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7.0 Functional Requirement Specifications:

7.1 General Solution Requirements
Application is required to be developed/configured as per below requirements:

 System shall be designed, developed, configured and implemented as per best practices
adopted industry wide in terms of customization, optimization and reusability of codes
within and across application/Environment.
 The applications should be highly parameterized and configurable to minimize the extent of
code changes in customization
 Should support SOA and should be integrated with industry standard middleware
technology.
 The application should be Unicode compliant with support for Hindi languages.
 Should provide transaction logs and audit trails by date, time, user ID and IP address of
portal application for all functions covered within the application.
 Integrated ERP System application should be integrated across module with no duplication
of data entry, rich in GUI, user friendly & capable to run on web browser and accessible via
LAN/intranet.
 Cross browser testing with no client side settings on two popular browsers such as IE/
Chrome/ Firefox /Safari. It should have graphic reporting and dash board based monitoring
capability.
 Should be accessible from mobile computing devices such as tablet, Smartphone and IP
based assets/equipment on a common infrastructure (like iOS, Android, Windows Mobile)
 Error handling capabilities and help must be incorporated within developed application with
facility of a pop up tool tip message to alert the users on any stage for wrong/ insufficient
entry.
 The applications should be optimized to use minimum usage of resources, network
bandwidth.
 The proposed integrated product should be capable of supporting of security features such as
Authentication, Single Sign-On (SSO), Authorization and Integrated User management.
 The proposed solution should have India Taxation built in by the OEM and not bolted on by
any 3rd party.
 The proposed solution application should be HTML 5 compliant.
 The proposed solution should have in-built capability to define and modify the
organizational process maps.
 The proposed solution should have in-built features & functionality relevant to
manufacturing industry.
 The proposed solution should have pre-built integration with Business Intelligence,
dashboards & KPIs.
 The proposed solution should have pre-built integrations with different business processes/
domains & should have pre-built content capable of providing workflows.
 The proposed solution should have File Life Cycle and document management capabilities.

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7.2 Functional Requirement Specifications for Production Management

PRODUCTION PLANNING (PP) MODULE

In Production Planning Module, some of the major processes/activities implemented in the

existing SAP ERP System are:

 Master Data Management

 Material Requirement Planning (customized)
 Production Planning & Scheduling
 Capacity Planning (customized)
 Production Order Release
 Production Control Activities Material Movements(Issue/return)
 Shop Floor Execution – Activity Confirmation

The requirement at present is to migrate the existing processes/activities in SAP ECC system to
the newer S/4 HANA System. There are about 280 Z-reports, 50 Z-screens and 250 Z-tables,
which need to be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, the major areas which need to be
reviewed and implemented in SAP ERP System using SAP Standard method:

 SAP Standard Material Requirement Planning

 SAP Standard Capacity Planning

A.1 Function/Process Name: Material Requirement Planning (MRP) Response

A.2 Description :
At present, purchased items (requirements) for production of coaches are
calculated for arriving “Gross Requirements” based current year and next year
Production Programme, as was available in the legacy practice. In the proposed
system, the system should calculate the “Net Requirements” (tender quantity =
Net procurement quantity) apart from calculating Gross requirements in SAP
ERP System. Accordingly, the standard MRP procedure in SAP ERP System
should be implemented.
The MRP procedure should cater to procurement of raw material, semi-finished
items, finished items, supply and installation items, sub-contract items and
outsourcing items.
MRP procedure should also include things, apart from items required for
manufacturing of coaches, other items like tool room requirements, plant and
maintenance items, capital spares, non-stock items, consumable items and spare
items.
A.3 Reports:

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 Gross Requirements as well as Net Requirements including detailed working

sheet for calculation of arriving quantity requirements.
 Report of non-stock (S-1302) Indents.
 Material Availability simulation reports for a given product mix.
 Coverage/shortfall statements.
 Common and Un-Common Items.
 Purchase Requests are to be generated based on the effect of Production
Programme changes and also in coordination with sale order release and
changes in sale order quantity.
 Late charging and advance drawl items details and summary.
 Number of coaches to be made considering available stock of purchased
items.
 WIP of manufacturing, sub-assemblies and Delivery Period (DP) of
purchase items (Dues).
 Month wise out turn programme needs to be evolved, duly considering the
revision of production programme and already dispatched coaches,
dynamically.
 Requirement of items based on month wise production programme, duly
considering the coverage of the item, as immediate, for current month and
quarterly for production targets.
 List of items newly required for procurement when the production
programme changed.
 Report for list of items with Demand Number having shortfall quantity for
tendering purpose.
 Build wise status of Purchase items from initiation to stock on ward.
 Daily Material Details Report.
 Real time Stock and Dues.
 Year wise consolidated report for material consumption with respect to
product variant, etc.
 Follow up Material items list.
 Classification items List.
 Mass scheduled programme to delete unnecessary planned orders which are
being crated.
 Physical stock, Book stock and RB stock report.
 Report on material coverage and material to be required list, for a given
product mix with a given planning period.
 Shelf Life Assignment items list.
B.1 Function/Process Name: Material Number Unification Response
B.2 Description :
 Purchased items are identified by 14-digit Material Number (ULNO in ICF
which includes ward, PLNO, Unit of Measure and Category of Stores). Due
to change of ward, the material number getting duplicated and results in
same item is being identified by different material numbers. The material
numbers are also getting changed due to assignment of temporary ULNO,
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unification of PLNO by Railways. Due to the unification process, new

material numbers are assigned against the old material numbers. The
changes are to be reflected in all the areas where ever material numbers are
involved (e.g. Material Master, Bill of Materials, Purchase Request,
Purchase Orders, Production Orders, Reservations and Others SAP Module
areas, etc.)
 The current practice which is being followed in SAP is to maintain outsource
percentage assignment data through quota management in Bill of Material.
The same item is identified with 2 different material numbers, one for UL
No.(Purchased item) and another for Drawing number(manufactured items).
This creates redundancy of material numbers for identifying a single
material, as arriving at actual stock becomes difficult. This redundancy
needs to be resolved. The Standard SAP industrial practice needs to be
followed and implemented.
 Implementation of bar code for identification and traceability of material.
B.3 Reports:
 Material Number change details and its history of those changes.
 Mapping of old ULNO with new ULNO.
C.1 Function/Process Name: Capacity Planning and Scheduling: Response
C.2 Description :
 At present, capacity planning reports are developed and used in SAP ERP
System based on the Annual Production Programme as it was available in
legacy system. These reports are custom developed as per ICF
Requirements. The trade-wise, shop-wise man power and capacity
requirements are arrived at based on the annual Production Programme. And
these reports do not meet the total current requirements of ICF to meet
dynamic production situations like (changes in Production Programme,
Changes in Design, changes in out-sourcing requirements, in-house/work
contract items etc.) and day-to-day working of ICF. The standard SAP ERP
capacity planning and scheduling process to be implemented.
C.3 Reports:
 The reports available in SAP Standard System for meeting these capacity
requirements and utilization to be implemented to meet the dynamic
situations.
 Managerial statistical reports for capacity utilization (both machine & man).
 Cost and cost variation of products, assemblies, purchase items, etc.
 Reports for work-in-progress status of every work Centre, product, and final
product.
 System of allocation of material and Labour to be reviewed to suggest
changes to ensure concurrent and correct bookings in ERP.
 ERP should be able to give the machine hour requirement and the man hour
requirement and also suggest optimum machine utilization and outsourcing
requirement. Outsourcing proposals should be initiated based on this.
D.1 Function/Process Name: Effect of Changes in Production Programme: Response
D.2 Description :
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 ICF coaches are manufactured as per Annual Production Programme

(Production Demand). The annual production programme is to be captured
along month wise program details including rake matrix. Annual Production
Programme is changed often to meet dynamic production demand and
considering practical constraints/situations. Some of the materials purchased
for the previous production version may become redundant for the coaches
dropped from the earlier revision. Similarly, the items manufactured in-
house also become obsolete and non-usable for those dropped
coaches/builds. Some of the items which are under manufacturing are also
need to be stopped to avoid further obsolescence. The utility of these
purchased materials and as well as manufactured items are to be analyzed for
optimum utilization of these items. The machine utilization is also getting
affected due to these changes in Production Program. The quantity changes
in requirements of out-sourced items are also affect production resources.
Decision support system is to be provided for optimum utilization of these
resources, like material, man and machine capacity to cater to these dynamic
situations.
 ERP should be able to show the impact on the material on hand due to
design change/ drop of builds from production. The authority authorizing the
production change/design change should be able to take an informed
decision and suggest alternate utilization of such materials likely to become
unusable due to such change. If no alternate use can be identified, the action
to transfer/scrap such store can be taken immediately instead of waiting for
the material to deteriorate.
D.3 Reports:
 The change impact on the material which is revised due to this change in
Annual Production Programme.
 Reports for the alternate utilization of such materials likely to become
unusable due to such Programme changes.
 Reports for machine capacity changes due to these changes.
 Reports to assess the effect of mid-year changes in Product Mix in ERP
system – in terms of pending Purchase Request (PR), PO, Material issues to
production and semi-finished items.
 Report for the effect of proposed Production Program changes on the
outsourcing requirement and machine utilization as also Budget requirement
and WMS credits to be realized.
E.1 Function/Process Name: Effect of Change in Design: Response
E.2 Description :
 Manufacturing process changes required are done through changes in
corresponding Routing Data maintained in SAP ERP System. Work Centre
details are also need to be modified in routing due to change in process. The
changes are to be incorporated both in Routing Master and also in already
released Production Orders (transaction data). Facility is to be developed for
Mass change of Work Centre along with Operation Code. Mass change of
Setup time, time/piece for given Drawing numbers and for entire routing.
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 The Design Modification calls for changes in Bill Of Material and also in
already released Production Orders. The System should be provided to cater
to this requirement for mass changes of both master data as well as
transaction data.
 SAP ERP System to show the design change impact on the material which
are revised due to this change in Design Advice. Decision support system is
to be provided to inform management the alternate utilization of such
materials likely to become unusable due to such Design changes. The
System should also indicate machine capacity changes due to these changes.
Impact of Design change of furnishing item on Shell Design and its planning
is to be generated. History of Design changes and addressing system to
facilitate choosing the desirable change based on the situation is to be
reported.
E.3 Reports:
 The change impact on the material which is revised due to this change in
Designs.
 Reports for the alternate utilization of such materials likely to become
unusable due to such Designs changes.
 Reports for machine capacity changes due to these changes.
 Reports to assess the effect of these changes in terms of pending PR, PO,
Material issues to production and semi-finished items
 Report for the effect of proposed Design changes on the outsourcing
requirement and machine utilization as also Budget requirement and WMS
credits to be realized.
F.1 Function/Process Name: Integration of SAP Data with Design PLM: Response
F.2 Description :
 ICF Design Department has Design PLM software, Enovia 2017 X on 3-D
Experience Platform. Additionally X-BOM XFA connecter has also been
acquired for connecting SAP ERP system. In the SAP implementation,
necessary resources and any additional software/application required from
SAP side shall be offered and necessary work has to be carried out for
integrating ICF Designs Department with SAP ERP System.
 Design Bill Of Materials (BOM) are to be integrated with SAP ERP
System. Design drawings are prepared by Design department and copies of
drawings are issued to Process Planning department manually. These
drawings (soft copies) are to be attached to SAP Material master for all
requisite items. Creation of material number, Change Number creation for
revision of drawings (Engineering Change Management) is to be made in
line with design department. Mapping of ULNO with Design BOM/Design
Structure are to be enabled. Where-used-list to be made available year wise,
production programme wise.
 SAP-ERP Master data and Production Order data relation needs to be
maintained
 Alteration Index (Revision level) raising Issue need to be rectified. Presently
Alteration Index (Revision Level) different between “Shell drawings” and
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“Furnishing Drawings”.
 Design cut-in process to be made online. Generation of product structure for
purchased items (ULNO) to be made. The material number
creation/initiation (generation of ULNO) is now done through web based
program. Non-Standard nomenclature of description of material (both short
and long description) is to be made standardized. Version history
maintenance for ULNO (purchased items).
F.3 Reports:
 Design cut-in details
 Design Change Advice List
 Design Material Schedule
 List of Design Changes/Drawing period wise, coach wise, assembly wise,
material wise
 List of Design Alterations made
G.1 Function/Process Name: Sale Order & Production Order Release: Response
G.2 Description :
At present, Production Orders are released at the time of creation of Sale
Order. Supplementary Production Orders are released for the design changed
items or for trade failure items. Separate order type is to be assigned for
monitoring the trade failure items/supplementary orders. Facility is needed
to control the generation of supplementary production orders & posting of
materials for Coach Completed (CC) issued sale Orders. Facility for S1302-
indent items and details are required to be incorporated in Sale order.
Separate functional screens are to be provided for Sale Order Schedule
(Allocation) for both divisions of Shell and Furnishing Divisions. Report for
Production status and material used for coaches with serial number and type,
sale order and sale order item wise. Sale Order completion process is to be
mapped with Standard SAP ERP System. Material drawls / returns (issue to
shop floor through Progress) with respect to PO & Vendors for both supply
& Installation items. System for capturing allowed time/processed time for
supply & installation items are to be mapped. Online authorizations for sale
orders for both Shell and Furnishing Divisions.
G.3 Reports:
 Sale Order Schedule Chart.
 Report for planned material quantities, price and value at the time of release
of sale order.
 Report for material utilization viz. cashed and un-cashed details for
production control office for effective monitoring.
 Report for production material usage details with estimate details.
 Report for outsourced man hour details for a given sale order.
 Report for planned and booked man hour details for a given sale order.
 Report for Enhanced List Of Parts(LOP)
 Report for Enhanced List of Load Centers along with Machinery & Plant
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 Report for Enhanced Material Schedule List along with Outsourced quantity.
 Report showing list of “Purchase Finished”(Outsourced) items for a given
Sale order along with delivery.
 Report for Items passing through Work center and delivery to various shops.
 Report for Enhanced CS13 report without considering Quota assigned, to
ascertain Per Coach Requirement (PCRT).
 Report for Enhanced CS15 List with additional fields, indicating the item
applicability for Current year and Next year against displayed list of items.
 Report for showing items with duplicate component sequence number in
BOM.
 Consolidated Report showing Sale Order No., Production Order No,
Drawing Number, Description, Shop, Quantity, Operation No, Work Centre
No, Work Centre Description, Setup time, Allowed Time, Processed Time
for a given Sale order. Presently different reports available without
consolidation in different screens.
 Report for Consolidated Shell/Coach dispatch details with so far delivered
and balance to be delivered for both Shell & Coaches against Sale order is
required also with respect to Production Programme. Similarly a provision
should be made to account for carry forward shells/coaches from current
year Production programme to next year programme.
I.1 Function/Process Name: Adequate controls in Production: Response
I.2 Description :
 Single sale order release system for both Shell & coaches.
 Single sale order release system for one coach type per year.
 Single Sale Order for Rake(train set) formation (eg. TRAIN18)
 PO-wise-UL-wise -Daily receipt of materials with details (lorry no, vendor-
qty. cost etc., balance to send etc.,)
 Delivery period assigned and synchronized with production program.
 Planned, confirmed, Booked, balance man hours report with different
Percentage of earnings, Sale order wise, production order wise, operation
wise, work center wise, token no wise., etc.,
 Check on material drawl prior to quantity confirmation
 Support for control over Rejection of material at shop floor
 Minimal production loss or Work-in-Progress (WIP) carrying cost due to
stock outs with Efficient inventory monitoring
 Advance appropriate alarms and alerts to nominated/ key functionaries in
case of scarcity of resources or any abnormality
 Operations to be confirmed only if material is drawn.
 Online Monitoring the Shop floor inventory in terms of quantity and value
(WIP) : Material drawn for production and still remaining unused on Shop
Floor, Shop manufactured items, Output of each Shop – Sub-assembly-wise
 Help for production shops to plan day-to-day work
 System for monitoring optimized shop floor inventory.
 Provision for updating production programme /Monthly schedule in standard
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SAP.
 Generating Material and Labour in ERP system according to Production
Program
 Resource requirements based on Production Schedule.
 Advance identification of resource constraints/Bottlenecks in SAP
 Support for capacity planning based on changes in Production Program,
changes in Design, Changes in Out-sourcing requirements, Work contract
items (In house & outsourced)
 Assignment of production operations to men /WorkCentre.
 Tracking details of coach production - Coach History card – from shell
production to final dispatch at Furnishing to user Railway zone & Railway
Numbers.
 Individual coach cost can be ascertained instead of average batch cost
currently calculated
 Provision for handling warranty cases to be available for coaches already
dispatched
 Traceability to men and machine with respect to coach serial number
 Write back order (WBO). Transfer of materials from one Production/sale
order to another Production/Sale Order.
 Coach serial number wise confirmation, material Drawl, incentive booking,
etc.
 In material drawls screen– remarks field for entering some text by progress
team and same as to be shown in all report (as per long text tab in BOM,
routing, prod orders screens)
 Provision for higher cost incurred on particular coach for particular Railway
in a batch order is distributed to all coaches/customers.
 Batch Order Completion Certificate
 Provide/issue completion certificate for the Sale Order (setting of TECO
status to Production Orders) even after the last coach has been turned out.
Control over bookings of material and Labour is to be effected after the last
coach of the sale order is dispatched
 Issue Sale order, with accurate Material/Labour Bookings the Sale order
after Coach out turn.
 In cost reports, there should not be variations in the material content and
Labour hours booked even for the coaches of the same build for batches
closed in the year.
 Physical progress is commensurate with Financial Progress.
 Provide Non-Railway customers from whom mobilization advance has been
collected.
 Provision for Roll-up of cost, from lower-level to higher-level Production
Orders.
 Finalizing Cost Reports – in identifying the real variances and solutions.
 ERP system should be able to point out the bookings that are in variance
with the standard estimated by the design and planning and generate realistic
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cost reports.
J.1 Function/Process Name: Outsourcing: Response
J.2 Description :
 At present, outsourcing/Works contracts are issued outside SAP ERP
System. Complete works contract processing cycle from contract initiation
stage to Payment process is to be done through SAP ERP System. Supply &
Installation items, Supply, Commissioning, testing items etc. are to be
mapped in SAP ERP System. Works contract/service contract are issued
either coach based or measurement based. Accordingly, facility in SAP
system should be available to effect appropriate conversion.
 Production activities are outsourced to contractors for material , labour and
for both supply of material and installation of coach items. These activities
are to be mapped in SAP ERP System for proper planning, execution,
monitoring and cost accountal.
 Adequate support for identifying capacity constraints and drawing up the
outsourcing plan
 Outsourcing proposals are to be arrived at based on man, material and
machine capacity constraints.
 Control over outsourced operations and material in static/dynamic situations
 Mechanism for tracking outsourced Labour to Production Order through
ERP system.
 Accurate Labour Cost (In-house + Outsourced) to be available for a given
Sale Order
 Cost of outsourced Labour is taken to the Top-level Production Order after
payment
 Support for arriving at material outsourcing requirements
 Support for arriving at man hours to be outsourced based on activity-wise,
shop-wise shortfall of capacity (men) with reference to sale order,
Production Program(s).
 All proposals of expenditure connected with Production whether material or
outsourcing supporting data to be generated from ERP.
J.3 Reports:
 Report for excessive outsourcing, when sufficient manpower is available.
 Report for drawl of material for outsourced activities.
 Report for booking of Labour/payment for outsourced work
 Report for outsourcing of Labour requirement–report to be made available
with detailed working sheet, at the time of outsourcing proposal, for
consumption of Finance Department.
K.1 INTEGRATION REQUIREMENTS WITH OTHER MODULES: Response
K.2 Coach Delivery (SD Module):
 At Present, Coach Delivery is done in SAP ERP System. System is not
allowing coach Delivery for OT Booked Holidays. This issue needs to be
addressed, Coaches are delivered with “Serial Numbers”. In Coach
Delivery Screen, only balance coach delivery “Serial Numbers” are to be
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shown duly considering already delivered “Serial Numbers‟.

 SAP standard coach delivery process needs to be implemented with
complete cycle.
 Proper solution for Identification of coach and its production history in ERP
system.
 Feedback and interaction with other railway/non-railway customers.
K.3 Reports:
 Coach Outturn Statement
 Coach delivery/despatch details
 Daily out turn statement, Daily coach position both shell & coaches.
 Allotment of EMU Rake formation and matrix
K.3 Sale Order Authorization (SD Module):
 At present, sales orders are issued through SAP ERP System. Authorization
of Sale Order need to be made fully online by linking all concerned
departments right from initiation to final authorization.
 Facility is to be provided to create Sale Order Schedule Tentative/Actual
based on Production Programme for both Shell & Furnishing Divisions. At
present, separate Sales Orders are released for shell and furnishing divisions.
Common sale order release for both shell and furnishing divisions are to be
mapped along with common serial number. Assignment of shell serial
number, batch quantity and release of sale orders in-line with Furnishing
installations.
K.4 Incentive System (HR Module):
 Incentive System is implemented in SAP ERP System through custom
development Program under HR Module. Operations having Squad work
having more than “two squads” could not run incentive. Artisans staff
getting promotion and incentive claims for the staff is giving loss due to non-
availability of facility to claim incentive difference. Provision must be given
to pass incentive cards for final certification by SSE‟s in-charge. These
issues are to be resolved. Separate login ID for shop in-charge SSE‟s with
master control to have better control over running of incentive cards in SAP
ERP System.
 Problems are faced to use job cards for major assembly items having bulk
timings. Need split-up facility to carry forward the remaining hours due to
spill over of production activities. Presently it is leading to forgo the hours
even after put on work.
 Complete WMR (Workshop Managerial Report in HR Module) are to be
made available in SAP ERP System with details like claimed hours, balance
hours, unclaimed hours etc. for better control and monitoring. These reports
are to be made available in SAP ERP System.
 In incentive screen- remarks field for entering some text by progress team
and same as to be shown in all report (as per long text tab in BOM, routing,
prod orders screens).

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K.5 Cost Estimate (SD Module):

At Present, Cost estimates are prepared for individual builds through SAP ERP
System. Complete estimate preparation for the annual production programme is
not available in SAP ERP System. Estimate formats are generated through PDF
format. These reports are to be developed through Excel Format. The working
sheet for calculation of arriving at allowed hours are to be provided. Additional
fields for maintaining of scrap rate in ERP system for cost estimate purpose are
to be provided. The estimates for NRCs (Non Railway Customers) and new
types of coaches are prepared manually now. ERP System should generate
complete cost estimate for these requirements. Revised Estimates are to be
generated by the system based on the material requirements of revised changes
in production programme. ERP should be capable of generating Estimates for
Material and Labour (and by extension Machine load) detail.
K.6 Sale Order Costing (CO Module):
 Planned and Actual cost estimate are to be generated from SAP ERP System
for sale order and sale order item number. While releasing Production
Orders, “CSER (Cost Calculating Errors) Error is thrown out and this issue
needs to be addressed. In-house estimate for given production order number
like sale order, Paper Ticket Work Order (PTWO) orders, Spare Work
Order, Rework Order and Maintenance Work Order), Reports on Man hours
comparison between current and previous completed sale order of same type
in which, item wise, operation wise comparison required with incentive
earned percentage, Actual Sale order Cost and WGR Reports are to be made
available from SAP ERP System.
 Sale Order cancelation/Short closing procedure is to be made simple.
Whenever Sale order is Short closed a mass program is required to change
all the related „Production Order‟ quantity to the short closed quantity.
Report program generating list of over drawn items (materials) for short
closed Sale Orders. SAP Program to be developed for giving „write back‟ of
over drawn materials from „short closed‟ Sale Order to current Sale Order
within the cost center (drawl shop). Facility to register „write-back‟
particulars and its retrieval in SAP ERP System is to be provided. Facility to
cancel released sale order needs to be provided. Presently this facility is not
available.
 Whenever sale order is cancelled the „Serial Numbers” assigned should also
be cancelled. Because the same “serial Number” needs to be given for the
same Installation Drawing for another Sale Order. Additional Consolidated
Shell/Coach Dispatch Details with so far delivered and balance to be
delivered for both Shell and Coaches for Sale Order issued.
K.7 Systemic support required for framing Budgets (CO Module):
 Production Program, BOM & Routing should form the basis for framing the
Mechanical department‟s Budget.
 Budgeting for Capital Items (Plan-heads) should be based on other Programs
( Works Program, Machinery &Plant Program)

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K.8 Batch Order Comparative Statements (CO Module)

 Material/Labour booking for the same build of coaches in sale order.
 Physical progress/Financial progress
 ERP system should provide the bookings that are at variance with Standard
estimated by Design & Planning Module and generate realistic cost Reports
K.9 Estimate/Control of Project cost (CO Module);
 Mechanism for estimating project costs for competitive bidding
 Estimates for Non-Railway Customers (NRCs) and new type coaches in
ERP system.
 Larger projects such as Mumbai Rail Vikas Corporation (MRVC), Sri Lanka
Project spanning across multiple fiscals in ERP system (physical and
financial progress to avoid Less/Over booking).
 Formation of procedure for Budget formulation and monthly physical and
financial reviews incorporated in ERP.
 Change in environment viz. Market borrowing, increase in NRC component
of product mix, implementation of GST and Accural accounting.

QUALITY MANAGEMENT MODULE:

In Quality Management Module, the following major activities have already been configured and
implemented in SAP ERP System.

1. In-Process Material Inspection

2. In-Coming Material Inspection

The requirement at present is to migrate the existing processes/activities in SAP ECC system to the
newer S/4 HANA System. There are about 30 Z-reports, 30 Z-screens and 50 Z-tables, which need to
be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be
revisited are as follows:

L.1 Function/Process Name: In-process Inspection Response

L.2 In-Process Inspection with External Serial Number:
Safety items manufactured in-house are assigned with unique Serial number for
identification and traceability purpose. SAP ERP System is to be mapped to
generate serial numbers for identified major assemblies like (Roof, Under
Frame, Body Shell, etc.). At present, all the items with serial numbers are
assigned during result recording time. During Result recording, the Serial
(Unique) number failed in an Operation is being listed for Result Recording in
Subsequent operations. This process needs to be improved.
L.3 Serial Number Allotment:
Serial number attached with an Inspection lot can also be attached to other
Inspection lot for same Material Number. This process needs to be improved.
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L.4 Serial Parallel confirmation:

At present, Confirmation of operations is carried out in Parallel mode. Hence,
in Final operations complete production order quantity can be confirmed as
Yield, even when item is rejected as scrap/re-work in previous operations. This
process needs to be improved.
L.5 Result recording Process:
At present, Results for Master inspection Characteristics are noted down in a
paper in Shop Floor and then entered in the SAP ERP System. This process has
to be simplified through an Interface to eliminate Duplication of manual work
and time consumption.
L.6 Rolling Stock Certificate for Electrical Department:
Rolling Stock Certificate is prepared for each coach manufactured, which
contains Various important dimensions, Component Unique number with
Supplier details, etc. This report has to be developed in SAP ERP System.
L.7 Customer Complaints Process:
Coach Complaints are registered by user railways through Central Application
Portal (CAP). The subsequent process for customer complaints is done
manually. These customer complaints are to be linked to SAP ERP System for
better traceability and control.
L.8 REPORTS:
 Vendor Performance
 Vendor Performance Item-wise
 Complaint Received period wise, Railway wise, Coach type-
wise, Propulsion type-wise, Status wise.
 Internal/External complaint Supplier wise, Assembly wise, etc.

Manufacturing for Production Engineering and Operations:

The following requirements of ICF need to be addressed by the Contractor. Though Production
Planning Module is already implemented a thorough study need to be under taken to identify the
missing functionalities those are essential for ICF Production Process.

 Model the Production Process in more detail

 Detailed instructions for Production Operators
 Verification that Production Process has been executed properly
 Record Production Progress
 Management of Bill of Materials (BOM) including Versions
 Version managed Shop Floor Routings
 Conversion of Engineering BOMs into Manufacturing BOMs

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PLANT MAINTENANCE MODULE:

In Plant Maintenance Module, the following major activities have already been configured and
implemented in SAP ERP System:

1. Preventive Maintenance
2. Break Down Maintenance
3. Machine Condemnation
4. Calibration Process
5. Jigs & Fixtures Maintenance
6. M&P Erection & Commissioning
7. Statutory Compliance
8. Service Station of Gas

The requirement at present is to migrate the existing processes/activities in SAP ECC system to the
newer S/4 HANA System. There are about 75 Z-reports, 40 Z-screens and 100 Z-tables, which need to
be ported to the new SAP S/4 Hana system.

In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be
revisited are as follows:

M.1 Function/Process Name: Plant Maintenance Response

M.2 Imprest Purchase of Spares for Machines:
Spares required to clear Malfunction of Machines are purchased through
Imprest cash with the Schedule of Powers of the Officer during Emergency.
This has to be linked with the Equipment.
M.3 Reports:
 List of Imprest Spares Purchased – Machine wise, Cost wise, Period
wise and Frequency wise for same items.
M.4 Maintenance Cost for Machine
Maintenance cost for a Machine with respect to Labour and Spares
Consumed.
M.5 Reports:
 Maintenance Cost incurred for Machine for any given period.
 Comparison of Maintenance cost of Machine and Acquisition value.
M.6 Scrap sale value for Machine Condemned
Machines condemned are uprooted and handed over to Stores as Scrap and
auctioned by Stores. The Sale value of the Scrap auctioned has to flow back
to Plant Office, Equipment wise.
M.7 Reports:
 Scrap sale value Machine wise and Period wise.
M.8 Linking of Incentive and Machine Downtime
Linking of Incentive to Production Staff to be linked with Machine down
Time (e.g. Breakdown, Preventive etc.)
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M.9 Reports:
 Incentive claimed during Machine Downtime
 Breakdown Analysis with respect to Machine availability % / Utility %
in day to day basis (incremental).
M.10 Machine Idle with respect to Factory Work Hours
Currently, Machine Idle Time is calculated on 24 Hour basis including
Holidays (Sundays and National Holidays). It should be calculated based on
the Factory working hours and Calendar. Idle time should also be calculated
based on Staff booking on Holidays with respect to that Machine and
Incentive period (e.g. 22nd Jan to 23rd Feb). Capacity Planning of Machine
available for Production to be calculated excluding Preventive Maintenance
Activity time.
M.11 Reports:
 Breakdown/Preventive Maintenance duration hour with respect to ICF
Shift timing and Holidays.
 Machine Idle Time with respect to Incentive period.
 M&P asset utilization and efficiency analysis.
 Machine accident reports
M.12 Project Office works
Project Office is involved in collecting Proposals from various departments
for Procurement of Machines, activities involved in the process of
Procurement, Installation and Payment Certification to Vendor. Supporting
documents for proposing M&P proposals in the current year works,
machinery and Rolling stock Programme and for the proposed capacity
augmentation of Steel bodied coaches “Complete Switch Over Project”
(CSP-III) are to be generated from ERP System.
M.13 Reports:
 Joint Inventory report for New Machines and Spare Posting.
 List of Spares received along with New Machine.
M.14 Codal Life of Machine
At present, Codal life of Machine is calculated manually based on Railway
Board Orders in terms of Years. In SAP ERP System this should be
incorporated in terms of Years and Usage.
M.15 Reports:
 Machine availability beyond Codal life.
M.16 Refurbishment Process of Machine
Refurbishment Process of Machines to be incorporated in SAP ERP System.
M.17 Reports:
 Machine Refurbishment cost with increase in Machine Value with
respect to Depreciation.
M.18 Works Contract /AMC/CAMC work for Maintenance activity of
Machines
Machines are given maintenance contract work to outsiders. These contract
work process are done manually outside SAP ERP System. This needs to be
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implemented in SAP ERP System from Preparation of Note to Bill

certification by Accounts Department. Tender documentation, Tender
floating, Tender formats, Notifications, estimates, tabulations, Completion
Certificate (CC) bills, Financial Expenditure Statement (FES), final bills,
etc. are to be incorporated in SAP ERP System.
M.19 Reports:
 List of Contracts issued (a) Period wise (b) Work wise (c) Value Wise
(d) Vendor wise
 Work in Progress of the Contracts Issued.
 Pending status with respect to Bill Certification.
M.20 Process of Material Gate Pass
Process of Material Gate Pass, Returnable/Non-Returnable item are to be
implemented and streamlined with security office through SAP ERP System.
Alert should be raised for Returnable items before and after due date.
M.21 Reports:
 Gate Pass issued for Returnable/Non-Returnable item period wise.
 Report on items not returned within the due date.
M.22 Process of Permits
Permits are issued to (a) Contract workers to carry out Maintenance
activities for Machines, (b) Electrical staff (ICF) to carry out various
activities. Process of Issuing permit, Track permit to be Implemented and
Streamlined with Security office through SAP ERP System. Alert should be
when work is not completed within the Contract period and Provision to
extend the Contract.
M.23 Reports:
Permits issued (a) Period wise (b) Work wise (c) Contractor wise
M.24 Processing of Non-Stock Indents (S-1302)
At present, Non-stock Spare Indents are generated outside SAP ERP System
for Machines, Cranes and Road Transport (RT) Vehicles. Other items like
general requirement stationery, lightings and ventilations, power cables HT,
switch gears, etc. are done manually. All these non-stock items are to be
processed through SAP ERP System.
M.25 Reports:
 List of Non-Stock items purchased (a) Period wise (b) Inventory wise (c)
Cost wise (d) Supplier wise
M.26 Break Down of Jigs and Fixtures
System to be developed to capture Jig/Fixtures Repair/Maintenance work
carried over each Jig/Fixtures. Material/Labour cost should also be
calculated with respect to each Jig/Fixtures
M.27 Reports:
 Duration of Repair/Maintenance with respect to Factory Calendar and
Working Hours and Maintenance cost Jig/Fixtures.
 Spares consumed during Maintenance.
 Labour hours utilized

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 Maintenance cost w.r.t Spares and Labour

M.28 Inter Shop Order (ISO) for Non Inventory Items
Inter Shop Order are released to other shops in order to manufacture parts
for Non-inventoried items (e.g. Trolley, Ladder)
M.29 Reports:
 Inter shop order released period wise with Status.
 Spares consumed in the process of manufacturing.
M.30 Condemnation of Machines and Spares
Machine Condemnation process to be implemented in SAP ERP System. A
present, Notification is raised for Condemnation proposed machines and
authorization from respective departments are done manually through Paper.
This process has to be eliminated by integrating Production, Electrical and
Stores department in SAP ERP System.
M.31 Reports:
 Condemnation status of Machines.
 Stores Handing over report.
M.32 Spares Management:
Traceability of Spares received from Stores till consumption.
M.33 Reports:
 Spares Procured/Withdrawn Machine wise, period wise.
 Material availability and consumption pattern.
 Spares forecasting and spares management.

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