exceptions
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     Ability to capture the minimum manpower availability mapped to
20                                                                                 E
     various work centers to help scheduling
     Others
     Ability to ensure data / information flow between all related
21   operations (determined by business rule) and production planning              E
     departments / sections for business continuity
     Ensure built-in integrity check for all master data which is related to
     production with other functional areas such as materials
22                                                                                 E
     management, finance and costing, dispatch, quality management and
     plant maintenance
     Ability to track detailed process status / inputs / outputs / other
23                                                                                 E
     control parameters
     Ability to drill down to details and help to identify potential areas of
24                                                                                 E
     cost reduction and monitoring
25   Ability to manage inbound / outbound logistics                                E
     Transaction / Process / Activity Requirements
     Production Planning
     Ability to define different levels of planning, planning horizons
26   which can include multi-year strategic plans to weekly operational            E
     and tactical plans
     Ability to capture information on demand from different agencies
27                                                                                 E
     (internal and external like the Govt,) for different products
     Ability to edit information on demand from different agencies
28   (internal and external like the Govt,) for different products based on        E
     market situations / demand fluctuations
     Ability to have an integrated Sales & Operations plan to match
29                                                                                 E
     supply and demand effectively
     Ability to match production and packing details and alert exceptions
30                                                                                 E
     vis a vis the plan
     Ability to capture Annual Production Plans for different products
31                                                                                 E
     produced in different units
     Ability to apportion the annual production targets into monthly
32                                                                                 E
     targets to form the Monthly Production Plans
     Ability to capture production details in predefined format for data
33   analysis and comparison and enable transfer of information from               E
     production to planning desks
     Ability to generate daily production plans and to generate exceptions
34                                                                                 E
     if any for actual production versus plan
     Ability to revise the monthly production plans based on the
35                                                                                 E
     production for the month (FTM) & Rejection FTM .
     Ability to revise the monthly production plans based on the material
36                                                                                 E
     availability in the Stores
     Ability to schedule the production of specific products for the next
37                                                                                 E
     month based on monthly production plans and open orders
     Ability to capture any exception details - order / production
38   suspension, new requirement, specification etc against an item                E
     master and link to production plan/indent
     Ability to view productivity details, manpower utilization etc
39                                                                                 D
     generated / captured as part of other process modules
     Material Planning
     Ability to prepare the Material Budget in the system at the beginning
40   of the year through multiple iterations and revisions based on                E
     production plan and BOM
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     Ability to capture the tentative production plan in Dec / Jan every
41                                                                             E
     year for the following year
     Ability of the system to share the tentative production plan across
42                                                                             E
     departments across units online
     Ability to gather and collect requirements from each department and
43                                                                             E
     unit and prepare the requirement budget online through work flows
     Ability to generate the Annual Indent for procurement based on plan
44                                                                             E
     and BOM
     Reporting / Document Outputs / MIS Requirements
45   R: Monthly Production Report (Consolidated)                               E
46   R: Production Report (product wise, period wise)                          E
     R: Production Reports - variance reports on consumption, production
47                                                                             E
     etc
48   R: Annual / Monthly / Weekly Production Plan Reports                      E
49   R: Annual Indent for Materials                                            E
50   R: Pending Orders. Status(Govt./Branded/Export)                           E
51   R: Root cause analysis of delay in dispatch                               D
52   R: Pending indents supply status(with schedule)                           E
53   R: Credit note (SCN's) of a material during a specific period.            E
54   R: Indents given &materials received during a period.                     E
55   R: Domestic brands packaging materials based on STO'S/WO'S                E
56   R: Export brands packing materials requirement based on each order.       E
     External Interfacing Requirements




                                          Page 239 of 323
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                             FRS for Project Management Processes
                                                                                  Criticality
Sl.                                                                                                 Response
                   Functional Requirement - Project Mgmt                         E - essential
No.                                                                                              (SF/WA/CZ/TP)
                                                                                 D - desirable
      Master Data / Configuration Data Requirements
      Ability to categorise projects under different dimensions( Green
 1                                                                                    E
      field/brown field, Internal, Major/Minor)
 2    Ability to assign maximum expenditure (budgetary sanction)                      E
 3    Ability to maintain service master for major project contracts                  E
      Transaction / Process / Activity Requirements
 4    Ability to capture project summary (objectives, sponsor, charter)               E
      Ability to interface / have a document management system to retain
 5    and keep track of relevant design and approval documents, contracts,            E
      drawings etc
 6    Ability to capture project plan \ schedule                                      E
      Define, track and report on budget for each project at the lowest task
 7                                                                                    E
      level and generate utilisation reports
 8    Ability to check for budget encumbrance when raising a Proposal.                E
 9    Ability to record the offers received in the system                             E
10    Ability to select the list of contractors during the proposal stage             E
      Ability to support different business rules and policies for each
11                                                                                    E
      contractor class/category and contractor type
      Ability to record the evaluations and the recommendations made on
12                                                                                    E
      the offers
13    Ability to take Competent authority approvals on the system                     E
14    Ability to support workflow for all approvals                                   E
      Ability to link with e procurement for e-tender and e-bids. (when
15                                                                                    E
      implemented)
      Ability to track LOI history, search LOIs by contractors, nature of
16                                                                                    E
      job, etc
17    Ability to record payment terms and actual payments made                        E
18    Ability to raise material and service indents against project WBS               E
19    Ability to link material purchase, issues & returns against a LOI               E
      Ability to maintain Measurement Book or equivalent to track work
20                                                                                    E
      execution and for payment purposes
21    Ability to track LOI status in terms of time and cost budgeted                  E
      Ability to track LOI wise material and manpower usage versus the
22                                                                                    E
      budgeted quantity and highlight any deviations
      Ability to capture material issued / returns to / by contractors against
23    specified schemes including recoveries and maintain material                    E
      balancing
      Ability to link payment to the contractor with the status of the
24                                                                                    E
      contract execution for real-time monitoring
25    Track project expenses at the lowest task level                                 E
26    Facility to adjust costs booked to projects                                     E
27    Restrict access to specific projects to specific users                          E
      Facilitate automatic escalation to project sponsor non compliances
28                                                                                    E
      with pre-defined milestones
29    Restrict access to specific data in each project to specific users              E
30    Keep project open across multiple accounting period and year                    E
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     Monitor the milestone payments to contractors as per the billing
31                                                                               E
     schedule
     Enable processing of project capitalization on completion or in
32                                                                               E
     phases
     Ability to calculate time and cost overrun element wise / activity
33                                                                               E
     wise based on (time bar) schedule
     Ability to generate alerts in the events of expenditure beyond
34                                                                               E
     sanctioned amount.
     Ability to generate alerts on expiry of EMD, milestone completion
35                                                                               E
     etc
     Ability to track materials received under an LOI and identify
36                                                                               E
     unutilised material for transfer to revenue / engineering spares
37   Ability to link multiple projects running simultaneously                    E
38   Ability to link with outstation / project sites for capture of data         E
     Reporting / Document Outputs / MIS Requirements
     R: Periodic Progress Report interfacing with Project Management
39                                                                               E
     Tool
40   R: Project specific Cost overrun/ time over run report                      E
41   R: Project Utilization report - funds, materials etc                        E
42   R: Report on manpower utilisation including overtime                        E
43   R: Report on outstanding PO, deliveries                                     E
     External Interfacing Requirements
44   Project Planning software (Primavera)                                       E




                                            Page 241 of 323
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                                      FRS for Purchase Processes
                                                                                  Criticality
Sl.                                                                                                  Response
                      Functional Requirement – Purchase                          (E - essential
No.                                                                                               (SF/WA/CZ/TP)
                                                                                 D - desirable)
      Master Data / Configuration Data Requirements
      Vendor Master
      Ability to have centralized vendor master facilitating single vendor
 1                                                                                    E
      description and code across the organization
 2    Ability to capture multiple addresses against each vendor                       E
      Ability to have both manual numbering / automatically generated
 3    numbering for vendor codes with provision for maintaining different             E
      numbering sequences and formats for different vendor categories
 4    Ability to record the following against each vendor:
4a      Contact person for each vendor address                                        E
4b      Bank Account (e-payment, cheque payment etc.)                                 E
4c      Handling alternate payee(bank, third party)                                   E
4d      Payment method preferences (e.g. cheque / DD / Bank Transfer etc.)            E
      Ability to classify vendor master (multiple parameters required to
      meet reporting, preferential treatment like waiver. payment
 5                                                                                    E
      prioritization and other needs) such as SSI, ANCILLARY, PSU
      (Spsu, Cpsu) etc. with effective date
      Ability to enter / remove Tax details required for ensuring
 6    compliance with Indian Tax laws considering both direct & Indirect              E
      taxes.
 7    Ability to setup default currency for invoice/payment                           D
      Ability to configure various kinds of payment terms and indicate
 8                                                                                    E
      default payment term (e.g. Immediate, 30 days etc.)
      Ability to de-activate / activate / blacklist vendors with effective
 9                                                                                    E
      dates and assigning status to individual vendors
      Ability to check whether a vendor is also a customer and if so ability
10                                                                                    D
      to set-off transactions from AP and AR as per requirements
11    Ability to configure and allow one-time vendor                                  D
      Ability to restrict access to vendor master to specific users and enable
12    filtered views of the vendor list for various processes as per business         E
      rules
      Ability to conduct vendor registration process and vendor
13                                                                                    E
      unregistration process as per predefined business rule
      Ability to undertake vendor development process in the system as per
14                                                                                    E
      predefined vendor development protocol
      Item Master
      Ability to have centralized item master across the organization for all
      categories of items (Raw materials, Consumables, Spares, Tools,
15                                                                                    E
      Components, Semi-Finished Items, Finished Items, Service Items,
      Work Items etc.)
16    Ability to maintain bill of materials for specified items                       E
      Ability to maintain MRP for predefined items including real time
17                                                                                    D
      valuation
      Ability to assign unique material codes and adopt material
18                                                                                    E
      codification policy agreed by the organization

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     Ability to have at least 2 levels of hierarchy in grouping items for
19                                                                                D
     better classification
     Ability to assign unique material name including specifications so
20   that there is no chance of duplicate records being maintained of the         E
     same material
21   Ability to capture, maintain and track shelf life of perishable items        E
     Service Master
22   Ability to identify services as per Area - works, non-works                  E
23   Ability to assign name corresponding to service code                         E
24   Ability to enter unit of measure of service as per the nature of service     E
25   Ability to maintain unique service item codes                                E
     Ability to assign / edit / modify description of the service /
26                                                                                E
     item(activity) of service
     Ability to check existence of rate contract for individual services or
27                                                                                E
     service groups
     Ability to aid in preparation of rate contract (Standard templates
28                                                                                D
     stored in database) Agreements
     Transaction / Process / Activity Requirements
     Indent Management
     Ability to link the generation of indents automatically with the PPC
29                                                                                E
     module which should have the MRP engine
     Ability to create annual / monthly indents from the annual / monthly
30                                                                                E
     production plans under PPC
     Ability of the indents so created to inherit attributes such as material
31                                                                                E
     specifications, delivery schedules as given in PPC production plans
     Ability of the indents to follow a configurable workflow so that they
32                                                                                E
     can be sent to the purchase organization online
33   Ability to raise service indents which includes service items                E
     Ability to categorize Indent documents as Revenue Purchase Indent,
34                                                                                E
     Capital Purchase indent and Proprietary Indent
     For the Capital Purchase Indent, ability to capture against the indent,
35   the reference to budget approval document, justification for purchase,       E
     environmental clearance (wherever applicable)
     For Proprietary Indents, ability to capture details of Proprietary
36                                                                                E
     certificates
     Ability to direct the indent to the relevant approving / concurring
37   authority as per the indent type (Capital / Revenue) and Delegation of       E
     Power
     Ability for senior officers/approvers to evaluate the indent online and
38   reject / suggest modification / approve indent with detailed comments        D
     / notes
     Ability to rework and resubmit the indent for approval after necessary
39                                                                                E
     modifications
     Ability for the concerned purchaser to scrutinize the indent online
40                                                                                E
     and enter remarks if required
     Ability of the purchaser to reject a Indent if required with appropriate
41                                                                                E
     comments
     Ability of the system to suggest the type of tendering required based
42                                                                                D
     on value of indent and DoP
     Ability of the system to take online special approvals as work flow in
43                                                                                E
     case there is any deviation from the DoP
44   Ability to generate a unique indent number.                                  E

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     Indenter should have provision for declaration of tolerance
45                                                                                 D
     (quantity/estimation)
     Ability to suggest vendors with justifications while raising the draft
46                                                                                 D
     indent (PQC – class, categories of vendors)
     Ability to access information on past purchase details, current
47                                                                                 E
     inventory status, pending orders, etc against a particular item
     Ability to attach scanned docs (approved note sheets / drawings /
48                                                                                 E
     special requests etc).
49   Ability to track indent status at every approval stage                        E
     Ability for online budget monitoring and display of budget status
50   during indent stage and accordingly display alerts / messages on              E
     exceeding the budget
51   Ability to merge/demerge indents                                              E
     Tender Management
     Ability of the system to support both open tendering process and
52                                                                                 E
     limited tendering process
     In case of Open Tenders, ability to store information of the Tender
53                                                                                 E
     Notice, Date, Other details, Details of respondents etc.
     In case of Limited Tenders, ability to store details of the enquiries
54                                                                                 E
     and the list of vendors to which the enquiry was sent
     Ability to store details of tender opening meetings and findings of the
55                                                                                 E
     technical committee / inspection committee
     Ability to prepare the technical report along with classification:
56   vendor tech qualified - approved, under development, not technically          E
     qualified
     Ability of the system to send the Technical Reports through online
57                                                                                 D
     workflows for approval and to the Purchase Department
58   Ability to select and maintain L1 / acceptable bidder                         D
59   Ability to generate Purchase orders                                           E
60   Ability to capture vendor / item rates with effective dates                   E
     Ability to generate enquiries only on active vendors in the vendor
61                                                                                 E
     master to avoid loss of effort and time
     Ability to collect requirements from various departments and procure
62                                                                                 E
     strategically for common and similar items
     Ability to track budget allocation and the utilization against cost /
63                                                                                 E
     profit centers
     Ability to cancel enquiry and refloat the same enquiry with provision
64   for adding new vendor or change in specification by adding vendors            E
     and generate a new enquiry and send it to the vendors.
     Ability to place order without the tendering process esp for small
65                                                                                 E
     value items / emergency procurement requirements
     Ability to provide for Lead-time alerts and tracking at every stage
66                                                                                 E
     after generation of indents.
     Ability to escalate to higher officials if approvals are not done with in
67                                                                                 D
     the stipulated time
68   Ability to receive offers/bids into the system.                               E
69   Ability to capture bid details                                                E
     Ability to make comparative statement and rank the offers received
70                                                                                 E
     based on defined parameters
71   Ability to evaluate offer on-line for technical and commercial aspects        E
     Ability to integrate with e-procurement / e-bid systems on a
72                                                                                 E
     prospective date
     Order Management
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      Ability to convert the indents / enquiries to orders (Purchase / Work)
73    with updated terms and conditions as captured in the negotiation             E
      phase
      Ability to maintain all details of each purchase and linkage between
74    subsequent stages of the purchase process (indents -> enquiries ->           E
      orders)
      Ability to create amendment orders / partially close orders / terminate
75                                                                                 E
      orders / blanket orders
      Ability to prepare a Purchase proposal for SPC committee based on
76                                                                                 E
      the recommendation made by evaluators / committee
77    Ability to revise proposal after negotiation with the vendors                E
78    Ability to follow up on the vendor for delivery by sending reminders         E
      Ability to generate multiple Purchase orders against one contract and
79                                                                                 E
      track them
80    Ability to create a Purchase Order with staggered delivery                   E
      Ability to release schedules against a Purchase order for staggered
81                                                                                 E
      delivery
      Ability to provide for taxes and duties for various individual items in
82                                                                                 E
      the Purchase order
      Ability to provide for ship-to address, bill-to address, invoice-sent-to
83                                                                                 E
      address in the Purchase order
      Ability to specify on order, shipment-from, bill-by/payment to be
84                                                                                 E
      released, report-to(agents),etc vendor address in PO
      Ability to create, track and control TRIAL Orders till usage and
85                                                                                 E
      record of effectiveness / performance.
      Ability to provide for various terms and conditions etc. in the
86                                                                                 E
      Purchase order
      Ability to capture payment terms in distinct parametric form e.g. full /
87                                                                                 E
      part / advance, mode of payment, address to release the payment etc.
      Ability to capture inspection requirements, acceptance criteria, etc. in
88                                                                                 E
      PO
      Ability to check for budget allocation when generating a Purchase
89                                                                                 E
      order / Purchase Proposal
90    Ability to capture Tolerances on Quantity ordered and received.              E
      Ability to generate Purchase order without a quotation / offer (
91                                                                                 E
      emergency PO / RC / Repeat Order)
      Ability to generate PO with a unique number (unit / dept or other
92                                                                                 E
      relevant criteria)
      Ability to generate purchase orders with quantity but no delivery
93                                                                                 D
      schedule (contracts)
      Ability to compare offered rates with estimates and / or Last PO rate
94                                                                                 E
      and report variances
      Ability to generate release orders against an open PO as and when
95                                                                                 E
      material is required
96    Ability to generate dummy Purchase Orders                                    E
      Ability to handle delayed deliveries and the relevant Liquidated
97                                                                                 E
      Damages
      Ability to distribute order quantity amongst multiple vendors against
98                                                                                 E
      one RFQ
      Ability to capture Purchase Order acknowledgement and Planned
99                                                                                 E
      delivery date given by the vendor in the system
      Ability to query on Purchase order history by vendor, item code, PO
100                                                                                E
      number, indent no. etc.
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      Ability to link the Purchase orders to rate contracts for view and
101                                                                               E
      analysis
      Ability to generate automatic reminders to vendors for delivery on
102                                                                               E
      time, expiry of L.C.
103   Ability to track payment / refund status against PO                         E
      Ability to track Bank Guarantee against advance and EMD against
104   PO in terms of value, receipt and validity and raise alerts whenever        E
      required
105   Ability to amend / cancel a Purchase Order, item wise                       E
106   Ability to create Rate contracts and agreements to schedule deliveries      E
107   Ability to follow-up on the vendor for order delivery                       E
108   Ability to make AT‟s (Acceptance to Tender) with provisional rates.         D
109   Provision for capturing manufacturer's test certificate online.             E
      Ability to create a Purchase Order and Service Order against one
110                                                                               E
      Indent.
      Ability to execute cash purchase (direct purchase) in case of
111                                                                               E
      emergency on the basis of approved local purchase indent
      Ability to link Purchase Orders with LC / TT for import of packing
112                                                                               E
      items
      Ability to generate MRR (Material Receipts) to acknowledge
113                                                                               E
      accepted quantity of materials
      Ability to integrate with stores functions (inward) from Purchase
114                                                                               E
      Receipts
      Ability to integrate with Material Testing Department functions / QA
115                                                                               D
      functions for input materials purchased
      Ability of the Material Testing Lab to automatically receive online
116   intimation on requirement of sampling and testing and elimination           E
      physical MAN (Material Arrival Note) which is prepared and sent
      Ability to send alerts and reminders for delivery failure and gather
117                                                                               E
      vendor feedback
      Ability to view the status (Financial payments) of an order post
118                                                                               E
      receipt of goods from the vendors
      Ability to generate Transporter copy, Lorry receipt, Form 27, Gate
119                                                                               E
      Pass and Declaration form for the rejected material"
      Vendor Complaints
      Ability to record vendor complaints in the system and systematic
120                                                                               E
      resolution of the same
121   Ability to track changes in status of vendor resolutions                    E
      Ability to prioritize vendor complaints and issue expected dates for
122                                                                               E
      resolution
      New Vendor Development
      Ability to capture details of the Vendor Development Form as per the
123                                                                               E
      Vendor Development Protocol
      Ability to account for samples of materials from new vendors for
124                                                                               E
      material testing (could include 3rd party inspection)
      Ability to capture / communicate the test results of the materials of
125                                                                               E
      the new vendor
      Ability to attach the technical report with the new vendor
126                                                                               E
      development record
      Ability to incorporate Vendor Rating based on configurable
127                                                                               E
      parameters of evaluation

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      Once Vendor Rating is done, the Vendor Rate should appear clearly
128                                                                                E
      on the Vendor's Master Record and in all online views / reports
      As per the Vendor Rating, the system should enable sourcing
129                                                                                D
      decision making and provide warnings on order placements
      Trading Activities
130   Ability to capture Trading Orders in the system for specific materials       E
      Ability to capture / remove all commercial aspects (charges and taxes
131                                                                                E
      including excise) for trading
      Ability to maintain and update online all RG registers as per excise
132                                                                                E
      laws in prescribed / acceptable formats for trading
      Purchase Receipts
      Ability to record material / service receipts fully / partially against
133                                                                                E
      open purchase / work orders in appropriate formats
      Ability of the system to update physical stock and stock valuation as
134                                                                                E
      per organizations policies on posting receipts
      Ability to consider tolerance levels (+ve and -ve) to be setup for each
135   material / each vendor / vendor-material combination in posting              E
      receipts
      Purchase Invoice Verification
      Ability to verify vendor invoices online in terms of material
136   specification / quality requirements, quantity, delivery schedules,          E
      payment terms, other conditions
      Ability to record the vendor liability in the books of the company by
137                                                                                E
      posting the vendor invoices
      Purchase Returns
138   Ability to reject purchased materials because of quality test results        E
139   Ability to raise debit notes                                                 E
140   Ability to create return orders for other purposes                           E
      Budgeting
      Ability to categorize revenue budgets for works/material purchase
141                                                                                E
      etc.,
142   Ability to support purchase department budgeting activities                  E
      Ability to perform analysis of budget allocation and actual money
143                                                                                E
      spent for purchase activities
144   Ability to capture annual requirement plan                                   E
      Reporting / Document Outputs / MIS Requirements
145   R: Detailed Purchase Transactions / Purchase Register                        E
146   R: List of SPC approvals                                                     E
147   R: List of Active vendors                                                    E
148   R: List of Emergency Direct and Local Purchase                               E
149   R: List of indents raised for excess material                                E
150   R: Details of existing rate contracts and open orders on the same            E
151   R: Vendor Rating Report                                                      E
152   R: Possible Vendor-Item Sourcing Options                                     E
153   R: Details of existing rate contracts and open orders on the same            E
154   R: Vendor / Contractor / Consultant / Creditor Ageing Analysis               E
155   R: Purchase Order Register-current, outstanding, closed                      E
156   R: Purchase Requisition Register - current, outstanding, closed              E
157   R: Material Costing / Pricing Report                                         E
158   D: Purchase Indent / Requisition                                             E
159   D: Purchase Enquiry                                                          E
160   D: Purchase Tender Document Summary                                          E

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161   D: Bid Comparison Sheet                                                     E
162   D: Purchase Order                                                           E
163   D: Work Order                                                               E
164   D: Service Order                                                            E
165   D: Purchase Receipts / GRN / MRR                                            E
166   D: Purchase Invoice / Bill                                                  E
167   D: Purchase Return Order / Debit Note                                       E
      External Interfacing Requirements




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                                       FRS for Quality Processes
                                                                                    Criticality       Response
Sl.
                       Functional Requirement – Quality                            (E - essential   (SF/WA/CZ/T
No.
                                                                                   D - desirable)        P)
      Master Data / Configuration Data Requirements
      Ability to record / maintain / edit Sampling Plan as per pre-defined
 1                                                                                      E
      rule
 2    Ability to record / maintain / edit Quality Plan as per policy                    E
 3    Ability to maintain Quality policy / Inspections standards document               E
      Ability to modify the rules and scope for QC dynamically to cater to
 4                                                                                      E
      business scenarios in quality management
      Ability to configure permitted duration for complaints redressal as per
 5                                                                                      E
      pre defined business rule with provision for escalation for exceptions
 6    Ability to configure good manufacturing practices in the system                   E
      Ability to configure product specific and operation specific quality
 7                                                                                      E
      parameters
      Ability to maintain periodic test schedules based on product specific
 8    needs and on end use. eg: condoms for export and indigenous orders                E
      etc
      Ability to archive test results and documents linked to specific
 9                                                                                      E
      lots/batches for traceability
      Ability to maintain quality system standards as per prevalent standards
10                                                                                      E
      (BIS, ISO etc)
11    Ability to archive the soft copy version of HLL's Quality Manual                  D
      Transaction / Process / Activity Requirements
      General Requirements
      Ability to integrate quality management function with processes in
12    materials management, sales & distribution, production planning and               E
      control and plant maintenance to ensure seamless flow of information
      Ability to manage standard quality information for materials &
13                                                                                      E
      vendors
      Ability to integrate quality management with cost accounting to
14                                                                                      E
      capture costs of quality management functions
      Ability for any concerned department from materials, operations,
15    maintenance, finance to view the quality management information                   D
      related to their respective departments
16    Ability to update and view the details of the rejection online.                   E
      Ability to capture details of line stoppages due to quality issues and
17                                                                                      D
      archive the same for analysis
      Ability to generate all documents (checklists, instruction sheets for test
18    / inspection, result records, test certificates.) and process through             E
      workflow
      Quality Assurance / Quality Control- Condoms
      a) Quality Control (Half Product) - interim stage
19    Ability to generate unique lot & batch numbers                                    E
20    Ability to create and print "Lot Cards"                                           E
21    Ability to update "Lot Card" with the inspection test results.                    E
22    Ability to refer to the sampling plan on need basis                               E
      Ability of the system to validate the updated values for various quality
23                                                                                      E
      parameters with the standard as configured
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     Ability to allow approval of the Lot's quality status based on
24                                                                                  E
     predefined business rule (eg. grade of employees)
     Ability of the system to generate alerts / warning reports based on
25                                                                                  E
     variances of test results values with standard values
26   Ability of the system to capture details of lots meant to be salvaged.         E
     Ability to track / monitor the status of Lots sent back to primary
27                                                                                  E
     production dept for salvaging
     Ability to generate transfer note to initiate lot wise transfer of items to
28                                                                                  D
     other sections and to process the same through work flow
     Ability to allow a supervisor in QC to generate stock credit note
29   (SCN) for transfer of rejected condoms to stores and to obtain                 E
     approvals through workflow
     Ability to update, maintain and archive test results as per predefined
30                                                                                  E
     format and link the results with lot/batch for trail
     b) Quality Control (Full Product)
31   Ability to receive transfer note raised in ETD through workflow                E
     Ability to acknowledge transfer note in system with intimation to
32                                                                                  E
     initiator (ETD dept)
     Ability of the system to validated the updated values for various
33                                                                                  E
     quality parameters with the standard as configured
34   Ability to approve Lot quality / Batch quality by grade employees              E
35   Ability of the system to capture details of lots meant to be salvaged.         E
     Ability to update transfer note with details of re-working of condoms
36                                                                                  E
     and sending it back to the ETD dept through work flow
     Ability to allow a supervisor in QC to generate stock credit note
37   (SCN) for transfer of rejected condoms to stores and to obtain                 E
     approvals through workflow
     Ability to update transfer note with details of approved condoms and
38                                                                                  E
     forwarding it to the Parking section
     Ability to allow a QA member to record a transfer note to initiate
39   batch wise transfer / lot wise transfer of condoms from ETD to                 D
     Packing Section
     Management of Material Testing Activities / Incoming Inspection
     Ability to receive Material Arrival Note (MAN) notification from
     stores department - (with details such as name of the material, name of
40                                                                                  E
     supplier, quantity of material, receiving date, and purchase order
     number etc) to the testing lab
41   Ability to update test results by QA team member                               E
     Ability to send notification to QA in charge for approval of quality
42                                                                                  E
     tests conducted by the QA team member.
     Ability to route test result notification to stores dept along with the
43                                                                                  E
     Inspection result reference
     Incase of material rejected, ability to trigger / generate a Reject note in
44                                                                                  E
     the system
     Ability to generate a non-conformance note to capture rejection
45                                                                                  E
     parameters
     Management of In process Inspection Activities -products other
     than condoms
     Ability to refer to Sampling plan on the system on need basis for the in
46                                                                                  E
     process inspection activities.
47   Ability to update details of various samples in the sampling register          E
48   Ability to generate/update in-process Line inspection report                   E

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     Ability to route in-process Line inspection report to production dept
49                                                                                 E
     through work flow
     Final Product Inspection
     Ability to generate alerts / intimation when products are sent from
50                                                                                 E
     Production dept for final product inspection
51   Ability to maintain batch records and archive for traceability                E
52   Ability to receive Transfer note generated from production dept               E
53   Ability to approve transfer note through work flow                            E
     Ability to generate Corrective report and Preventive actions note and
54                                                                                 E
     process through workflow
     Ability to capture records of final inspection and maintain for
55                                                                                 E
     traceability. Print feature also required
     Pre dispatch Inspection
     Ability to generate alerts / intimation when products are sent from
56                                                                                 E
     Production dept
     Ability to capture records of pre-dispatch inspection and maintain for
57                                                                                 E
     traceability. Print feature also required
     Customer Complaints Management
     Ability to maintain predefined forms for complain capture and
58                                                                                 E
     accessible even to field staff to feed details as prescribed
     Ability to track complaints with details such as date of complaint,
59   complaint type - require investigation/does not require investigation,        E
     complaint details, status - open/closed/under observation etc
     Ability to update analysis details/root cause for investigative
60                                                                                 E
     complaints - ie. Ability to generate Complaint Analysis report
61   Ability to generate failure investigation report                              E
62   Ability to generate corrective report and preventive actions note             E
63   Ability to create quality alert charts                                        E
64   Ability to forward quality alert charts to production dept for viewing        E
     Art work Management
     Ability to receive Art work requirements as captured by Marketing
65                                                                                 E
     dept from the customers through workflow
     Ability to send art work approval request to the marketing dept and
66                                                                                 E
     track against the specific order/customer
67   Ability to receive art work approval from the marketing dept                  E
     Ability to generate, record and update such records as IP, BP, and USP
68                                                                                 D
     across the art management work flow
     Audit Management
69   Ability to maintain and access GMP (good manufacturing practices)             E
70   Ability to maintain, generate and print GMP checklist                         E
     Ability to capture and archive audit details in the audit observation
71                                                                                 E
     list/report
     Ability to maintain details of specific audit team members across
     depts. - production dept, stores, QC&lab, purchase dept, Accounts
72                                                                                 E
     dept & HR
     dept
     Ability to forward the audit observation report to the unit chief through
73                                                                                 E
     work flow including monitoring of action taken
     Vendor development management
     Ability to receive intimation from purchase to conduct quality test for
74                                                                                 E
     new vendor
     Ability to upload new vendor quality test reports and link to vendor
75                                                                                 E
     master
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      Ability to qualify acceptance/rejection of new vendor on quality test
76                                                                                E
      results
77    Ability to forward new vendor quality test reports to purchase dept         E
78    Ability to list out the vendors' supply history.                            D
      Management of tendering of Condoms for External Inspection
79    Ability to track government supply orders in the system                     E
      Ability to generate mails to external govt agency requesting for
80    inspection through system with updation of status on the govt. supply       D
      order
      Ability to update/upload external agency test reports (test results
81                                                                                E
      received from Government's Inspection Authority)
82    Ability to generate transfer note to depot                                  E
      Reporting / Document Outputs / MIS Requirements
      R: Rejection report - Product wise / machine wise / Operator wise –
83                                                                                E
      Periodically
84    R: Corrective and preventive action report                                  E
85    R: Complaint Analysis report                                                E
86    R: Failure investigation report                                             E
87    R: Audit observation report                                                 E
88    R: External Agency Test Reports- formats                                    E
      R :Details of lots in a batch transferred by ETD and acknowledged by
89                                                                                E
      QA.
      R: Alert system to verify the batches transferred to ETD and not
90                                                                                E
      received at ETD online area(FPQA) within a period of two months
      R: Alert system to verify the batches transferred to Packing and not
91                                                                                E
      received at QA within a period of 20 days for government schemes.
92    R: Scheme wise total HP pass details                                        E
93    R: Batches passed by QC on a particular date                                E
94    R: Batches acknowledged on a particular date.                               E
95    R: Scheme wise batches passed by QA over a period of time                   E
96    R: Details of QA batch and Packing batch tendered.                          E
97    R: Split up of Govt. order quantity based on supply order                   E
98    R: Live inspection and production Record                                    E
99    R: Enquiry to approved vendor only Major RM                                 E
100   R: Existing & new vendors report                                            E
      R: No. of complaints - region wise / plant wise / product wise /
101                                                                               E
      outstanding
102   R: Batch wise Trading request                                               E
103   R: Quality /Commercial summary report - region wise                         D
      R: In process analysed samples Report stage wise (Granulation,
104   compression, coating, finished products) for                                E
      OCP,BDU,WHC,R&D,ARV etc
105   R: Stability products Report                                                E
106   R:BMR 's Report                                                             D
107   R: Control samples and records Report                                       E
108   D: Lot Card                                                                 E
109   D: Salvage Card                                                             E
110   D: Rejection Card                                                           E
111   D: Warning record for the corrective action                                 E
112   D: Final Passed Quantity (Before Packing) Record                            E
113   D: In-House Test Results Record.                                            E
114   D: Transfer note to depot                                                   E

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115   D : Customer Complaint                                                   E
      External Interfacing Requirements
116   BV/BP apparatus software                                                 E
117   Electronic hole testing                                                  E




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                                        FRS for Sales Processes
                                                                                Criticality
Sl.                                                                                                Response
                        Functional Requirement - Sales                         (E - essential
No.                                                                                             (SF/WA/CZ/TP)
                                                                               D - desirable)
      Master Data / Configuration Data Requirements
      Product Master
      Ability to maintain a single product master for sales carrying
 1    attributes such as description, Sales tax/ Excise duty and other              E
      statutory rates, prices, discounts, statutory requirements
      Ability to maintain unique product codes for all categories of
 2                                                                                  E
      products
      Ability to classify different products into categories and sub-
 3                                                                                  E
      categories
      Ability to reflect the changes in product master with respect to taxes
 4                                                                                  E
      and duties, prices, discounts etc in the pending Sale Orders.
      Ability to define an effective date for the price list. The dispatches
 5    happening on and after the date should follow this pricelist (if              E
      required)
      Customer Master
      Ability to maintain a customer, product and price masters in sync
 6                                                                                  E
      with PPC, Operations and Marketing
      Ability to capture attributes of customers such as customer type
      (Govt. / Export / Others), details of statutory certificates such as
      VAT Number, TIN/SRIN, ECC Number, PAN Number, consignee,
 7    freight code, discount code, taxability, customer inception date,             E
      credit limit, credit terms, currency, payment terms, bank account
      details, quality requirements, multiple contacts information, e-mail
      and details of local representatives, user defined fields, etc.
      Ability to route the process of new customer addition through
 8                                                                                  E
      various levels of approvals and review
      Ability to define the various branches and sites of customer with the
 9    required interlinkages. The purpose of each site should be defined            E
      like billing, shipping etc
      Ability to define consignees and link them with the parents customer.
10    There should be controls to ensure that only related consignees are           E
      entered while order execution
      Ability to define corporate customers which are group of customers/
11                                                                                  D
      branches/ units under same organization
      Ability to mark customers as active, inactive, registered etc. and
12                                                                                  E
      update status periodically
13    Ability to control access to customer master at field level                   E
14    Ability to add new fields to customer master structure                        E
      Others
      Ability to interface with PPC System to obtain details of unit wise
15    stock of Finished/ semi finished inventory, WIP, support stock                E
      valuation, Inventory ageing etc. product wise, quality wise
16    Ability to enter comment on invoice                                           D
      Ability to generate multiple invoices for single dispatch (with same
17                                                                                  E
      or different paying addresses)
18    Ability to generate split invoices                                            E
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19   Ability to interface with the Logistics Department                          E
     Ability to prepare sales invoice in the system and issue receipt
20                                                                               E
     voucher against sales invoice
     Transaction / Process / Activity Requirements
     Govt. Supply Sales
     Ability of the system record Sales Orders from Ministry of Health,
21   Govt. of India routed through the Govt. Business Development                E
     Division (GBDD)
     Ability of the sales function to receive Monthly Dispatch Plans from
22                                                                               E
     concerned departments
     Ability to make Daily Dispatch Plan based on consignee quantity,
23   availability of finished goods, space constraint at the consignee           E
     depot, preference orders for consignees etc.
     Ability to exchange Quality Control data seamlessly before
24                                                                               E
     processing dispatch
     Ability to prepare Delivery Challan online in the system containing
25   information on details of quantity, batch nos., no. of boxes, address       E
     and names of consignees etc.
     Ability of the system to initiate a workflow to request the Regional
26   Director (RD), Health & Family Welfare to inspect the and verify            E
     consignment's material availability
27   Ability to generate Inspection Notes (9 copies) against each challan        E
     Ability to generate shipment documents (packing lists etc.) and Tax
28                                                                               E
     Exemption Forms from the system
     Ability to send Inspection Notes 1,2,4 & 5 to HLL regional offices
29   online from where they can be submitted to the consignee who retails        E
     No. 4 and gives back the rest as acknowledgement
     Ability to automatically invoice and pass the accounting entries after
30                                                                               E
     the shipment of goods takes place
31   Ability to generate Gate Pass in the system                                 E
     Ability to view customer balances online including outstanding from
32                                                                               E
     the Ministry in coordination with GBDD and Finance
     Ability to notify / generate alerts to marketing once the dispatch of
33                                                                               E
     products happen from Units
     Manage Transporters
     Ability to manage transportation for Govt. supplies, to C&F
34                                                                               E
     locations and to Shipping Agents
     Ability to appoint / register various transporters throughout the year
35                                                                               E
     by tendering / direct appointment by HLL
36   Ability to manage the tendering process for transporters                    E
     Ability to prepare a detailed comparison report on the technical
37                                                                               E
     evaluation of the transporters
     Ability to capture all details currently maintained in the manual log
38   books (quantity of consignment, consignee address, LR No., Date of          E
     Dispatch) in shipment documents generated by the system
     Ability to pass transporters' invoices post delivery with approval
39                                                                               E
     from Finance
     Ability to claim insurance from transporter in case of any shortages /
40                                                                               E
     damages in delivery
     Ability of the system to distinguish between transportation for
41   different types of products (exports / branded items etc.) and book         E
     cost to appropriate cost heads
     Sales of Branded Products
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     In case of branded products, Stock Transfer Orders are made to C&F
42                                                                                E
     locations. This needs to be captured in the system
     For non-excisable products dispatch documents such as covering
43   letter, delivery challan, check post letters are prepared. These need to     E
     be generated by the system in appropriate pre-defined formats
     Ability to generate Excise Invoice for sales in appropriate required
44                                                                                E
     format
     Ability to include all commercial components like taxes, charges,
45   discounts etc. as part of invoice which is configurable and can be           E
     designed as per business rules by the business users of the system
     Ability to introduce levels of under-tolerance and over-tolerance on
46                                                                                E
     quantity orders and quantity dispatched
     Ability to generate Consignee Receipts Certificate from the system
47                                                                                E
     based on Sales Order / Shipment data
     Export Sales
     Ability to receive and record check list / export orders from IBU
48                                                                                E
     (International Business Unit) - a wing of Marketing department
     Ability to include all commercial components in the invoicing
49                                                                                E
     process for export sales orders
     Ability to configure the invoice components (taxes, charges and
50                                                                                E
     duties) for export sales orders
     Ability to interface with PPC and Finance for finalizing on Export
51                                                                                E
     Orders
     Ability to prepare the packing list and send the same to IBU through
52                                                                                E
     online
     Ability to generate Application for Rebate (ARE Form) for export
53                                                                                E
     sales
     Scrap Sales
     Ability to collate all the relevant information regarding scrap from
54                                                                                E
     various factory location
     Ability to keep MSTC as a selling agent for Scrap Sales in the
55                                                                                E
     system with applicable terms and conditions
     Ability to capture Scrap Sales in Sales Order management for
56   different categories of Scrap and stock position of different scraps         E
     available
     Ability to receive payment in advance from the parties before the
57                                                                                E
     scrap is picked up by parties
     Ability to segregate the credit to HLL and service charge to MSTC
58                                                                                E
     from the amount deposited to HLL
     Reporting / Document Outputs / MIS Requirements
59   R: Sales Tax details                                                         E
60   R: List of passed batches tested by external sales                           E
61   R: Comparative reports on transporters rates                                 E
62   R: Pending order status vs Stock Availability.                               E
63   R: Stock position product-wise, product group-wise                           E
64   R: Customer list                                                             E
65   D: ARE Forms Data                                                            E
66   D: Sales Enquiry                                                             E
67   D: Sales Order                                                               E
68   D: Shipment / Dispatch Documents                                             E
69   D: Challan                                                                   E
70   D: Excise / Tax Invoice                                                      E
71   D: Commercial Invoice                                                        E
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72   D: Inspection Notes                                                     E
73   D: Gate Pass                                                            E
74   R: Daily report                                                         E
75   R: Despatch reports for insurance                                       E
76   Delivery challan                                                        E
77   R: Checkpost letter                                                     E
78   Covering letter                                                         E
79   Commercial invoice                                                      E
80   Invoices from date to date                                              E

     External Interfacing Requirements




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                               FRS for Strategic Planning Processes
                                                                                 Criticality
Sl.                                                                                                 Response
                 Functional Requirement - Strategic Planning                    (E - essential
No.                                                                                              (SF/WA/CZ/TP)
                                                                                D - desirable)
      Master Data / Configuration Data Requirements
      Statutory Compliance Details
      Ability to store records related to information on statutory
 1    requirements like license details, registration details, corporate             D
      governance aspects etc
      Ability to notify / generate alerts when the senior management needs
 2    to take some action on these aspects (based on expiry dates / validity         D
      dates)
      Transaction / Process / Activity Requirements
      Preparation and Review of Annual Plan
 3    Ability to capture broad level turnover targets for various divisions          E
      Ability to re-assess targets every year in a collaborative manner with
 4    involvement of internal stakeholders like the marketing departments            E
      of each unit
      Ability to finalize the annual plan target figures and obtain multi-
 5                                                                                   E
      level approvals online if required
      Ability to maintain different versions of the annual plan and
 6                                                                                   E
      designate one as active at any point of time
      Ability to allocate production targets product-wise, division-wise,
 7                                                                                   E
      unit-wise
      Ability to share the planned production targets to relevant
 8                                                                                   E
      stakeholders within the company online
      Ability to set the production targets based on demand information
 9                                                                                   E
      and insight from the marketing / business development divisions
      Ability to set the production targets for some divisions (like PCD /
10                                                                                   E
      IDD) based on no. of orders in hand
11    Ability to edit the targets based on mid term review / market outlook          E
      Ability to capture salient points discussed in Annual Plan Meeting
12                                                                                   E
      and follow-on activities
      Ability to generate all necessary documents from the system which
13                                                                                   E
      go on to form the Annual Plan Book / Document
      Ability to review compliance to the target figures on periodic basis:
14                                                                                   E
      monthly, quarterly and half-yearly
      Ability to restrict access to change to only select group of users once
15                                                                                   E
      the Annual Plan has been finalized
      Ability to query data of different units / departments from different
16    modules and consolidate in required formats for Monthly Review /               E
      Comparison of Plan vs. Actual
17    Ability to generate various reports required for the Monthly Review            E
      Ability to capture the follow-on action points for various
18                                                                                   E
      departments / units after presentation of the monthly review
      Ability to track completion of the action points and review of the
19                                                                                   E
      status of various action points in the next meeting
      Ability to exchange data with BI tools / Analytics tools to provide
20                                                                                   E
      better business intelligence
      Due Diligence for Acquisition
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     Ability to maintain and update a master of possible companies which
21                                                                               D
     HLL could consider acquiring
     Ability to capture all details of any transactions (financial and non-
22   financial e.g. could be meetings / communication) against these             D
     companies which HLL undertakes
     Ability to capture the terms of reference (ToR) to select a merchant
23                                                                               E
     banker to carry out due diligence
     Ability to have a flexible and configurable set of Terms of Reference
24                                                                               E
     which can change with each deal / proposed deal
     Ability to capture information which needs to be shared with top
25   management and other stakeholders of the company and initiate               E
     workflows
     Opportunity Assessment Study
     Ability to record opportunities in the system along with pertinent
26                                                                               E
     details and chances of conversion
27   Ability to track opportunities and update status / result accordingly       E
     Ability to link and update KPIs like % of depts. That made strategy
     maps linked to corporate strategy, % of areas monitored for
28                                                                               E
     performance, annual resource allocation for M&A strategy
     development etc.
     Ability to gather external data from market (primary and secondary
29   research) on companies / industries and uploading the same in               E
     configurable database schema
     Ability to perform advanced analysis on the data collected to obtain
30                                                                               E
     insights and trends of the market
     Reporting / Document Outputs / MIS Requirements
31   R: Target versus actual on a periodic basis (monthly, quarterly)            E
32   R: Report on exceptions versus targets (variances)                          E
33   D: List of target companies being evaluated                                 D
34   D: Annual plan document                                                     E
     External Interfacing Requirements




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                                          FRS for R&D Processes
                                                                                     Criticality
Sl.                                                                                                     Response
                         Functional Requirement - R&D                               (E - essential
No.                                                                                                  (SF/WA/CZ/TP)
                                                                                    D - desirable)
      Master Data / Configuration Data Requirements
      New Formulation Development Master
      Ability to capture details and specifications of new product
 1                                                                                       E
      development in a master
      Ability to maintain status of development of these new products
 2                                                                                       E
      (there could be different stages of development of products)
      Ability to maintain reference of Material Code in Material Master
 3                                                                                       E
      once the new product is approved for regular manufacturing
      Transaction / Process / Activity Requirements
      Ability to capture details of trial licenses obtained for New Product
 4    Development (NPD) including issuing authority details, scope of                    E
      license, expiry, validity etc.
      Ability to configure processes in other modules like purchase,
 5    quality, Production etc. based on procedure developed for new                      E
      product
      Ability to enter material specifications in the material master as
 6                                                                                       E
      finalized
      Ability to raise indents for the materials as per the standard indent
 7    process but with the ability to distinguish (by use of different Doc.              E
      No. Seq. / Other qualifiers) it for NPD
 8    Ability to capture details Quality tests as defined for NPD                        E
      Ability to capture certain essential features / attributes / specifications
 9    of materials searched on the internet / books for easy future reference            E
      of the R&D team
      Ability to form final product composition through multiple iterations
10                                                                                       E
      in production planning modules
      Ability to carry out trials of NPD and capturing the details and
11                                                                                       E
      observations of these trials
      Ability to generate all necessary documents like results of trials for
12                                                                                       E
      application of manufacturing license
      Ability to capture all details of product master formula across
      relevant modules which would include manufacturing method and
13                                                                                       E
      processes, in-process quality management, packing specifications and
      labeling requirements
      Ability to define separate procedures and policies for indenting /
14                                                                                       E
      tendering etc. in case of NPD
      R&D often consumes material samples provided by suppliers free of
15    cost for formulation trials. Ability to receive, account and track for             E
      these material samples
      Reporting / Document Outputs / MIS Requirements
16    D: New Product Specification                                                       E
17    D: Consumption Report for Material Samples                                         E
      External Interfacing Requirements




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                                       FRS for Inventory Processes
                                                                                      Criticality
Sl.                                                                                                      Response
                       Functional Requirement - Inventory                            (E - essential
No.                                                                                                   (SF/WA/CZ/TP)
                                                                                     D - desirable)
      Master Data / Configuration Data Requirements
      Item Master
      Ability to group all items based on parameters like Engineering,
 1                                                                                        E
      chemical and packaging, and Stationeries
      configuration capability to allow grouping of items according their
 2    colour codes and respective definitions - yellow (quality check                     E
      pending), green(quality approved) and red (discard)
 3    Assign unique category code to each category                                        E
 4    Assign Unique Item code for items                                                   E
      Ability to regroup the items and retrieve the data as per user
 5                                                                                        E
      requirements
 6    Assign item name in each category                                                   E
 7    Ability to assign model, make, characteristics etc to each item                     E
      Ability to configure items viz - requiring quality check / quality check
 8                                                                                        E
      not required
 9    Ability to Map item code with vendor master                                         E
10    Ability to identify duplicate items and send alerts                                 E
11    Provision for traceability of materials                                             E
12    Provision for further scaling of coding structure                                   E
13    Ability to update the Bill of Materials for all the assets                          E
      Provision to attach Technical Write up, end user certificate for import /
14                                                                                        E
      Indigenous items
      Ability to have excise tariff number / customs tariff number to the
15                                                                                        E
      items.
      Ability to identify place of inspection – Receipt / In-process / Pre-
16                                                                                        E
      dispatch
      Ability to link each item of an indent to equipment / assembly /
17                                                                                        E
      project, department wise
      Provision for differentiating items based on criteria such as capital or
18                                                                                        E
      consumption
      Provisions for maintaining critical characteristics like shelf life etc. for
19                                                                                        E
      system alerts and decision regarding material movements
      Ability to configure an expiry alert date for chemicals. The system
20    shall generate an expiry alert 'XX' number of days before expiry as                 E
      configured
      Ability to configure safety stock / economic order quantity based on
21                                                                                        E
      enterprise stock management policies
      Ability to configure a committee for a specific department unit to
22                                                                                        E
      generate local purchase Indent
      Ability to configure/ add/ remove wastes types - such as Engineering
23    scrap, condom wastes (dry, wet, oil, foil), barrels ( silicon oil barrel,           E
      Latex barrel), carboys etc
      Indent Master
      Ability to raise auto indent to items whose stock levels are at or below
24                                                                                        E
      ROL level or in safety stock levels

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     Ability to raise Preq / Indent and restrict access for certain materials to
25                                                                                  E
     authorized personnel (AR items by Stores only)
     Ability to generate a unique Preq / indent number : Combination of
26                                                                                  E
     Unit, dept, item wise
     Ability to put following details in an indent: past purchase PO, last 3
     years consumption, estimated value of purchase, estimated delivery
27                                                                                  E
     date, type of purchase, nature of item (consumption, capital), where
     used details, total budget allocated to the dept
28   Indenter should have provision for declaration of tolerance.                   D
     Ability to raise alerts when items reach the re-order level and generate
29                                                                                  E
     indents automatically.
     Ability to suggest vendors with justifications while raising the draft
30                                                                                  D
     indent
     Ability to forward the indent to the respective approving authority
31                                                                                  E
     through a defined workflow for clearance.
     Ability to evaluate the indent online and reject / suggest modification /
32                                                                                  E
     approve indent with detailed comments / notes.
     Ability to access information on past purchase details, current
33   inventory status, pending orders, etc required to evaluate an indent and       E
     sorting of approved approval hierarchy.
     Ability to attach scanned docs [ approved note sheets / drawings /
34                                                                                  E
     special requests etc] if required
35   Link to database for price history                                             D
     Ability to create internal indent by a unit / dept / etc. on another unit /
36                                                                                  E
     dept.
     Ability to raise indent for missing item / reject item with appropriate
37                                                                                  D
     auto generated reason code affixed with indent.
     Ability to classify indents such as revenue / capital indents / non plant
38   capital , Emergence / normal, import / indigenous, trial, import               D
     substitution, etc.
     Ability to rework and resubmit the indent for approval after necessary
39                                                                                  E
     modifications (edit after submission).
     Ability to allocate funds against an indent online from department
40                                                                                  E
     procurement budget.
     Ability to direct the indent to the relevant approving / concurring
41   authority as per the indent type ( Capital / Revenue) and Delegation of        E
     Power
     Ability to differentiate between approved, pending for approval and
42                                                                                  E
     rejected indents
43   Ability to link the Purchase indent with the respective Cost centre            E
     Ability to trace the indent to the indenter, department, shop floor etc.
44                                                                                  E
     with the audit trail with regard to date
     Ability to track on indents raised per user dept / cost centre , buyer
45                                                                                  E
     group/person
     Ability to convert indent to a final stage by indenter, after this further
46                                                                                  D
     modifications by indenter is restricted.
     Ability to specify whether items in the indent are proprietary or not
     and accordingly link proprietary certificate for proprietary items (same
47                                                                                  E
     is true for Quality inspection specific items and relevant quality
     certificate)
     Ability to track the status of an indent from indent raising to approval,
48   receipt of offers, placement of order, LC status, material in transit,         E
     receipt at stores, inspection, stock charging and payment
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     Ability to submit a technical write up / specification for imports
49                                                                                  E
     (against the items procured) required for customs clearance at ports.
     Ability for online budget monitoring and display of budget status
50   during indent stage and accordingly display alerts / messages on               D
     exceeding the budget.
51   Provision to use multi budget codes for certain group of items                 D
52   Without sufficient budget indents cannot be raised.                            E
     Ability to track items critical to Operation, critical to quality,
53   insurance spares, having shelf life, etc for stock level and raise alarm       E
     for indenting.
     Ability to raise indents automatically for items reaching re-order level
54                                                                                  E
     with generation of alerts.
     Ability to provide a facility to the indenter for adding any
     remarks/description, Special instruction on Packing req, inspection
55                                                                                  E
     req, sample submission (free/chargeable), legal transit needs, delivery
     scheduling, test certificate req, Pre-dispatch inspect
     Ability to track the requirements from different department level and
     consolidate for indenting. The same has to be monitored for issue to
56                                                                                  D
     the dept. Provision must be there for authorising issues beyond
     projected level.
57   Ability to specify the number of sources required.                             D
     Ability to specify whether „Sample‟ is to be submitted with offer or
58   after placement of order and attach „sample approval criteria‟ to the          E
     indent.
     Ability to prepare an estimate based on standard cost data, past
59   purchase and latest applicable taxes and duties (ED, Cess, entry Tax,          E
     etc), transport cost, etc giving landed cost.
60   Ability to choose the mode and type of tendering.                              E
     Ability to identify existence of rate contracts at the indenting stage and
61                                                                                  E
     link it accordingly with the indent.
     Ability to indent and track a free trial / paid trial item and record the
62                                                                                  E
     performance.
     Ability to create a purchase requisition / Indent from an existing
63                                                                                  D
     requisition
64   Visibility of inventory of the items.                                          E
     Ability to track Purchase requisitions at various stages of approval
65   hierarchy and consolidate the requirements based on material groups            E
     or other relevant criteria.
     Ability to automatically book the department budget with actual value,
66                                                                                  E
     upon placement of Approved Tender / Finalized contract
     Ability to specify whether „Sample‟ is to be submitted with offer or
67   after placement of order and attach „sample approval criteria‟ to the          E
     indent.
     Service Master
     Ability to identify services as per work category eg. New capital
68                                                                                  E
     projects, Revenue work or others
69   Generate unique service code for services.                                     E
70   Ability to capture Tax details for services                                    E
     Ability to create Service contract with provisions of free of cost
71                                                                                  E
     materials
72   Ability to create Material contracts with provisions for free services         E
     Provision for mapping of complex service structure such as hierarchy
73                                                                                  E
     of services and mapping provision for more then one similar jobs
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     Provision for mapping service contract of capital nature involving
74                                                                                 D
     chargeable materials
     Facility to do full Description of the service-for internal and PO
75                                                                                 D
     purpose.
76   Assign name corresponding to service code.                                    E
77   Mapping of service with vendor                                                E
78   Ability to check existence of rate contract.                                  E
79   Ability to Send alerts on duplicate entries.                                  E
     Ability to maintain measure book or equivalent for service
80                                                                                 E
     measurement
81   Ability to attach service entry sheet along with each service code.           E
82   Ability to capture vendor rating for particular service code.                 E
     Ability to make part payments without the need to enter all the line
83                                                                                 D
     items
     Provision for revaluation of contract pricing (renegotiate L1) terms, in
84                                                                                 D
     case of market price fluctuation with time
     Ability to interface with e-procurement module for online tendering,
85                                                                                 E
     goods-receipt, inspection etc.
     Transaction / Process / Activity Requirements
     Stock Planning & Analysis
     Ability to analyze the consumption pattern, present stock and pipeline
86   quantity estimated sales (finished goods) , production plan, etc. to plan     E
     for inventory
     Ability to record the inspection schedule and results of shelf life items
87                                                                                 E
     and generate alert.
     Ability to analyze inventory in terms of 'items reached re-order / safety
88   level' and 'critical' items and generate appropriate alerts to respective     E
     stakeholders
     Ability to analyze age-wise and location-wise inventory, class code
89                                                                                 E
     wise, area code wise, shop floor wise
     Ability to maintain and run the Stores Ledger detailing the opening
90                                                                                 E
     and closing stock, receipts, issues, price and quantity
     Ability to value inventory on various methods like average, weighted
91                                                                                 E
     average, current, etc.
     Ability to revalue inventory, with tracking to revert back / to get
92   original value, if required. This is to facilitate cenvat credit refund to    D
     Govt. at current rate or on original value.
     Ability to analyze raise in inventory based on qty escalation , value
93                                                                                 D
     escalation,
     Ability to track stocks at sub-store after it issued from main store as
94                                                                                 E
     "consumed (consumption posting)" for concerned department.
     Physical Inventory
     Ability to perform various kinds of inventory analysis like ABC
95   analysis, XYZ analysis, Fast/Slow/Non-moving analysis, Min-Max                E
     analysis, etc. with alert.
     Ability to post stock adjustment transactions (positive and negative
96                                                                                 E
     adjustments) to adjust quantity and / or value after approval
     Ability to do Stock Verification based on perpetual / cycle / physical
97                                                                                 E
     counting or any other defined method and periodicity
     Ability to perform perpetual inventory verification by group wise,
98                                                                                 E
     location wise, item wise etc.
     Insurance
99   Ability to track claims on product shipment / theft / transit losses.         D
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100   Ability to record and track survey / inspection details                       D
101   Ability to lodge provisional claim and track it convert it to final claim     E
      Inward Receipts Management
      Ability to crosscheck delivery challan against the corresponding
102                                                                                 E
      purchase order
103   Ability to register/record inward - material details unloaded                 E
      Ability to retrieve the details of Materials ordered and received with
104                                                                                 E
      the Purchase order number
      Ability to capture such particulars as - item name, Quantity/packing,
105   date of receipt, inward register number, purchase order number and            E
      name of the supplier - for the unloaded batch
      Ability to qualify and tracking of items based on colour codes - yellow
106                                                                                 E
      (quality check pending), green(quality approved) and red (discard)
      Ability to generate MAN - information captured to also include
107   (delivery challen details, excise invoice information, commercial             E
      invoice information)
108   Ability to alert \ route MAN to the Concerned user department                 E
      Ability to alert \ route MAN to testing department ( as the case may
109                                                                                 E
      be)
      Ability to receive notification from the testing department wrt to
110                                                                                 E
      pass/fail of the material
      Ability to aid the user department to generate MRR against the MAN
111                                                                                 E
      received
      Ability to Route the MRR so generated for its approval to the
112                                                                                 E
      concerned higher officials
      Ability to send Automatic notification to finance department for
113                                                                                 E
      payments to the materials received, once the MRR is approved
114   Ability to receive notifications on STN from the MPC dept.                    E
      Ability to do Updation of Stores inventory based on instructions
115                                                                                 E
      received in STN \ SCN
      Ability to notify Purchase / Accounts departments about the rejected
116                                                                                 E
      materials. (Ability to generate Material Rejected Note)
      Ability to receive notifications from Purchase department on approvals
117                                                                                 E
      for returning rejected material
      Ability to notify Purchase department of excess / shortfall in material
118                                                                                 E
      received
      Ability to pre-populate MAN with information captured during Inward
119                                                                                 D
      receipt
      Raw Materials Management
120   Ability to track and trace material based on FIFO                             E
121   Ability to receive MRF from user department                                   E
      Ability to get acknowledgement from user department for the material
122                                                                                 E
      received.
123   Ability to receive SCN / SRR from user department                             E
      Ability to modify inventory levels based on information received in
124                                                                                 E
      SCN / SRR
      Ability to classify stock transferred to user depts. / received back as
125                                                                                 E
      consumables/ non-consumables
126   Ability to generate stock available statement at a given point in time        E
127   Ability to print MRF                                                          E
      Ability to generate Gate pass with information received from MRF /
128                                                                                 E
      SRR

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      Ability to generate Unique Batch code (batch code with current year
129                                                                               E
      information )
130   Ability to generate report on excess material in stock                      E
      Ability to generate trend analysis on expiry of chemicals, rejected
131                                                                               E
      material etc
      Engineering Stores Management
132   Ability to receive MRR from stores department                               E
133   Ability to capture BIN ID                                                   E
134   Ability to print MRR                                                        E
135   Ability to track current inventory in engineering stores                    E
136   Ability to receive MRF from user department                                 E
      Based on MRF received, ability to automatically generate indents for
137                                                                               E
      specific items stored in the engineering stores dept
      Based on the MRF received, Ability to route indents to corresponding
138                                                                               E
      user department
      Ability to allow user department to update quantity of material
139   required for the following year in the intermediate indent along with       E
      the initial indent
      Ability to allow the head of engineering stores to approve the indent
140                                                                               E
      before routing to the purchase dept
141   Ability to route the approved indent to the purchase dept                   E
      Stationary Stores Management
142   Ability to raise annual indent                                              E
143   Ability to sent indent notifications to purchase department                 E
      Ability to generate MAN - information captured to also include
144   (delivery challen details, excise invoice information, commercial           E
      invoice information etc)
145   Ability to route MAN to specific user department(s)                         E
146   Ability to receive approved MAN from user department                        E
147   Ability to generate MRR                                                     E
148   Routing of MRR so generated for approval by the Head of stores              E
      Automatic notification to finance department for payments, once
149                                                                               E
      MRR is approved
150   Ability to track current inventory levels                                   E
151   Ability to receive MRF from user department                                 E
      Based on MRF received, ability to automatically generate indents for
152                                                                               E
      specific items stored in the engineering stores dept
      Based on the MRF received, Ability to route indents to corresponding
153                                                                               E
      user department
      Ability to allow user department to update quantity of material
154   required for the following year in the intermediate indent along with       E
      the initial indent
      Ability to allow the head of engineering stores to approve the indent
155                                                                               E
      before routing to the purchase dept
156   Ability to route the approved indent to the purchase dept                   E
      Local Purchase Stores Management
157   Ability to allow a committee to generate a local purchase indent            E
      Ability to allow head of the department to approve local purchase
158                                                                               E
      through workflow
159   Ability to generate MAN for local purchase                                  E
160   Ability to route MAN to specific user department(s)                         E
161   Ability to receive approved MAN from user department                        E

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162   Ability to generate MRR along with local settlement form                       E
163   Automatic Notification sent to finance dept; of the approved MRR               E
      Management of Non-moving Items
      Ability to track and categorise number of non-moving items in the
164   system based on shelf life (one year, two year and three year old), type       E
      (Engineering, chemical and packaging, stationeries etc)
      Ability to notify specific user departments for conduction of old item
165                                                                                  E
      audits
166   ability to receive report from non-moving items committee                      E
167   ability to calculate value / amount of non-moving items                        E
168   ability to notify finance dept of the value of non-moving items                E
      The system shall automatically generate an alert of expiry of non-
169                                                                                  E
      moving chemical items on a prior date as configured
      Ability to receive a test result (report on expiry details) from the
170                                                                                  E
      testing dept
      ability to generate a stock adjustment note based on items being
171                                                                                  E
      destroyed / disposed
172   ability to generate material reject destroy note                               E
173   ability to initiate write off action and intimation to finance dept            E
      Management of Rejects
      Ability to receive SRR (rejection report) from Quality dept ( SRR
174   shall be routed from the user depts. to quality dept for approval)             E
      through workflow
175   Ability to notify purchase and Accounts depts. of the rejection report         E
      Ability to receive approval notification from purchase dept to return
176                                                                                  E
      the rejected material to the supplier
      Ability to generate/print gate pass based on notification from purchase
177                                                                                  E
      dept
178   Ability to deduct material returned from current stock quantity                E
179   Ability to generate MRP                                                        E
      Finished Goods Management
      Ability to receive and acknowledge stock transfer note(STN) from the
180   secondary parking dept (with details like - batch no, Quantity, date of        E
      production, expiry date etc.,)
181   Ability to print STN                                                           E
182   Ability to prepare detail report on stock status of finished goods             E
      Ability to receive FGR / work order notification from the sales dept
183                                                                                  E
      for dispatch of finished goods
      Ability to receive gate pass notification (with details like - Box Sl no.,
184                                                                                  E
      vehicle no, LR no.)
185   Ability to update finished goods stock information in the system               E
      Ability to receive notification on FG rejected information from sales
186                                                                                  E
      dept
      Ability to classify waste under various heads such as condom wastes,
187                                                                                  E
      Barrels, Carboys, Scrap from Engineering dept etc
      Ability to classify condom wastes under various heads such as
188   (condom waste viz. dry condom, wet condom, oil condom, foil waste              E
      and latex waste)
189   Ability to receive disposal advice note from sales                             E
      Ability to track all parameters related to wastes such as quantity of
190                                                                                  E
      waste, weight, type of waste/scrap, Value etc..)
      Ability to manage subcontracting / sub assembly / outsourced services
191                                                                                  E
      including tracking of component issue and reconciliation upon receipt
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      Reporting / Document Outputs / MIS Requirements
192   D:Material Arrival Note (MAN)                                                E
193   D: Material Received Report (MRR)                                            E
194   D: Material rejection Note                                                   E
195   D: Gate Pass document                                                        E
196   D: Material returned to Party (MRP)                                          E
197   D: Material Rejection for Destroyal                                          E
198   D: Stored Rejection Report (SRR)                                             E
199   R: Stock available statement                                                 E
200   R: Stock rejection report                                                    E
201   R: Sales return on finished goods                                            E
202   R: Transfer notes                                                            E
203   R: Scrap sales report                                                        E
204   R: List of Insurance spares                                                  E
205   R: Waste generated statement                                                 E
206   R: Trend Analysis report on expiry of chemicals, rejected material           E
207   R: Non-moving Items report                                                   E
208   R: Aging analysis report                                                     E
209   R: Report of expiry of non-moving items                                      E
210   Number of excess notes raised for a given price                              E
211   List of pending excess notes                                                 E
212   List of closed excess notes                                                  E
213   Total SRRs raised for a given period                                         E
214   List of SRRs against which the material is returned back to the party        E
215   List of pending SRRs                                                         E
216   List of total MRNs for a given period                                        E
217   List of rejected material returned to the party                              E
218   List of rejected material lying with stores                                  E
      External Interfacing Requirements




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                                        FRS for IBU Processes
                                                                               Criticality
Sl.                                                                                               Response
                        Functional Requirement - IBU                          (E - essential
No.                                                                                            (SF/WA/CZ/TP)
                                                                              D - desirable)
      Master Data / Configuration Data Requirements
      Customer Master
1     <Same as captured in Sales>
      Product Master for Exports
      <Same item master as in materials management and sales
2
      management with categorization of Export Products'
      Transaction / Process / Activity Requirements
      Prepare Intl. Business Plan
      Ability to view the Annual marketing plan and the Annual business
3                                                                                  E
      plan of HLL
      Ability to capture essential elements of the IBU Annual Business
4     Plan's strategy and methodology from the hard-copy document                  E
      prepared (specific details should be enterable)
      Ability to capture the objective portions of various inputs like:
      Distributor Performance Review, Global Strategic Report on
5                                                                                  E
      Contraceptives, OEM supplies, Production Capacity, past trading
      performances etc. for preparation of IBU Annual Business plan
      Export Order
      Ability of the PPC module to notify IBU on production shutdowns /
6                                                                                  E
      change in production plan, Significant Breakdown's etc.
      Ability to view the long term agreements and its entire contents
7                                                                                  E
      online
      Receipt of Export Order
      Ability to apportion Annual Sales Targets to form Quarterly Sales
8                                                                                  E
      Targets
      Ability to allocate region-wise sales targets to individual territory
9                                                                                  E
      managers
      Ability to maintain business leads generated by the territory
10                                                                                 E
      managers and track status of relationships and interactions with them
      Ability to raise Sales Order / Order Note and forward the same online
11                                                                                 E
      to the respective factories for confirmation
      Ability of the concerned factory personnel to confirm and update the
12                                                                                 E
      expected dispatch date in the order
      Ability to capture all details of Enquiries sent by customers in hard
13                                                                                 E
      copy/ softcopy form (may not be sent online)
      Ability of HLL to respond to the enquiries and prepare proforma
14                                                                                 E
      invoice
      Ability to convert Proforma Invoice to actual Sales Order with the
15    same commercial terms and conditions after customer agrees on the            E
      same and sends back confirmation
      Manage Export Logistics
      Ability to closely coordinate with PPC and send notifications online
16                                                                                 E
      to and fro as and when there are any deviations in the plan finalised
      Ability to send the check list to PPC and get back their input and
17    advise on the supply of the items as requested in checklist by a             E
      customer
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18   Ability of PPC to share the packing list details with IBU                      E
     Ability of the Commercial Team to prepare Invoice and Delivery
19                                                                                  E
     Challan
     Ability to configure the C&F agents and Shipping agents in the
20                                                                                  E
     system
     Ability to interface with the Commercial department and the accounts
21                                                                                  E
     department
     Finalize Prices for Export Products
     Ability to treat all divisions / units as profit centers and perform basic
22                                                                                  E
     costing of products produced in the units
     Ability to establish transfer pricing for various products at various
23                                                                                  E
     stages of operation
     Ability to fix the selling price as this cumulative price of transfer
24                                                                                  E
     prices added to base price
     Ability to consider and compare Competitor's price to fix base price
25                                                                                  E
     obtained from agents in that region
     Ability to consider and compare HDI - Human Development Index to
26                                                                                  E
     fix base price
     Ability to consider and compare inputs from Distributors in the
27                                                                                  E
     region to fix base price
     Appointment of Distributors
     Ability to capture all details of the Distributor Registration Form
28   which includes required fields for foreign distributors (Distributor           E
     details, bank details, Indian referrals, projected sales figure)
     Ability to provide inputs for preparation of the proposal to be
29   presented to the Distributor Appointment Committee from data                   E
     captured in the system
     Ability to capture all details of the distributor agreement and generate
30                                                                                  E
     alerts or notify the renewal/expiry of agreements
     Manage Regulatory Affairs and Product Registration
     Ability to capture product registration details (for products imported
31                                                                                  E
     to be marketed in India)
32   Ability to capture details of Forms like Form 40, D1, D2 etc.                  E
33   Ability to generate print out of the Forms in prescribed formats               D
     Ability to store scanned copies of product registration certificates
34                                                                                  D
     obtained by DCGI
     Ability to capture details of application for import licenses and take
35                                                                                  E
     print out of the application
     Ability to generate Form 8, 9 and other documents required for
36                                                                                  E
     applying for import license
     Ability to generate documents required by RAPR for registering a
37                                                                                  E
     product in foreign countries
     Ability to interface with other departments like Production etc., to get
38                                                                                  E
     the required certifications as asked by the Government officials
     Ability of the system to raise alerts / notifications / generate a report
39   listing out all the registrations which are about to expire and need to        E
     go for renewal process
     Licenses Management
     Ability to capture the details of the licenses required for the handling
40                                                                                  E
     and production of health devices.
41   Ability to generate alerts or notify the renewal / expiry of licenses.         E
     Ability to archive the licenses as soft copies and make them available
42                                                                                  E
     as attachment.
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     Reporting / Document Outputs / MIS Requirements
43   R: Production capacity                                                    E
44   R: Detailing status of Orders, Shipments, Payments Outstanding            E
45   R: Product Performance report                                             E
46   R: Distributor Performance                                                E
47   R: Sales report                                                           E
48   R: OEM supplies and long term agreements                                  E
49   R: IBU Sales Report (Day-wise, Sector-wise)                               E
50   R: Sales Outstanding                                                      E
51   R: Segmental Analysis Report                                              E
52   D: Criteria's for appointing Distributors                                 E
53   D: Pricing policy                                                         E
54   D: MOU's                                                                  E
55   D: Proforma Invoice                                                       E
56   D: Form 40                                                                E
57   D: Form D1                                                                E
58   D: Form D2                                                                E
59   D: Form 8                                                                 E
60   D: Form 9                                                                 E
     External Interfacing Requirements




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                                   FRS for Commercial Processes
                                                                                 Criticality
Sl.                                                                                                 Response
                    Functional Requirement - Commercial                         (E - essential
No.                                                                                              (SF/WA/CZ/TP)
                                                                                D - desirable)
      Master Data / Configuration Data Requirements
      C&F Agent Master
      <Would use the same master as Vendors and should be able to
 1                                                                                   E
      capture all details as specified in Vendor Master>
      Transaction / Process / Activity Requirements
      Appointment of C&F Agents
      Ability to specify the details of C&F agents in all orders (purchase
 2    and sales) for imports and exports and establishing a payables                 E
      relationship with the company
      Ability to capture details of how the C&F agents have arranged for
      container / transport for cargo, customs clearance, payment of
 3                                                                                   E
      statutory levies, arranging shipment, arranging documents for Bill of
      Lading, Certificate of Origin, GSP Certificate
      Ability to capture processes for appointment of C&F agents (this
 4    could be part of the vendor registration process but with different            E
      criteria and business rules)
 5    Ability to store details of Bid evaluation for selection of C&F agents         E
      Ability to capture Work Order / Contract details with C&F agents
 6                                                                                   E
      including the terms & conditions / trade agreements
 7    Ability to monitor the status of cargo against each C & F Agents               E
 8    Ability to monitor the outstanding against each C & F Agents                   E
      Exports Documentation and Export Logistics
      Ability to generate and take prints in appropriate formats of all
 9    documents required pre-shipment and post-shipment by the                       E
      commercial department in the system
      The following documents are expected from the system in printable
      forms:
      Invoices: should include but not be limited to invoice no., date,
      buyer's ref. no., date, exporter address, consignee address, buyer
      address, port of loading, final destination, terms of delivery and
10                                                                                   E
      payment, description of goods / items, quantity with UoM, rate, total
      amount (figure and words), banker's details, declaration, I.E code no.
      (if required)
      Ability to reduce the lead time for invoice preparation in the system
11                                                                                   E
      (currently takes 3 hrs)
      Packing Lists: should include but not be limited to invoice no., date,
      buyer's ref. no., date, exporter address, consignee address, buyer
12    address, port of loading, final destination, terms of delivery and             E
      payment, description of goods / items, container no., kind of packing,
      qty with UoM, remarks, gross wt., net wt., tare wt.
      Ability to capture 'Packing and Weigh List' in the system which
      should include but not be limited to serial no., batch no.,
13                                                                                   E
      manufacturing date, expiry date, quantity, no. of boxes, net wt., gross
      wt., tare wt, box no.



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     Delivery Challan: should include but not be limited to exporter
14   address, consignee address, product description, quantity with UoM,          E
     rate per case, mode of dispatch
     Office Note for LC: should include the essential fields for preparation
15                                                                                E
     of LC
     Post-shipment documents and activities:
     Tracking Sheet of Shipment: ability to capture expected and actual
16   date / time of vessel arrival at origin port, vessel departure at port,      E
     vessel arrival at destination port
     Other Documents: ability to record details of Certificate of Origin,
17   Certificate of Vessel, Clean Report Findings and other documents             E
     arranged by C&F agents which need to be tracked by HLL
     Insurance intimation: for CIF type shipments, intimating to finance
18   about insurance, for FOB directly to buyer, for LC to buyer's bank           E
     and insurance company
     Ability to process Bills submitted by C&F agents for C&F services
19                                                                                E
     rendered
     Ability to define credit terms / credit policies for C&F agents in the
20                                                                                E
     system
     Ability to generate the print outs from the system for the details of
21                                                                                E
     packing entered by the Production.
     Manage Export Incentives / Benefits
     Ability to capture ECGC (Export Credit Guarantee Corporation) risk
22                                                                                E
     cover / credit limit approval in the system
     Ability to capture details of Form 144 which includes details of buyer
23                                                                                E
     and its bank details
24   Ability to track application fees to ECGC account, cheque no.                E
     Ability to track and update status of application after
25                                                                                E
     acknowledgement is received from ECGC
     Ability to initiate transaction for payment of premium for insurance
26                                                                                E
     cover
     Ability to view and maintain the following registers online which are
     always updated automatically by transactions carried out by the
     commercial department:
27                                                                                E
     1) Details of Export Shipments
     2) Premium Remittance Details
     3) Credit limit approval file for each party
     Ability to prepare Monthly Returns on Export performance to be sent
28   to external bodies like export promotion councils, ECGC and others           E
     by email
29   Ability to prepare the Bank Realization Certificate (BRC)                    E
     Ability to prepare a payment report list by finance for commercial
30                                                                                E
     department to generate BRC
     Ability to file DEPB (Duty Entitlement Passbook Scheme) license
31                                                                                E
     application
32   Ability to track and monitor DEPB utilization                                E
     Reporting / Document Outputs / MIS Requirements
     R: Weekly Shipment Report (consolidated from Tracking Shipment
33                                                                                E
     Document)
34   R: Details of Export Shipments                                               E
35   R: Premium Remittance Details                                                E
36   R: Credit Limit Approval (party-wise)                                        E
37   R: DEPB Utilization Report                                                   E
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38   D: Bill of Lading                                                       E
39   D: Work Order / Contract Summary                                        E
40   D: Invoice                                                              E
41   D: Packing List                                                         E
42   D: Delivery Challan                                                     E
43   D: Office Note for LC                                                   E
44   D: Tracking Sheet for Shipments                                         E
45   D: Form 144                                                             E
46   D: BRC                                                                  E
     External Interfacing Requirements




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                                     FRS for Production Processes
                                                                                   Criticality
Sl.                                                                                                   Response
                     Functional Requirement - Production                          (E - essential
No.                                                                                                (SF/WA/CZ/TP)
                                                                                  D - desirable)
      Master Data / Configuration Data Requirements
      Ability to maintain master for all production items with unique coding
 1                                                                                     E
      and with details of bill of materials
      Ability to capture all the information related to various stages of
 2    production which are currently maintained manually in log sheets and             E
      registers
      Ability to capture all production equipment and link to possible
 3                                                                                     E
      production items
      Ability to capture all different processes with the various process
 4                                                                                     E
      parameters.
      Ability to setup the necessary org structure for enabling production
      planning and execution processes including plants, different
 5                                                                                     E
      production shops / operations departments and sections like mixing,
      different storage locations, control rooms and warehouses
      Ability to generate alerts for production exceptions, intimation for
 6                                                                                     E
      quality inspection and material shortages
 7    Ability to support work flow to process document flow / approvals                E
      Ability to record shutdown maintenance jobs and record satisfactory
 8                                                                                     E
      completion including downtime
      Ability to record maintenance needs and also inform through
 9                                                                                     E
      workflow maintenance requisitions to concerned sections
      Ability to capture details about production stoppages, abnormal
10                                                                                     E
      variances/occurrences machine wise and production shift wise
      Ability to capture manpower deployment against production schedules
11    and link/validate with attendance recording / productivity incentive             E
      schemes
      Ability to capture, track and archive production details lot wise/batch
12                                                                                     E
      wise against each production equipment
      Ability to capture handling loss at predefined stages of production for
13                                                                                     E
      accounting handling losses - machine wise, unit wise, day wise etc
      Ability to capture material requirement as per pre-defined business
14                                                                                     E
      rule and link with consumption/issue for material balancing
      Ability to capture test report details against respective production
15                                                                                     E
      lot/batch for tracking and control
      Ability to generate reports from the production details (log) captured
16                                                                                     E
      at transactional level
      Ability to edit production details / parameters captured with audit trail
17                                                                                     E
      enabled to track the changes made
      Transaction / Process / Activity Requirements
      Bulk drug unit (BDU) Production
      Ability of generate the transfer request / indent based on production
18                                                                                     D
      requirements by interfacing with production plan and BOM
      Ability of view material availability (stores / in pre-designated
19                                                                                     E
      production areas) and for enabling changes in planning

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     Ability to enable batch tracking / batch control for manufacturing of
20                                                                                  E
     products
     Ability of the production processes to follow the PPC annual / monthly
21                                                                                  D
     / daily production plan and generate exceptions if any
     Ability to pick required materials from stores / sub-stores (e.g. mini
22   stores) for production and booking consumption accordingly against             D
     the production order / indent
     Ability to maintain status of material for production based on
23   inspection (QC) certifications - eg inspected and okayed, inspected            D
     and rejected. Pending for inspection etc
     Ability of the production module to be tightly linked with Quality so
     that it is possible to carry out inspections at all intermediate processing
24                                                                                  D
     stages (should be configurable) and also the final product inspection
     (including ext. inspection by CDRI)
     Ability of the Quality module to provide a go / no-go decision based
25   on which the intermediate products would be further processed / not            D
     processed
     Ability of the Quality module to provide a go / no-go decision based
26   on which the intermediate products would be further processed / not            D
     processed
     Oral Contraceptive Pills (OCP) Production
     Ability of generate the transfer request / indent based on production
27                                                                                  E
     requirements by interfacing with production plan and BOM
     Ability of the system to check the availability of the required quantity
28   of the required raw materials for production in the designated storage         E
     area well before the lead time
     Ability of the system to allow generation of a document (which is
29   currently called as Material Requirement Form) which requisitions              E
     materials from stores which would be required for production
     Ability to maintain status of material for production based on
30   inspection (QC) certifications - eg inspected and okayed, inspected            E
     and rejected. Pending for inspection etc
     Ability of the system to update physical stock and stock valuation
31                                                                                  E
     accordingly on issue of the materials for consumption in production
     Ability of the system to reconcile physical stock and stock valuation
32   accordingly periodical on reconciliation of the materials for                  E
     consumption in production.
     Ability of the production supervisor to acknowledge the receipt of
33                                                                                  D
     materials received from stores for production
     In case quality inspection for the material lot received is not
     completed, the production done using the materials is tracked as a
34                                                                                  E
     separate batch. The system should be able to provide such a feature of
     batch tracking to distinguish.
     Ability of the system to configure various processing stages of
35   production like: Granulation, Compression, Film Coating, Packing,              E
     Inspection and Final Packing
     Ability to capture each of the activities and predefined information /
36                                                                                  E
     data within each of the above mentioned processes
     Ability to capture yield % from different processes and update the
37                                                                                  E
     same regularly to capture wastage accurately
     Ability to integrate with weighing instruments so that 100% of
38   material receipts can be measured accurately and material accounting           E
     is accurate
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     Ability to manage rejection / wastes effectively and also account for
39                                                                                E
     the same
     Ability of the Quality module to provide a go / no-go decision based
40   on which the intermediate products would be further processed / not          E
     processed
     Male Contraceptives Production
     Ability to enable lot & batch tracking /lot & batch control for
41                                                                                E
     manufacturing of products
     Ability to capture predefined production information about Primary
42   production processes include: compounding of raw latex, moulding,            E
     vulcanizing / powder finishing
     Ability to capture predefined production information about Secondary
43   production processes include: Electronic Testing Department, Packing         E
     Section.
     Compounding
     Ability to maintain the compounding ratios and mixes required for
44                                                                                E
     different categories of products
     Ability to track no. of batches of compounding prepared in each
45                                                                                E
     production shift
     Ability to track quantity of compounding mix available for moulding
46                                                                                E
     process with details of the concerned operator of the process
     Ability to track no. of solid chemicals dispersion prepared for
47                                                                                E
     production
     Ability to track the quantity of the solid chemicals dispersion which is
48                                                                                E
     available for production process
     Ability of the system to invoke in-process inspection / quality
49                                                                                E
     management process
     Ability to track flyloss in the process for accurate material
50                                                                                E
     reconciliation
     Moulding Process
     Ability to link the HR database for leave / absence with production
51                                                                                E
     scheduling
     Ability to capture alternate manpower planning needs like 'posting
52                                                                                E
     against leave' register
     Ability to capture the details of the shift logbook which contains major
53                                                                                E
     events of the shift and also communication for the next shift workers
     Ability to capture monthly plan and update of the same considering
54                                                                                E
     actual production, WIP in every day morning planning meeting
55   Ability to track shutdown / downtime of moulding machine                     E
56   Ability of the system to capture the rejection on a day to day basis.        E
     Ability to keep track of more than 1600 pairs of moulds using unique
57                                                                                D
     nos. / identification as production resources / tools
     Dehydration Process
     Ability to include dehydration as a process stage after moulding and
58                                                                                E
     configure work centers for the same
     Ability of the system to update physical stock and stock valuation
59                                                                                E
     accordingly on issue of the materials for consumption in production
     Vulcanization Process
     Ability to include vulcanization as a process stage after dehydration
60                                                                                E
     and configure work centers for the same
     Ability to include quenching as a process stage after vulcanization and
61                                                                                E
     configure work centers for the same

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     Ability to have Lot No. tracking and control for produced condoms in
62                                                                                  E
     multiple production lines
     Ability to capture production details as well as rejection details at the
63                                                                                  E
     end of the process stage
     Clarification of Latex
64   Ability to schedule shutdown of the moulding machine for cleaning              E
     Ability to include this as part of preventive maintenance (clarification
65                                                                                  E
     of latex and printer cleaning)
     ETD Activities
     Ability to configure Electronic Pinhole Testing machines as work
66                                                                                  E
     centers / production resources
     Ability to the Quality Management module to incorporate the ETD
67                                                                                  E
     functions
     Packaging
     Ability to acknowledge the approved lots of finished products for
68                                                                                  E
     packaging through workflow
     Ability to maintain registers maintained like Lot Receipt Register,
     Deferred Batch Register, Stripping Status Register, Batch Monitoring
69                                                                                  E
     Register to capture predefined information including archiving
     capabilities
70   Ability to capture mode of pack: pouches, wallets, cartons and boxes           E
     Ability to capture the predefined QA parameters after the packaging
71                                                                                  E
     for pres dispatch inspection.
     Ability to raise indents for consumables required from stores for foil
72                                                                                  E
     printing
     Ability to back calculate the consumables requirement based on the
73   stock of condoms available after ETD with reference to predefined              E
     BOM
     Ability to synchronize the operations of primary and secondary
74                                                                                  E
     packaging to minimise WIP pile up
     Female Contraceptives / Test Kits Production
     Ability to capture lot / batch details of components used against
75                                                                                  E
     respective production plan to enable tracking and control
     AFT
     Ability to setup organization structure in production planning and
     execution module for different production areas / layout for blood
76                                                                                  E
     bags, copper Ts, surgical sutures, shunts, tissue expanders, tubular
     rings etc.
     Ability to record / setup the installed production capacities for finite
77                                                                                  E
     capacity planning
     Ability to record details of certifications of these production facilities
78                                                                                  D
     like ISO 9001, 14001 etc.
     AFT Moulding
     Ability to configure work centers and work center groups to reflect the
79   physical layout of moulding facility to produce copper T, blood bag,           E
     shunts etc.
     Ability to capture capacity given that the facility runs for 3 shifts in a
80                                                                                  E
     day
     Ability to capture the resources (human and non-human) who work in
81                                                                                  E
     the facility, their unit costs per unit of time worked, scheduling etc.
     Ability to derive the monthly production plan for moulding facility
82   which is in line with the overall production plan prepared for HLL             E
     units
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      Ability to request for materials (raw materials and consumables) from
83    stores via a Material Requisition Form / Material Issue Form in the            E
      system
      Ability to carry out a stock transfer from the stores to the moulding
84    area under production (so that stock lying at the shop floor can be            E
      tracked)
      Ability to define Bill of Material / Recipe for mix produced for
85                                                                                   D
      component production
      Ability to record output of the mix which should be batch no.
86                                                                                   E
      controlled
      Ability to track details against each batch no. the following details:
87                                                                                   E
      No. of components produced, rejected, purged waste etc.
      Ability to capture production details of each shift at the facility which
88                                                                                   E
      is currently written in log books
      Ability to invoke quality management processes like line inspection
89                                                                                   D
      and generation of line inspection slip
90    Ability to track WIP quantity in a categorized manner                          D
      AFT - Blood Bags
      Ability to configure work centers and work center groups to reflect the
91                                                                                   E
      physical layout of facility to manufacture blood bags
      Ability to capture capacity given that the facility runs for 3 shifts in a
92                                                                                   E
      day
      Ability to configure storage area in the facility as a location and
93                                                                                   D
      facilitate material issue from stores and stock transfers to this location
      Ability to configure cleaning (USC process) as a operational step in
94                                                                                   E
      the routing used for blood bag mfg
      Ability to configure details of each operation like tube extrusion, tube
      printing and all the other steps including the expected time of
95                                                                                   E
      operation, time for waiting, idle time given the production line
      constraints, details of work centers required, resource
      Ability to invoke quality management processes like visual inspection
96                                                                                   E
      and final inspection and generate necessary inspection reports
      Ability to include packaging operations after acceptance in the final
97                                                                                   E
      inspection stage
      At all stages the materials and the product produced is to be batch no.
98                                                                                   E
      controlled
      AFT - Copper T
      Ability to configure capacity availability for this facility given that the
99    facility runs for 2 shifts in a day. However this should be scalable to 3      E
      if required
      Ability to request for materials (raw materials and consumables) from
100   stores via a Material Requisition Form / Material Issue Form in the            E
      system
101   Ability to receive materials from the molding facility                         E
      Ability to configure operations steps like: re-winding and cleaning,
      winding, collaring and others including the expected time of operation,
102                                                                                  E
      time for waiting, idle time given the production line constraints, details
      of work centers required, resources re
      Ability to invoke quality management processes after final product is
103                                                                                  E
      ready and available
      Ability to generate transfer note / stock transfer process for shifting the
104                                                                                  E
      final products to stores

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      Ability to maintain and capture details currently written in log books
105                                                                                  E
      on all production related activities
      AFT - surgical sutures
      Ability to configure work centers and work center groups to reflect the
106                                                                                  E
      physical layout of facility to manufacture blood bags
      Ability to capture capacity given that the facility runs for 3 shifts in a
107                                                                                  D
      day
      Ability to configure storage area in the facility as a location and
108                                                                                  E
      facilitate material issue from stores and stock transfers to this location
      Ability to manage outsourced resources (human) in the facility for
109                                                                                  D
      production execution
      Ability to configure operations steps like: rack winding, cutting,
      dipping etc. including the expected time of operation, time for waiting,
110                                                                                  E
      idle time given the production line constraints, details of work centers
      required, resources required etc.
      Ability to invoke quality management processes after final product is
111                                                                                  E
      ready and available
      Ability to generate transfer note / stock transfer process for shifting the
112                                                                                  D
      final products to stores
      Ability to maintain and capture details currently written in log books
113                                                                                  E
      on all production related activities
      AFT – Shunts
      Ability to request for materials (raw materials and consumables) from
114   stores via a Material Requisition Form / Material Issue Form in the            E
      system
115   Ability to receive materials from the molding facility                         E
      Ability to configure different work centers where operations are
116   carried out like: flushing valves, catheters etc. including std. times and     E
      utilization factors
      Ability to configure different operational steps like: compounding,
      compression molding, injection molding, cleaning drying etc.
117                                                                                  E
      including the expected time of operation, time for waiting, idle time
      given the production line constraints, details of work
      Ability to invoke quality management processes like visual inspection
118                                                                                  D
      and final inspection and generate necessary inspection reports
      Ability to carry out packaging, sterilization operations post quality
119                                                                                  E
      checks
      Ability to generate transfer note / stock transfer process for shifting the
120                                                                                  D
      final products to stores
      Ability to maintain and capture details currently written in log books
121                                                                                  E
      on all production related activities
      AFT - tissue expander
      Ability to request for materials (raw materials and consumables) from
122   stores via a Material Requisition Form / Material Issue Form in the            E
      system
      Ability to configure necessary work centers and work center groups
123                                                                                  E
      for the facility
      Ability to configure different operations steps like: mixing, moulding,
      die formation, cleaning, ETO sterilization including the expected time
124                                                                                  E
      of operation, time for waiting, idle time given the production line
      constraints, details of work centers require
      Ability to invoke quality management processes like visual inspection
125                                                                                  E
      and final inspection and generate necessary inspection reports
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      Ability to carry out packaging, sterilization operations post quality
126                                                                                  E
      checks
      Ability to generate transfer note / stock transfer process for shifting the
127                                                                                  E
      final products to stores
      Ability to maintain and capture details currently written in log books
128                                                                                  D
      on all production related activities
      AFT - Tubular rings
129   <same as above>
      Ability to configure different operations steps like: cutting, curing,
      pouching, sealing, gamma sterilization etc. including the expected time
130                                                                                  E
      of operation, time for waiting, idle time given the production line
      constraints, details of work centers require
      Reporting / Document Outputs / MIS Requirements
131   R: Material Utilization Report with flexible periodicity                       E
132   R: Material Consumption Report with flexible periodicity                       E
133   R: Monthly Stock Reconciliation Report                                         E
134   R: Daily and Monthly Material Balance Report (Fly Loss Report)                 E
135   D: Production Orders                                                           E
136   D: BOM                                                                         E
137   D: Route Cards                                                                 E
138   D: Lot Card                                                                    E
139   R: Primary Production -Moulding Report                                         E
140   R: Primary Production -Stripping Report                                        E
141   R: Primary Production -Vulcanising Report                                      E
142   R: Primary Production -Finishing Report                                        E
      R: Monthly Production Report (product-wise, plant-wise, machine-
143                                                                                  E
      wise)
      R: Monthly Rejection Report (product-wise, plant-wise, machine-
144                                                                                  E
      wise)
145   R: Cure test status of compounded latex                                        E
146   R: Material Availability Report (location-wise)                                E
147   R: Corrective action record - Moulding                                         E
148   R: Corrective action based on ERM%                                             E
149   R: Sectionwise ETD stock details & O/P details.                                E
150   R: Shiftwise Q/P Details                                                       E
151   R: Manpower Availability / Absentee Report (shift-wise, day-wise)              E
152   R: Report of Peformance Deviation (employee-wise)                              E
153   R:M/c Utilisation                                                              E
154   R:M/c Maintenance History                                                      E
155   R: Repetition analysis report monthwise SB equivalence                         E
156   R: Daily production report                                                     E
157   R: Batch Record / Batch manufacturing Report                                   E
158   R: Item-wise stock transfer for a particular period                            E
159   R: Itemwise, batchwise consumption, rejection, wastage                         E
      R: Stagewise production reports for a given day/ for any given period,
160                                                                                  E
      FG Reports
161   R: Analytical reports for PM/RM/FG                                             E
162   R: Equipment/ Instrument Calibration reports                                   E
163   D: Safety work permit.                                                         E
164   R: Machine breakdown details                                                   E
165   R: Monthly manpower & machine hour utilisation                                 E
166   R: Group item MRF's provision for Pharma products                              E

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167   R: Batch wise material requirement / sufficiency report                      E
168   R: Section stock (chemicals report)                                          E
169   R: RSD analysis report                                                       E
      External Interfacing Requirements




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                             FRS for PCD, GBDD & IDD Processes
                                                                                Criticality
Sl.                                                                                                Response
                  Functional Requirement - Other Divisions                     (E - essential
No.                                                                                             (SF/WA/CZ/TP)
                                                                               D - desirable)
      Master Data / Configuration Data Requirements
      PCD Item Master
      Ability to maintain a separate master (not the HLL Item Master) to
 1    capture physical attributes of medicines and medical equipments for           E
      the clients of PCD
      Ability to maintain detailed technical specifications of each item /
 2                                                                                  E
      equipment
      Ability to modify technical specifications for each client / each
 3                                                                                  E
      transaction to cutsomize the requirement for the client
      Ability to keep track / log of technical specifications maintained
 4                                                                                  E
      earlier
      Ability to configure Bill of Materials (BOM) like structure separately
 5    for PCD for complex medical equipments which may be procured                  E
      from different vendors
      Transaction / Process / Activity Requirements
      Procurement & Consultancy Division (PCD)
      PCD handles procurement of medicines and medical equipments on
 6    behalf of various Govt. Hospitals. These hospitals are clients of             E
      PCD. Ability to capture these clients as customers in the system.
      Ability to capture procurement service business rules as per the GFR
 7                                                                                  E
      and CVC guidelines
      Ability to track tenders / carry out tendering process for bidding
 8    against competitors like HSCC, NTPC etc. (may be required in                  D
      future)
      Ability to maintain details of MoU between PCD and different
 9    clients such as Scope of work for PCD, Service levels, Fees,                  E
      Penalties etc.
      Ability to record in the system 3 kinds of Indents from clients: 1)
      indents with tech. specs 2) indents with list of equipments only
10                                                                                  E
      without detailed specifications 3) Indents where PCD has to do
      complete estimation
      Ability to form project teams by looking up from the list of
11                                                                                  E
      employees and assigning specific roles to each team member
      Ability to prepare a procurement plan for the client in the system by
12    looking up required items from PCD Item Master and entering other             E
      details
      Ability to take print-out / attach the document soft-copy of the plan
13                                                                                  E
      and send it to client for approval
      Ability to record approval and comments / changes suggested by the
14                                                                                  E
      client
      Ability to store documents online (document management system) or
15                                                                                  D
      linked to some DMS system which indexes and tracks documents
      Ability to collect and account for money received from sales of
16                                                                                  E
      Tender documents through PCD on behalf of clients



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     Ability to prepare Bid Evaluation (technical and price) in the system
17   based on configurable set of parameters (qualification, technical            E
     parameters and Cost)
     Ability to generate Supply Order on the selected vendor. Document
18                                                                                E
     should be printable
     Ability to record income in the form of 1) price of the tender
     document which PCD sells on behalf of its client and 2) Fees for the
19   consultancy which is some % of the procurement engagement value.             E
     (All other financial transactions impact the client's books of accounts
     and do not need to be reflected in HLL's books of accounts)
     Ability to create a master for the accounts (bank) of clients which
20                                                                                E
     PCD monitors as trustee
     Ability to log in transactions for keeping track of the account
21                                                                                E
     transactions on behalf of the client for elements like
     Ability to store details of inspections / quality checks done by PCD
22                                                                                E
     engineers at suppliers' or clients' premises
     Ability to track engagement costs though expense databases and
23                                                                                E
     timesheet databases
     Ability to open LCs / manage, monitor and close LCs on behalf of
24                                                                                E
     clients esp. for procurement from foreign suppliers
     Facility to allow clients to nominate authorized signatories for
25                                                                                E
     certifying supplier performance
26   Facility for clients to enter working status of equipment periodically       D
     Facility to compute supplier performance against uptime
27   requirements and trigger compensation mechanisms in event of non-            D
     compliance
     Facility to generate utilization certificate directly from PCD book of
28                                                                                E
     accounts for submission to clients
     Facility to define project plans with payment milestones for
29                                                                                E
     individual projects
30   Facility to trigger alerts in case payment milestones are missed             E
     Facility to register details of suppliers who download tender
31                                                                                D
     documents for projects
     Facility to create and maintain commercial and technical documents
32                                                                                D
     in electronic form
     Government Business Development Division (GBDD)
     Ability to record assessment of indents from the State and Union
33                                                                                E
     Territories and share details with Logistics and Production Planning
     Ability to track movement of goods from Factory to GMSD to
34                                                                                E
     facilitate release orders from GoI
     Ability to collect and store consignee's information, packaging
35                                                                                E
     materials requirements,
     Ability to monitor collection of Inspection Notes (CRC) from
36                                                                                E
     various consignees
     Ability to check if consignees name on the Inspection Note matches
37                                                                                E
     the name on the supply order
     Ability to create invoices for supply of goods, print invoices in GoI
38                                                                                E
     format and submit with all relevant documents (checklist)
39   Ability to monitor status of payment against different invoices              E
     Ability to keep track of To-Dos, Follow-On activities etc. with
40                                                                                E
     appropriate alerts and notifications to concerned employees
41   Ability to submit invoices for payment of advance                            E

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     Ability to allocate, monitor and and manage settlement of advances
42                                                                                E
     rolling advances (imprest money)
     Ability to generate Daily Report (on progress of each Supply Order)
43   and send it online thorough workflow / email to all Unit Chiefs, Unit        E
     Sales Departments and to Sr Mgmt including GBDD
     Ability to track actual dispatch date of consignments of all sales
44                                                                                E
     orders vis-à-vis the expected dispatch date as committed to MoHFW
     Ability to note variances between expected dates and actual dispatch
     dates (if any) and elicit reasons from the production / dispatch and
45                                                                                E
     other concerned departments for timely coordination with MoHFW
     for Amendments
     Ability to analyze most common reasons for failure to deliver on-
46                                                                                D
     time and suggest actions / improvements
     Ability to standardize all reports required by GBDD for comparison
47                                                                                E
     across all the HLL units for order status and delivery status
     Ability of the nodal officer to track online the delivery of material to
48   consignee and expected date of delivery of I notes, based on the             E
     above preliminary information provided by GBDD
     Upon receipt of supply order from MoHRW through GBDD, a
     structured monthly production schedule (weekly based) on the exact
49                                                                                E
     projected production schedule with expected date of dispatch and
     other details of I notes expected date of delivery to the Nodal office
     Infrastructure Development Division (IDD)
     (activities pertaining to project management are given under FRS for
     Projects. Only the admn part is listed here)
     Ability to support multiple projects at same time under different
50   Project orders with unique project coding for tracking / trail of each       E
     activity specific to the project code
51   Ability to support workflow for all approvals                                E
52   Ability to raise indents and expenses against particular project             E
     Ability to capture details of various infrastructure development
     projects which IDD takes up through the Ministry (could use project
53   management module features). Details include details of project,             E
     effort estimate, staffing requirements, proposed consultancy fees and
     other details
54   Ability to take necessary approvals online as per the DoP                    E
     Ability to get online approval incase of quantity in excess of BOQ,
55                                                                                E
     extra items and substituted items
     Ability to execute procurement operations also as IDD is also
56                                                                                E
     procuring furniture and equipments
     Ability of IDD to requisition staff with desired qualifications and
57                                                                                D
     skills to HR
58   Ability to maintain and track the tender specs for IDD projects              D
     Ability to capture all details which are tracked by PMO offices setup
59                                                                                E
     - project-wise
     Ability to maintain measurement books in the system for multiple
60                                                                                E
     projects and multiple project stages within each project
     Ability to verify bills and certify bills based on measurement book
61                                                                                E
     entries and multiple level approvals
     Ability to provide prints of register containing all transactions
62                                                                                E
     project-wise / bill-wise
63   Ability to notify finance on bill generation and passing                     E

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     Ability to verify bill payment terms with terms and conditions setup
64                                                                                E
     by IDD for the project
     Ability to generate computerized cheques from the system and
65                                                                                D
     necessary approvals
     Ability to generate Monthly Utilization Report which should be sent
66                                                                                E
     to clients by email
     Ability to raise invoice on the client after Monthly Utilization Report
67                                                                                E
     verification by the client and approval / acknowledgement
     Ability to form team structure for IDD project teams within the
68                                                                                E
     system and assign specific roles
     Ability to include parameters for risk assessment of projects taken up
69   by IDD including ranking of risks in terms of impact, criticality and        E
     monitoring the risks on a continuous basis.
     Ability to print the risk assessment for different projects and include
70                                                                                E
     it on various MIS for the IDD sr. mgmt.
     Ability to provide project management tools for IDD projects in
71                                                                                E
     terms of time, cost, resource, profitability manufacturing
     Ability to send soft copy (could be report) of Measurement Book by
72                                                                                E
     email instantly from project offices.
73   Ability to capture attendance details of employees in offsite                E
     Ability to interface / have a document management system to retain
74   and keep track of relevant design and approval documents, contracts,         E
     drawings etc
75   Track project expenses at the lowest task level                              E
76   Ability to link with outstation / project sites for capture of data          E
     In case online linakge is not possible with project sites, ability to
77   upload / download to / from the system excel files containing all            E
     pertinent data to be exchanged
     Reporting / Document Ouputs / MIS Requirements
78   R: Item Technical Specs.                                                     E
79   R: Summary of MoU with different Clients of PCD / IDD                        D
80   R: Procurement Plan                                                          E
81   R: Daily Report - GBDD                                                       E
82   R: Bid Evaluation Report                                                     E
     R: Reports on production / dispatch from different units which are
83                                                                                E
     comparable
     R: Monthly Manpower Utilization (including overtime) Report -
84                                                                                E
     IDD
85   R: Project specific Cost overrun/ time over run report                       E
86   D: Indent (3 kinds)                                                          E
87   D: Money Receipt                                                             E
88   D: Cheque Printing                                                           D
89   D: Supply Order                                                              E
90   D: Inspection Results at External Premises                                   E
91   D: Invoices                                                                  E
92   D: Measurement Book Details                                                  E
93   D: Work Completion Certificate (at Site)                                     E
     External Interfacing Requirements
94   Document management system - (proposed)                                      E
95   Project Planning software (Primavera)                                        E
96   Attendance recording                                                         E


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      7.8Annexure # 8 Technical Requirement Specifications

                                                     TRS
                                                                                  Criticality
Sl.                                                                                                 Response
                             Technical Requirement                               (E - essential
No.                                                                                               (AV/PA/NA)
                                                                                 D - desirable)
      Reporting Capabilities
 1    Ability to send the reports through fax or email                                D
 2    Ability to have access to data and report based on user authorizations.         E
 3    Ability to create custom formulas for repeated use in reporting tool.           D
 4    Ability to provide standard report templates                                    E
 5    Ability to schedule reports to run at periodic intervals                        D
 6    Ability to view reports through web                                             E
 7    Ability of reporting both at Unit level, Company level and Group level          E
 8    Ability to provide MIS dashboards for senior management                         E
 9    Ability to archive reports and use in Document management                       E
10    Ability to create custom reports using wizard                                   D
      Ability to generate process reports like lead time between receipt of
11                                                                                    E
      sales order and payment from client etc.
      Ability to print reports of transactional nature such as vouchers (e.g.
12    invoice voucher, payment voucher, GRN etc) to facilitate transaction            E
      processing
13    Ability to print reports directly through networked printer                     E
      Ability to generate report output directly in excel / pdf / text/ XML or
14                                                                                    D
      such other file types
      Ability to create ad-hoc reports using filter options / customization
15                                                                                    E
      options
      Ability to allow users the following for creating their own views or
      reports with ease:
      - Select column
16    - Apply filters and sort orders                                                 E
      - Summation
      - Drill down
      - Averaging
      Ability to use existing MS-Word/ Excel / PDF document for report
17                                                                                    E
      template directly
      Ability to export data from reports directly to MS Excel files for
18                                                                                    E
      further analysis / working
      Ability to customize reports over and above base reports available in
19                                                                                    E
      base product
      Ability to develop new reports as and when required and should be
20                                                                                    E
      performed by the client's technical team
      User friendliness
21    Ability to integrate with SMS server                                            D
      Ability to set up business rules like threshold limits (delivery
22    schedules, shipment dates, customer payment, Bank Guarantee expiry,             E
      etc.) and notify exceptions/ alert/ reminders to users.
      Ability to attach soft and scanned copies of documents to master and
23                                                                                    D
      transaction records
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24   Ability to allow changes in User Interface as per the requirements            E
     Ability to run Batch Jobs for different processes at defined time
25                                                                                 E
     without human intervention
26   Ability to have context sensitive help                                        E
27   Ability to have User Guide & Standard Reference manual available              E
28   Capability of easy installation and configuration                             E
29   Ability to have ease of navigation and personalization                        E
30   Ability to support accessibility features                                     E
     Ability to handle the following with ease:
     ● Printing
     ● Working with Lists
31                                                                                 E
     ● Using Universal Worklist
     ● Working with Folders
     ● Collaboration with Other Users
     Integration Capabilities
     Ability to support integration with third party application such as BI,
32                                                                                 E
     Project Management systems like MS Projects / Primavera etc.
     All the modules should be integrated automatically. Changes in one
33                                                                                 E
     module having impact on other should be reflected appropriately
34   Ability to support and integrate with 3rd party hosted Email server           E
     Ability to integrate with internal applications like attendance punching
35                                                                                 E
     system
     Ability of ERP have integration tools with third party EAI tools such
36                                                                                 D
     as TIBCO, Web Methods, IBM, BEA etc
     Ability to exchange data with Open standard XML based business
37                                                                                 D
     messaging protocol
38   Ability to have role based portal access to the system                        D
39   Facilitate External Data Transfer to CO modules                               E
40   Ability to interface with 3rd party Rules Engine, BAM, BI tools               E
41   Ability to support and integrate with Outlook and Lotus Email system          D
     Audit Trail Capabilities
     Ability to have Audit Trail capabilities up to the level of time and
42                                                                                 E
     person
     Ability to provide complete trace / origin of each transaction to their
43                                                                                 E
     respective source documents
     Security and Back up Features
44   Ability to support role based access control                                  E
45   Ability to provide multiple roles for one user                                E
46   Ability to configure the number of permissible log-in attempts                E
     Ability to provide access level security for Entry forms at Field level -
47                                                                                 E
     allow, Read only, Hide
     Ability to provide access level security for Entry forms at Transaction
48                                                                                 E
     level - allow/ deny
     Ability to provide access level security for reports at Transaction level
49                                                                                 E
     - allow/ deny
     Ability to provide authorization by transaction type e.g.
50                                                                                 E
     update/delete/insert/modify
51   Ability to provide authorization by user id                                   E
     Ability to define automatic time out for a transaction if not completed
52                                                                                 E
     with in a time frame.
53   Ability to define time restriction on transactions                            E
54   Ability to provide user login with date range restriction                     E

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55   Ability to support for approval and approval thresholds                      D
56   Ability to support joint approval (two or more members)                      D
     The solution software shall not clash with any other software for
57                                                                                E
     functioning e.g. Anti Virus, Firewall MS-Office
58   The solution shall support DR with asynchronous replication of data          D
     The system should have on line back up facility should be possible
59                                                                                E
     with all clients working
     The implementer should provide both on-line and off- line data
60   backup and restoration capabilities, appropriate archival policy and         D
     appropriate storage solution
     The solution should have in built source / application code control
61                                                                                D
     program
     Appropriate security architecture is to be recommended by
     implementer considering authentication and authorization services,
62                                                                                D
     appropriate connectivity e.g. VPN/Dialup/Internet, proxy/firewall
     services, disaster recovery etc.
     Ability providing access level security for Entry forms at Transaction
63                                                                                E
     level - allow / deny
64   Ability to provide authorization by transaction type                         E
65   Ability to encrypt password while data is passed on network                  E
66   Ability to provide terminal soft locking facility                            D
     Ability to support 2 factor authentication for users connecting to ERP
67                                                                                D
     from internet (if it is required)
68   Centralized repository of all identification and access control data         D
69   Single sign-on support                                                       E
70   Support access control to individual or groups of applications.              E
     Intrusion Detection and Prevention System (IDPS)should be used to
71   monitor any malicious traffic to and from internet, ERP center, WAN,         E
     DMZ etc.
     Any external connectivity to HLL network should be connected to
72                                                                                D
     HLL through a firewall.
73   Ability to provide multiple roles for one user                               E
     Ability to enable Delegation of Power (DoP) as defined in the
74                                                                                E
     organization
     Ability to delegate roles and permissions in case an employee is absent
75   and his work (approvals / rejections in a workflow environment) needs        E
     to be carried out
     Ability to revoke roles and permissions after the original employee
76                                                                                E
     joins back who role was delegated to an alternate supervisor
     Maintenance
     The backup solution shall support both on-line and off-line data
77                                                                                E
     backup and restoration capabilities.
78   Ability to provide regular system upgrade                                    E
79   Ability to have disaster management in place.                                E
     System Accessibility
80   Ability to access System through Application Client.                         E
     Ability to access System through Web Browser (Without Installing
81                                                                                E
     Client) in future (if required)
     Ability to support Interface with Mobile devices (palm-Top, Mobile
82                                                                                D
     Phones, PDA) if required in future
     The solution shall have a minimum of 1 Mbps and 2 Mbps
83                                                                                E
     connectivity from various units / offices
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      The solution should be able to work with Network Management
84                                                                                 E
      Systems
      Data Migration
      The solution shall be able to import data from various formats (text,
85                                                                                 E
      excel, CSV, XML etc)
86    The solution should be able to import data from various Databases            E
87    The solution should be able to import data from email.                       D
      The solution should be able to export data in various formats (text,
88                                                                                 E
      excel, CSV, XML etc.)
      The solution should be able to create PDF formatted reports directly
89                                                                                 D
      which can be sent as attachments on email
      The solution should be able migrate data from eIMIS and Logistics
90                                                                                 E
      information System.
      Architecture and other requirements
      Ability to have future versions of the solution supporting the
91    functionalities provided in the earlier versions (including customized       E
      functionalities)
      Ability to scale up the system as per future requirements in terms of
92    functionality, no. of users, database size, more workflows, online           E
      integration with other systems etc.
93    Ability to provide online product support                                    E
94    Ability to provide flexibility of modular implementation                     E
      Ability to be flexible for configuring individual functionality within
95                                                                                 E
      the module and ability to change in the future as per requirement
      The Solution architecture should support Open Industry standards and
96                                                                                 E
      Protocols
97    The solution should support N-tier architecture                              E
      The solution should have Production, Development, Quality
98                                                                                 E
      Assurance/ test, Demonstration/Training environments
99    The solution should be Unicode compliant                                     E
100   The solution should be supported on TCP / IP network                         E
      The Solution should be extendible based on future requirements or
101                                                                                E
      requirements not met by standard functionality
      The future versions of the solution should support functionalities
102                                                                                E
      provided in the earlier versions
      Ability to connect ERP database through ODBC, OLEDB, JDBC and
103                                                                                E
      through Native Drivers
104   The solution should be natively built based on 64 bit operation system       D
105   Ability to Manage Uniform Master data for all modules                        E
      The solution shall provide tool to do load balancing analysis and
106                                                                                D
      tuning
107   Workflow should be an integral part of ERP software                          E
      Ability to utilize workflow capabilities for routing, knowing status and
108                                                                                D
      be able to view the document flow with duration at each level.
      Number of failures while running batch requests should not be more
109                                                                                D
      than 2 per month, with 100% success rate for batch re-run after failure
110   Ability to support remote operation of System administration                 D
      Ability of the solution to provide XML based web-services which can
111                                                                                D
      be used by other applications
      Ability to run Load and stress testing tools to be compatible with the
112                                                                                D
      solution so that they can be used when needed
      The ERP system shall have context sensitive help capability at the
113                                                                                E
      process level and Field level
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      The future versions of the solution shall support functionalities
114                                                                                E
      provided in the earlier versions
      Ability to set up business rules like threshold limits (delivery
115   schedules, shipment dates, customer payment, Tender opening, BG              E
      expiry, etc) and notify exceptions / alert / reminders to users.
      The consolidated storage should meet all requirements of all solution
116   areas. The same storage area will be used by all servers in all              D
      environment
      The solution shall be support Solaris, Linux Operating System,
117                                                                                E
      Windows 2003 server and Unix
118   Ability to support Thin clients                                              D
      The initial configuration recommended should be optimally sized to
119   ensure the system, at full load, operates at maximum 60% of its              E
      installed capacity.
      The system should Support Current users, scalable up to 25% in the
120                                                                                E
      next 3 years
      Ability to meet the following hardware required
      Client hard disk space: Minimum 30 MB-250 MB, depending on client
      option

      Server hard disk space: Minimum 500 MB, depending on server
121   option                                                                       D

      Memory: Minimum 1 GB

      Windows Internet Explorer 6.0 and above / Mozilla Firefox 5.0 and
      above
       The Finance module being epicenter of all transaction in ERP should
       facilitate the following technical features for flexibility:
       - Flexible database structures with additional fields in the ledger of
         accounting module
122    - Ledgers are to be updated by the data enter                               D
       - Various different charts of accounts (operating, group, and country-
         specific charts of accounts).
       - Validations and substitutions to validate and substitute data at the
         time it is entered




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7.9        Annexure # 9 Tentative Schedule

Phase/Month                                    M1    M2    M3    M4    M5    M6    M7    M8    M9    M10   M11   M12   M13   M14   M15   M16   M17   M18   M19   M20


                                               Dec   Jan   Feb   Mar   Apr   May   Jun   Jul   Aug   Sep   Oct   Nov   Dec   Jan   Feb   Mar   Apr   May   Jun   Jul


Kick-off

Finalization project plan
Finalizing the Hardware/ network
requirements
Training for implementing team and
technical
Verification and finalization of Business
process
Master data creation

Setting up of computer center

Finalizing data migration requirements

Finalization of business blueprint

UT,SIT & UAT

Conference Room Pilot

Implementation at CHO, KFB,CMO




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User training at CHO,KFB,CMO
CHO,KFB,CMO Go-Live &
Stabilization support
Implementation at PFT,AFT,KFC,MFG
User training at PFT,AFT,KFC,MFG and all
other locations
PFT,AFT,KFC,MFG and all other locations
Go-Live & Stabilization support
Change management programs

Post Implementation support




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      8

Forms




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8.1 Profile of Bidders

8.1.1 ERP Product Vendor Profile


A. Background Information
Name of the organization
Head Office Address
Contact Person
Net worth as at the end of the last three
Financial Years internationally for ERP
product business (Please attach certified
annual reports)
Annual revenue in the last three Financial
Years internationally from ERP product
business (Please
attach certified annual reports)
List of countries where offices located
List countries where ERP implemented
B. Indian Operations
Head of Indian Operations
Indian Head Office Address
Contact Person
Contact Number
Email id
Number of offices in India
Number of Development centres in India
Number of Support centres in India
Provide details of 24*7 helpdesk in India
Net worth as at the end of last three Financial
Years in    India for ERP product business
(Please attach
certified annual reports)
Annual revenue in the last three Financial
Years in India from ERP product business
(Please attach


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certified annual reports)
Number of full time ERP               Development
employees                   Related
                            Others
Alliances/ partners




C. Proposed ERP System
Name
Version, if any
Release, if any
Database
Front-end
Dependencies on hardware
Dependencies on other Software
Dependencies on other Tools
Provide details of the implementations of the
proposed ERP Product in India in Pharma/
Medical Devices manufacturing industry
D. Support and Upgrades
Describe support offered with respect to
upgrades, bug fixes, changes in statutes,
functional assistance, etc.
List support offices in India
Number of staff available in India for ERP
support


Briefly describe the profile of the ERP
support staff


8.1.2 ERP Implementation Partner


A. Background Information
Name
Head Office Address
Contact Person


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Countries with offices
B. Indian Operations
Head of Indian Operations
Indian Head Office Address
Contact Person
Contact Number
Email Id
Number of years in India
Number of offices
Number of                Implementation         of
employees working        proposed ERP
on                       Support of proposed
                         ERP
                         Others
Number of                Technical
consultants for          Functional
proposed ERP
Number of                Certified by proposed
employees                ERP Product Vendor
categorised as           (implementation        as
                         well as support)
                         Certified    by     other
                         ERP Product Vendor
                         Others
Net worth as at the end of last three Financial
Years for the proposed ERP Implementation
business    (Please   attach   certified    annual
reports)
Annual revenue in the last three Financial
Years for the proposed ERP Implementation
business    (Please   attach   certified    annual
reports)
Alliances with ERP and other software
vendors


C. Others


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Provide details of the implementations of the
proposed ERP Product in Indian Pharma/
Medical Devices manufacturing industry
Provide details of largest implementation
internationally and in India of the ERP
product in terms of turnover of the company
where implemented
Provide details of largest implementation in
India of the ERP product in terms of number
of users.
Provide details of projects in progress
internationally and in India for the proposed
ERP product.
Indicate number of experienced consultants to
work on developing interfaces         between
proposed ERP and applications on your rolls.
Indicate number of experienced consultants to
work on developing interfaces         between
proposed     ERP      and     other   non-ERP
applications on your rolls.
Indicate number of experienced consultants
who have experience in implementing the
ERP with India localization features on your
rolls.
Please provide details of quality accreditation
such as CMMi
Provide details of partnership with the ERP
Product
Vendor




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8.1.3 Details of Projects Implemented
(Use separate sheets for each Project and attach certificate from the client)


1      Name of the Project
2      Name of the Client
3      Client Size (Approx. number of employees)
4      Client‟s address
5      Nature of works and special features of the project
6      ERP Product
7      List of modules and sub-modules Implemented
8      Role of the Firm (tick on appropriate)        Product Vendor
                                                     Implementation
                                                     Partner
9      Number of User licenses
10     Value of the Work Done (Rs in Crores)
11     Date of award
12     Date of completion


Authorised signature


Name and Designation of Signatory:


Name of Firm:


Address:




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8.1.4 Hardware Proposal


Proposed Infrastructure
Infrastructure   Elements       e.g.   Hardware
(server,   storage,   SAN,      backup),     UPS,
Generator, Precision         Air Conditioning
System,    Access     Control     System,     Fire
Detection and Suppression System, etc.
Configuration in brief
Other Details in brief
(Please give above information for each Infrastructure element)


Note: Where the information cannot be provided in the table format, please furnish the
information on a separate sheet. Please ensure proper reference between the table row and
the additional sheet used.




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8.2     Curriculum Vitae of Team Members

CV of Personnel
Name of the Personnel
Name of the Company
Date of Birth
Designation
Qualification
Number of years with current employer
Proposed Role in the Project
Language
Speak
Read
Write
Implementation    experience   (please   give
number of projects managed/ implemented by
the member
involving proposed ERP product/modules
and duration of such experience)
Summary of Professional Experience (start with current and move backwards)
                                                       Describe   Position,   Project   and
Date : From      Date : To         Company
                                                       Relevant Experience




Authorised Signature


Name and designation of Signatory


Name of Firm


Address




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8.3 Strength of Resources

                                                                     Proposed     Task
                                                                     Role and   Proposed
                                                          ERP
Sl                                         Total                     Position     to be
      Name        Role     Qualification                 Related
No.                                        experience                   for     assigned/
                                                        Experience
                                                                      HLL        Module
                                                                     project
1
2
3
4
….




Authorised Signature




Name and designation of Signatory




Name of Firm




Address




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8.4 Agreement

CONTRACT AGREEMENT


This Agreement is made at Thiruvananthapuram on the ___________ day of _____________
2009_______ Between HLL Lifecare Limited (formerly known as Hindustan Latex Limited),
HLL Bhavan, Poojappura P.O, Thiruvananthapuram, and Kerala, India hereinafter called
„HLL „of the one part and _________________ (Name of bidder) (Address of bidder)
__________________________________________________ hereinafter called „the bidder‟
of the other part



Whereas HLL is desirous that certain Works should be executed, viz Supply, Implementation
and Integration of an ERP based Integrated Information System in HLL (as described on these
bidding documents) hereinafter called „the Works‟ and has accepted a bid by the Bidder for
the execution and completion of such works (*** as well as guarantee of such works) and the
remedying of defects therein. NOW THIS AGREEMENT WITNESSETH as follows:



    1. In this Agreement words and expression shall have the same meanings as are
         respectively assigned to them in the Conditions of Contract hereinafter referred to

    2. The following documents shall be deemed to form and be read / construed as part of
         this Agreement, viz:

             a. Letter of Acceptance

             b. Notice inviting Bid

             c. Conditions of Contract

             d. Scope of the Work and Technical Requirements

             e. Bid proposal (Technical & Financial)

             f.     Any other item as applicable



    3.    In consideration of the payments to be made by HLL to the Bidder as hereinafter
          mentioned, the bidder hereby covenants with HLL to execute and complete the




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       works by **________ and remedy any defects therein in conformity in all respects
       with the provisions of the Contract..

4.     HLL hereby covenants to pay the bidder in consideration of the execution and
       completion of the works and the remedying of defects therein, the Contract Price
       of**Rs__________ being the sum stated in the letter of acceptance subject to such
       additions thereto or deductions there from as may be made under the provisions of
       the Contract at the times and in the manner prescribed by the Contract.

5.     Jurisdiction of Court: The Courts at Thiruvananthapuram shall have the exclusive
       jurisdiction to try all disputes arising out this agreement between the parties.



IN WITNESS WHEREOF the parties hereto have caused their respective Common Seals
to be hereunto affixed / (or have hereunto set their respective hands and seals) the day and
year first above written.



For and on behalf of Bidder                     For and on behalf of HLL



Signature of the authorised official            Signature of the authorised official

Name of the official                               Name of the official

Stamp/ Seal of the Bidder                          Stamp/ Seal of HLL




Signed Sealed and Delivered



By the Said                                        By the Said




Name                                     Name

On behalf of the bidder in the presence            On behalf of the HLL in the presence of
Witness                           presence of Witness



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Name                                     Name

Address                                  Address




Note:



+   To be made out by HLL at the time of finalisation of the Form of Agreement.

** Blanks to be filled by HLL at the time of finalisation of the Form of Agreement.

*** To be deleted if not applicable




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8.5 Form for Deviations from the tender document

DEVIATIONS /EXCLUSIONS SCHEDULE
To
      The DGM (IT) i/c
      HLL Lifecare Limited
      HLL Bhavan, Poojappura P.O
      Thiruvananthapuram, Kerala - 695012


Ref: Bid document No Dated-------------------
Sub: Supply, Installation, implementation and Training of Equipment / Products and offered
Solution for effective and efficient implementation of an Enterprise Resource Planning (ERP)
based Business Solution at HLL Lifecare Limited (HLL)


Ref: Tender No. HLL/IT/ERP-1/2009 dated 10th Sept 2009


Dear Sir,
We    declare   that   the   following    are   the   only   deviations   and   variations   and
exceptions/exclusions to the services as outlined in your Bidding Documents. Except these
deviations, subject to the approval and acceptance by the HLL, the entire work shall be
performed as per your requirements.


Clause No.       Statement of Deviations/Exclusions and Variations.




                                           Signature _________________
Date: ________________        Name ____________________
                                           Designation ________________
Place: _______________        Common Seal _______________




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8.6 Notice of Intent to Bid
Date:


To
-----------------------------
-----------------------------
------------------------------




Dear Sir,
Sub: Notice of Intent to Respond to Tender Document (Tender Document Number
…………; dated ………………..)




We are a Bidder/Consortium with the following members:
Company Name & Address
Company Name & Address
Company Name & Address




Having examined the bidding documents we, hereby confirm our intention to collectively
respond to the described Tender Document floated by your company as members of the
above Bidder/Consortium by submitting a consolidated Bid number …………..               Dated
……….. offering to supply, install, test, pre-commission, commission, demonstrate and
establish performance guarantee parameters of the solution in full conformity with the said
bidding documents .




<Company Name> will be the Lead Bidder of our Bidder/Consortium. They are authorized to
sign all contract documents, receive instructions and incur liabilities on behalf of the
Bidder/Consortium. A notarized copy of the duly executed Bidder/Consortium Agreement to
this effect is enclosed.




We hereby confirm that <Company Name>, the Lead Bidder, will responsible for execution



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of the contract in such a manner that the ERP Solution delivered meets the performance
requirements as described in the Tender.




We hereby confirm that information provided in this Bid is true and correct to the best of our
knowledge and belief and nothing has been concealed, misrepresented, manipulated or
exaggerated there from.




Details of primary and secondary contact persons for each Bidder/Consortium member are as
follows:


<Company Name & Address>
<Brief Description of Key Role on the Project>
                                Primary                          Secondary


Name
Designation
Company name
Address
Phone
Fax
Email id


We undertake, if our bid is accepted, to commence execution of work of the Solution and to
achieve completion within the respective times stated in the bidding documents / quoted by us
in our bid.


We understand that you are not bound to accept the lowest or any bid you may receive and
in-turn we will not have any rights to raise any claim, whatsoever it may be, due to or arising
out of rejection of our bids.




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Thanking you,
Yours faithfully,
<Seal and Signature of Authorized Signatory>
<Name of Authorized Signatory>
<Title of Authorized Signatory>
Note: This form has to be signed by authorised signatories of all the members of the
Bidder/Consortium




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8.7 Form for Price Bid

Having examined the Tender Document Number …………….. dated ……………, the receipt
of   which is hereby acknowledged, we, the undersigned, offer to supply, implement,
commission, integrate and put into operation the Solution under the above-named Tender in
full conformity with the Bidding Documents for the sum quoted in price schedule. The
following is the total bid price for the scope of work described in our response to your Tender
Document.




i) In figures __________________________________________




ii) In words __________________________________________




(Please quote the price in Indian Rupees only)


The breakup of the above lump sum price is given in the Price Schedule attached herewith
and is made part of this bid.




Thanking you,
Yours faithfully,




<Seal and Signature of Authorized Signatory>
<Name of Authorized Signatory>
<Title of Authorized Signatory>


Note: In case of bid by a Bidder/Consortium, this form has to be signed by authorised
signatories of all the members of the Bidder/Consortium.


Encl: Price Schedule - ____ pages




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Price Schedule Template

The Price bid should be enclosed in a separate sealed envelope
Item                                        Quantity             Price in INR
Part A: Pre-implementation Cost
1      Cost of ERP Package – No of 200
       licenses = 200 nos. (Per user
       package      license   x   No of
       licenses)
1.a    Cost of Payroll licenses – No 2500
       of licenses = 2500 nos. (Per
       user license x No of licenses)
1.b    Cost of ESS licenses – No of 2000
       licenses = 2000 nos. (Per user
       license x No of licenses)
1.c    Cost of Portal user licenses – 50
       No of licenses = 50 nos. (Per
       user license x No of licenses)
1.d    Cost of BI user licenses – No 50
       of licenses = 50 nos. (Per user
       license x No of licenses)
2      Cost        of     Implementation LS
       (workflows/customization) for
       proposed         modules   (Except
       HR,ESS & Payroll) in detail
3.a    Cost        of     Implementation LS
       (workflows/customization) for
       HR
3.b    Cost        of     Implementation LS
       (workflows/customization) for
       Employee Self Services
3.c    Cost        of     Implementation LS
       (workflows/customization) for
       Payroll
5      Cost of Proposed Database LS



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     CPU based license
6    Data Collection (if required)         Man days


7    Additional Tools Requirements LS
     /Third party components/Plug-
     ins/ Third party packages
8    Training for 300 users                LS
9    Design and Engineering and LS
     commissioning      Charges      for
     creating the Computer center
10   Taxes


     Total Part A
                    Part B: Post-Implementation Cost


                                           LS for each year    Year 1    Year 2    Year 3
     Annual Maintenance Charges
     for    three   year   (including
     upgrades)

     Onsite and online Technical           Per man month per   Year 1    Year 2    Year 3
     Support based on specified shift
     SLAs
      Project Manager
      Systems Administrator
      Systems Analyst
      Database Administrator
      Online Help Desk (ERP)
      Onsite Help Desk (User
       support, Local Data Back
       up. First level H/W support
       etc)
      Data Collection person


     Taxes
     Total Part B cost (Year 1 +
     Year 2 + Year 3)



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    TOTAL Bid Cost (Part A +


    Part B)




1       o     The taxes quoted above should include VAT, Sales Tax, Service Tax etc.
              duties and any other levy attracted to the item applicable as of the last date of
              submission of the tender. No extra taxes & Duties will be paid apart from the
              amount quoted. All new taxes levied after the tender submission date will be
              reimbursed after necessary documentary evidence is submitted. Similarly, any
              benefit due to reduction in the taxes will be passed on to HLL
        o     The Prices must include all incidental costs associated with the
              provision of the service, such as travel, boarding/lodging, subsistence,
              office support, communications, printing, taxes, levies, duties and fees
              imposed on the Bidder of its employees in India..
2        For arriving at the total Bid Cost, the total cost of Part A will be added to the
              cost Part B of post implementation support. The total cost of the part B will be
              calculated by adding the cost of 3 years of product AMC, and 3 years cost of
              Onsite and Online Technical Support
         Actual extent of the post implementation of support will be decided after
              discussion with the successful bidder as per requirements of the HLL.
             Cost of any system software including its tool licenses, etc. if required, should
              be included in the cost of application software. Bidders must provide the list of
              the System software and tools that have been included in the cost of
              application software.
3   Man month shall cover all days in a calendar month, excluding bank holidays, public
    holidays and all Saturdays and Sundays
4   In case additional user licenses are required in the next 5 years, the Bidder shall
    provide the same or a better level of discount on the existing price or the market price
    prevailing at that time, which ever is lower
5   The Bidder must provide the Master file formats and item codification structure for all
    the Modules as part of the proposal
6            This price will be inclusive of all ERP and third party bolt-on Software
              license, and related costs, costs of database, integration tools, source code and



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    other requisite software, tools etc.
   This price will also include the cost of multiple ERP instances to be
    maintained both during and after ERP implementation such as Development,
    Test, Training, Production etc.
   Please provide a copy of the proposed Licensing Policy
 Please give price break up of all components of solution such as ERP, third
    party, associated integration tools, database etc.




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8.8 Reference Customer Details
The reference customer details should be given in the following format. A separate copy of
the format given should be used for each reference


Company Name


Company Address


Telephone Number


Fax Number


Contact Name


Title


What is or was the contact‟s role on the
project?


State the duration of the Project
What types of network solutions are being
used?


State number of locations connected in the
WAN


Details of locations and type of connectivity
provided


State the maximum number of on- line users
in any branch where your network is installed


State, if any, interfaces to external systems
are implemented at this site




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8.9 Financial Bid Forwarding Letter

Ref:
Date:




To
        DGM(IT)i/c
        HLL Lifecare Limited
        HLL Bhavan, Poojappura P.O
        Thiruvananthapuram, Kerala - 695006



Dear Sir,

  Sub: supply, installation, implementation and integration of ERP based integrated
information system in HLL.

Having examined the Bidding Documents, including Addenda Nos. [insert numbers],
the receipt of which is hereby acknowledged, we, the undersigned, : supply, install,
implement, integrate and put in to operation of the ERP based integrated information
system in HLL under the above-named Contract in full conformity with the Bidding
Documents for the total amount as indicated in the price Schedule.

We undertake that in case our bid is accepted, we shall:

     1. Furnish the required advanced payment security and performance security in
         the form, in the amounts and within the times specified in the bidding
         documents.

     2. Commence work on the ERP and shall make all endeavor to achieve Go-Live
         operational Acceptance within the respective time schedule stated in the
         Bidding Documents.

We hereby certify that the ERP software offered in this bid and to be supplied under
the contract is either (1) owned by us, or (2) covered by a valid license from the
owner of the software.

We agree to abide by this bid, which, in accordance with the clause …..(documents
comprising the bid) consists of this letter, the Price Schedule, the bid security, letter of
authorization, documents establishing conformity, list of deviations, CVs of the



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personnel to be deployed on this Contract and Attachments ….. through [specify: the
number of attachments] to this Bid Form, for a period of 180 days from the date fixed
for submission of bids as stipulated in the Bidding Documents, and it shall remain
binding upon us and may be accepted by you at any time before the expiration of that
period.

We declare that the above quoted lump sum price (and prices quoted for each
component, the break-up of which is given in the Price Schedule) are firm and shall
not be subject to any variation for the entire period of the assignment. We further
declare that the above quoted prices include all taxes as on the date of bid submission,
duties and levies payable by us under aforesaid assignment.

We declare that price/ rate offered is for the ERP/ Database/ development licenses and
other developments, implementation & integration, training and maintenance, along
with hand holding and all other related activities.

Services will be valid for any purchased and scope extension till the end of the
contract i.e(date on which the contract will expire).

Our maintenance charge for software (covering ERP, Database, and development
licenses) will be applicable on the “discounted price” for the coverage period as
defined in the contract.

We have given details of deviations and exclusions (clause wise) taken with reference
to bidding documents provisions, along with justification for the services not covered
in our offer. The costs of withdrawals of these deviations / exclusions are enclosed
with the Price Schedule.

Until the formal final Contract is prepared and executed between us, this bid, together
with your written acceptance of the bid and your notification of award, shall constitute
a binding contract between us. We understand that you are not bound to accept the
lowest or any bid you may receive.



Dated this [insert: number] day of [insert: month], [insert: year].




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Signature..............................................



Name.......................................

Designation and Common Seal......

In the capacity of [insert: title or position]

Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]




                                Signature:


                                               Name:
                                               Designation:
                                               Common Seal:


Date:
Place:




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

I/We hereby undertake that I/we have read, studied and understood the technical
specifications (scope of work and Annexure) and tender terms and conditions completely.


I/We hereby undertake that we shall comply with the technical specifications and tender terms
and conditions and there are no deviations of any manner in this regard from my/our side.
I/We hereby undertake to provide uninterrupted and timely support for the supplied
systems/sub-systems for a period of 3 years (excluding the warranty period of 1 year). After
the warranty maintenance of three years, if HLL decides to go in for in-house maintenance of
systems or through a third party, I/We shall supply the spares to HLL or a party designated by
them. In case of the item/spare part being not available due to any reason the I/we shall
provide an equivalent or upgraded latest item/compatible with the system and software in lieu
of the original item/spare part subject to the approval of the HLL. I/we also commit to
undertake to provide on-site comprehensive maintenance for a further period of 3 years at the
discretion of HLL. I/We hereby undertake to agree execute the purchase order with bill of
material as equal and/or super-set and/or sub-set of technically qualified accepted
equipments/products/systems and subsystems, items of their brands and models for the entire
range of equipments/products/systems covered by Annexure of the tender for the prices
specified in price schedule by me/us in Annexure. I/We hereby undertake that we shall
comply with the scope of work and requirements and there are no deviations of any manner
and/or sort and/or form in this regard from my/our side. I/We hereby undertake that my/our
offered bid is not based on any presumptions and/or assumptions and in the case of a failure
my/our bid should be summarily rejected.


I/We undertake to be the single point of contact for HLL and shall be solely responsible for
all warranties, upgrades, guarantees etc, offered by the OEM and/or partners including
consortium partners and system integration and facilities management and for the entire scope
of work as per the service levels defined in the tender document. I/We hereby undertake that
I/We shall provide the technical solution as proposed by me/us in the technical design detailed
by me/us in our technical bid. I/We undertake that my/our bid is valid for a period of 180 days
from the date of bid opening. I/We undertake that on completion of the validity period, unless
the I/We withdraw my/our bid in writing by giving a notice of seven working days, it will be
deemed to be valid until such time that I/we formally withdraw my/our bid.
                                                       Signature of Authorised Signatory



                                      Page 319 of 323
   [SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

              Name of the Signatory
              Company Name
              Date
              Place
              Company Seal




Page 320 of 323
                                          [SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]
8.11 Bid Security Form (EMD)

To
        The DGM (IT)i/c
        HLL Lifecare Limited
        HLL Bhavan, Poojappura P.O
        Thiruvananthapuram, Kerala - 695006


Ref: Bid document No Dated-------------------


Sub: Supply, Configuration, Installation and Training of Equipment / Products and
offered Solution for effective and efficient implementation of an Enterprise Resource
Planning (ERP) based Business Solution at HLL Lifecare Limited (HLL)


Sir,
Having examined the bidding documents, we, the undersigned, offer to supply, install,
commission, train and maintain goods and provide services as per the schedule of
requirements of the tender and in conformity with the said bidding documents.


We hereby submit a bid security / earnest money deposit of Rs 15,00,000/- (Rupees Fifteen
Lac Only) as per the tender terms and conditions vide Demand Draft No. ____________
dated     _______________      drawn     on     ___________________________      favouring
___________________________


Dated this day ________of _________2009 Signature of Bidder


Details of enclosures.          Full Address:____________________
                                                             ____________________
                                                 Telephone No.___________________
                                                 Telegraphic Address:______________
                                                 Fax No. ____________________
                                                 E-mail
                          COMPANY SEAL




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8.12 -Submission by Bidder/Consortium

To
           DGM(IT)i/c,
           HLL Lifecare Limited
           HLL Bhavan, Poojappura P.O
           Thiruvananthapuram- Kerala


Dear Sir,


We convey our thanks for inviting us to bid for the supply, installation, integration and
implementation of en ERP in HLL under the bid ref no………………………….


As permitted under clause – and – of the instruction to Bidders, we M/s ------ and M/s ------
would like to offer our bid as member of Bidder/Consortium, as ERP Principal and
Implementation Partner respectively. M/s ----- will be the lead member of the
Bidder/Consortium. They are authorized to sign all the contract documents, receive payments
and instructions and incur liabilities on behalf of the Bidder/Consortium. A copy of the duly
executed Bidder/Consortium agreement attested a notary public is enclosed for your kind
perusal.




Thanking you.


Yours faithfully




For & on behalf of ERP principal                  For & on behalf of Implementation Partner


Name :                                            Name :

Designation :                                     Designation :

Common seal:                                      Common seal:




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