HLL Erp Tender

[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
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 Letter for Invitation Table of contents Important Information Bid Data Sheet Disclaimer 1 1.1 1.2 1.3 1.4 2 2.1 2.2 2.3 2.4 2.5 2.6 3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 4 4.1 4.2 4.3 4.4. 4.5 4.6 4.7 5 5.1 Def i n it io n s Evaluation Framework Evaluation And Comparison Of Bids Contacting The Purchaser Purchasers Right To Accept Or Reject Any Or All Bids Notification Of Award Signing Of Contract Failure To Sign Agreement/Commence The Work General Conditions Of Contract 100 Bidding Procedure Content of Bidding Documents Format of The Bid Submission Of Bid Modification And Withdrawal Of Bids HLLs Right To Accept Any Bid And To Reject Any Or All Bids Clarification Of Bids Evaluation Of Bid 91 92 97 97 97 98 98 General Scope of Work Components of Scope Of The Work Functional Scope Technical Scope Geographical Scope Deliverables Bidding Procedure And Instructions To Bidder 73 80 84 87 88 88 88 About HLL Lifecare Limited (HLL) New Businesses Existing IT Infrastructure Proposed ERP Implementation Project Scope Of Work 26 27 44 48 59 59 Introduction 11 14 16 20 Page Number 2 3 6 7 8
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5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 6.12 6.13 6.14 6.15 6.16 6.17 6.18 6.19 6.20 6.21 6.22 6.23 6.24 6.25 6.26 6.27 6.28 6.29
Interpretation Indemnity Patent Infringement Termination Of The Contract Force Majeure Settlement Of Disputes Access To And Possession Of Site Packing, Protective Painting And Marking Environmental Clause Special Conditions Of Contract Preface Credentials Of Consortium For ERP Solution Scope Of Contract Role Of Bidder/Consortium Role Of HLL Project Coordination Project Plan Design And Development Product Upgrades Inspection And Tests Acceptance Tests Defect Liability Penalty/Performance Guarantee (Warranty)/Annual Maintenance Contract Governing Law General Insurance Bidder To Obtain His Own Information Performance Guarantee (Security Deposit)) Forfeiture Of Performance Guarantee Time Of Performance Extension Of Time Prices Taxes & Duties Deduction Of Taxes At Source Liquidated Damages Ownership Of Documents And Copy Rights Transfer Of Ownership Billing And Payment Terms Waiver
107 109 109 109 113 113 115 115 116 118 119 119 120 122 123 125 126 127 128 129 133 134 139 139 139 141 142 143 143 144 144 147 149 149 150 150 150 152
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6.30 6.31 6.32 6.33 6.34 6.35 6.36 6.37 6.38 6.39 6.40 6.41 7 7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 8 8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8 8.9 8.10 8.11 8.12
Employees Of HLL Not Individually Liable Workplace/Facilities For Consortiums Site Office Residential Accommodation Transportation Consortiums Staff And Their Conduct Security, Statutory And Safety Regulations Employees Provident Funds And Miscellaneous Provisions Act 1952 & Employees State Insurance Act 1948 Bidder/Consortium Responsibility With Other Agencies Other Agencies At Site Other Terms And Conditions Profile Of Teams Changes To The ERP Solution Annexure Annexure # 1 Mandatory Requirement for ERP Solution Annexure # 2 Existing Business Processes-Overview Annexure # 3 Technical Parameters & Performance Levels Annexure # 4 Expected Number of users Annexure # 5 Indicative List of Non ERP Interface Requirements Annexure # 6 Current IT Infrastructure details Annexure # 7 Functional Requirement Specifications Annexure # 8Technical Requirement Specifications Annexure # 9.Tentative Schedule Forms Profile of Bidders Curriculum Vitae of Team Members Strength of Resources Agreement Form For Deviations From The Tender Document Notice of Intent to Bid Form for Price Bid Reference Customer Details Financial Bid Forwarding Letter Undertaking on Compliance of Technical Specifications and Tender Terms & Conditions Bid Security Form (EMD) Submission by Bidder/Consortium
153 153 153 154 154 155 156 157 158 158 159 160 163 170 186 187 188 189 192 287 292 295 301 302 303 306 307 310 315 316 319 321 322
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Important Information
Sl No. Events Non-Refundable Cost of purchase 1 of this RFP Rs.5,000/- through demand draft from a scheduled 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 2 Sale of RFP document 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 3 EMD scheduled bank, drawn in favour of HLL Lifecare Limited, payable at Thiruvananthapuram. The queries have to reach well in advance but not 4 Last Date of Submission of written queries on Bid document email or by post/courier. On 5th October 2009 at 11:30 AM Venue: Akshaya Hall, HLL Lifecare Ltd, 5 Pre bid conference Corporate Head Office, Poojappura P.O, Thiruvananthapuram, Kerala 6 7 Last date for submission of Bids Opening of Technical Bids Up to 20th October 2009 by 1500 hrs 20th October 2009 by 1530 hrs later than 1st October 2009 by 1700 hrs through
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Bid Data Sheet

Sl No.
Event
Period
Date
Time
Venue Through Website
Floating of RFP
(T)
10th Sept 09
10.00
and Newspaper Advertisement
Last date for Sale of Tenders
(T)+21 Days
HLL Lifecare Ltd 1st Oct 09 17.00 Corporate Head Office, Thiruvananthapuram
Date for Pre-Bid Conference
(T)+25 Days
HLL Lifecare Ltd 5th Oct 09 11.30 Corporate Head Office, Thiruvananthapuram HLL Lifecare Ltd 20 Oct 09
th
Last Date and Time for Receipt of Bids Date and Time of
(T)+40 Days
15.00
Corporate Head Office Thiruvananthapuram HLL Lifecare Ltd
Opening of Technical Bids
(T)+40 Days
20 Oct 09
th
15.30
Corporate Head Office, 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 Plants 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. HLLs Health care product range include: Blood Collection Bags, Surgical Sutures, Auto Disable Syringes, Vaccines, Womens 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. HLLs 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. HLLs products are exported to over 70 countries.
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HLLs 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 nations 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 HLLs 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. Womens Health Care Pharma Products HLL set up a dedicated Womens 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 HLLs 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 Marketing Customer details, Product details, Regional order/Work Order/Dispatch Order generation, Delivery Challans, Invoice generation etc. Cash and Bank Management, Payments and Receivables, Dishonor cheque Marketing finance details. Debtors collection and outstanding details, Journal entries, Credit Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash and Bank Books, Balance Sheet and Grouping etc Personal Information System, Increment processing, Promotion processing, HR Attendance management and monitoring, Dispatch register, LTC application submission, Training details, Recruitment module for sorting the applications entered into the system, Overtime processing etc Sales Customer details, Order details, Generation of Supply Orders, Delivery
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Challans, Invoices, Transport Orders, Transfer Notes, Lorry Receipts, Gate pass and Depot Stock for Govt. sales and Branded Sales Purchase Production, PPC & MPC Payroll Leave Create and Release Enquiry, SPC sanctions, Purchase Orders, Vendor master and Vendor rating, Indent sanction etc for materials supply as well as works MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection, Primary Packaging, Secondary Packaging, Incentive calculation etc, All employees Payroll processing, Related Reports, IT, PF and generation of Salary Journal Leave crediting and management of leave, Earned Leave surrender Online submission of leaves through the system, Provision for online Workflow submission of Sanction notes, Advance requests, Tour requests, Employee self service module which provides salary details, loan balances, Personal information etc Stores Engineering Receipt, Issue, Local Purchase, Inspect man, etc Breakdown, Preventive and Calibration etc Overhaul Maintenance, Electrical, Utilities,
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 Intranet Primavera Interfaces D. LIS EIMIS Description Details This is an interface between LIS and eIMIS to transfer the Sales Invoice data Type: Batch Processing Frequency: Daily Source Application: LIS Target Application: Source API: DTS (Data Transformation Services) Target API : DTS Middleware : c#.net Size per transaction: (bytes) : 0.5 MB Outsourced For internal workflow based applications Project management for IDD
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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, Peripherals Desktops, Video conference
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 Reporting tool Other software and tools Security Server roles Network software Development and Implementation Firewall, Mc-caf Antivirus Web-Server, Application Server, Print server IP BASE M Java , Visual Studio, Rational suite Oracle 9i/10g, My-SQL Crystal
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1.3.4
Current Network Architecture
The following schematic diagram represents HLLs 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
1.4.1
Proposed E R P implementation project

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. 1 2 3
Product Microsoft Dynamics AX 2009 Oracle e-business suite applications SAP ECC 6.0
Organization Microsoft Oracle 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 golive, 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 Sites) o
Ensuring that the entire architecture is in line with high availability activepassive 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
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 o o o o
Data Warehousing SCM CRM Disaster Recovery System (DRS) Document Management System
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The Bidder should note the following: o 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). 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 bidders 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 Bidders 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. 1 2 3 4 5 Core users
Licenses
Nos.** 200 2000 employees 2500 employees 50 50
Employee Self Service Payroll Portal users Business Intelligence
**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 golive, 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 o o Microsoft Dynamics AX 2009 Oracle e-business suite applications 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 o Finance, Costing & Accounts Sales and Distribution
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o o o o o o o o
HR and Payroll Projects Management Engineering & Maintenance Purchase and Store Production Planning Control Production Quality Assurance 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 SignOn (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, coordination 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 Number of Employee Self service transaction users Number of Payroll users Business Intelligence users Portal Users
200 2000 2500 50 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 HLLs 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 HLLs 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. d. e.
Allow only certain ports and/or protocols to remain open. Block internet access to specific sites/systems. 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 HLLs 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. ii. Centralized repository of all identification and access control data Support of Lightweight Directory Access Protocol (LDAP) to allow systems access to the directory. iii. iv. Support single sign-on support. 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 nonERP 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 eTendering 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 HLLs 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 and other data sources

Data Extracted Data Cleansed / Formatted Data Added Data Signed off Data Conversion tested Data Conversion executed ERP Production Environment
ERP test environment
2.4.20 Training Scope HLL believes that the key to successful ERP implementation will be the successful bidders ability to train HLLs 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 HLLs 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 endusers 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 o o o o o o o Collaborative working - shared sense of purpose and ownership Technology adoption as a means of service delivery Routine operations of submissions and approvals in workflow environment Adoption of Business Intelligence tools for analysis supporting decision making To create a knowledge sharing culture in the organization. Self initiated view of learning and readiness to learn from each other Overall climate of trust and involvement 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 golive support of 6 months thereafter, as specified in the tender document.
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Sl no. I
Activity
Deliverable
Deliverable Schedule
Implementation Services Project Initiation
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 to a Report the and a
presentation
Project
Management Team 2 Once the above has been discussed Project and changes, if any, incorporated, the Management successful bidder will prepare the Plan containing Project Management Plan. This plan the will : i) Contain a project plan in Project form ii) Indicate the proposed Bidder suitable to suggest
time
line based on
implementation the proposed ERP Solution, Project and Plan
road map in detail
their
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 birds eye view of the proposed approach of the bidder towards execution of the project. The Project Plan and the highlevel 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 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 and
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 prestudy for their
implementation reference only. II 1 Solution Design
Once the As-Is Business Process and To-be process with Bidder Information Requirement study is gap & resolution suitable
to
suggest
time
complete, the successful bidder will document prepare a To-Be Business Process Analysis document. This document will describe how existing processes will be executed post going live with the ERP. The changes in the To-Be processes from the As-Is process will be highlighted. Where an existing process cannot be mapped directly to any ERP functionality (i.e. there is a
line based on the proposed ERP Solution, Project and Plan
their
Methodology
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gap), the successful bidder must propose solutions, in terms of process changes, workarounds, custom
development, interface with legacy systems, etc.
This document must be prepared in a format which allows easy reference to the As-Is Process Document.
The To-Be Processes along with the Gap Analysis and resolution must be vetted by the HLL Project
Management Team. 2 Once the To-Be Process and the Gap 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 TOBE business of processes standard and reports
development
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 1 Solution Development Based on the agreed To-Be Prototype with Bidder suitable to suggest
Processes, the successful bidder necessary
time
will prepare a prototype of the documentation(Business line based on solution (including all Blueprint Maps) the proposed ERP Solution, prototype Project Plan
customization, interfaces etc). 2 The solution prototype should be Solution
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.
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. Signwill 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
Process and methodology adopted QA process document for Quality Assurance must be documented and periodic reports submitted to the HLL Project Team.
IV 1
Solution Validation Once the solution prototype is UAT & SIT program signed off, the successful bidder will plan for the User Acceptance Tests (UAT), System Integration Tests (SIT) and any other tests as may be necessary. Bidder suitable to suggest
time
line based on the proposed ERP Solution, Project Plan
The UAT, SIT and other test scripts Scripts for UAT, SIT and will be prepared by the successful and other tests if any bidder and validated by the HLL project team
their
Methodology
Once
finalized,
the
successful UAT, SIT and other conducted and
bidder will assist HLL nominated tests
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, correctness 5 Feedback of the UAT, SIT, data UAT, SIT, data the tests completeness and
conversion and other tests will be conversion and presented to the HLL Project Team proposed other
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.
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 1 Data Conversion The successful bidder will provide Template for data to Bidder the template in which each data converted element provided by HLL to be converted suitable to suggest
time
their
Methodology 2 The successful bidder must validate Validate the data provided in terms of format. data
provided in terms of format.
VI 1
Assist in Change Management 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 change management related issues and proposed solution to overcome them
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 Change Management
conduct
programs on one-on-one individual schedule basis or in groups and at different locations. VII 1 Training Identify training requirements for HLL Core /Technical team members and end-users. 2 Prepare a detailed Training Plan giving details of content, duration and training material to be provided to different categories of participants as identified by the HLL Project Management Team 3 Conduct specific training to HLL core team by the Product Vendor followed by the Implementation Solution Partner and successful bidders Project Management Team to prepare them for testing and accepting fully configured solution prototype 4 Hands-on training to HLL core ERP Training for Training plan for prototype validation Training Plan for HLL users Training Requirement Successful bidder Report To suggest suitable time line based on the proposed ERP Solution, Project Plan and their Methodology
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team member on ERP configurations, the processes and other applications 5 Hands-on training to HLL technical team members on ERP and other applications, including training to HLL database administrators, system administrators including backup & restoration, system executives for development including reports and maintenance of package. 6 Training to IT team on administration of servers, storage, SAN and backup systems
HLL Core Team Members
ERP Training for HLL System Team Members
Hardware training to HLL IT Team Members
A fully configured solution prototype for training to HLL endusers.
Solution Prototype for Training ERP Training
Hands-on training to HLL end-
users on ERP and other applications for HLL end-users 9 Preparation of HLL ERP Solution Training Manual and end user manuals keeping in mind the specific requirements of processes and users at HLL HLL ERP solution Training and end user manuals along with online documentation
10
Preparation of HLL ERP Systems Management Manual keeping in mind the specific configuration of solution implemented at HLL
HLL ERP Systems Management Manual
VIII
Custom Development The successful bidder must deliver all custom development as has been described in the tender specifications, the Bid / Proposal. Custom development report Successful bidder To suggest suitable time line based on the proposed ERP
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Solution, The successful bidder must provide relevant documentation about the business case for the custom development, description of the code etc Relevant documentation Project Plan and their Methodology
IX 1
Integration The successful bidder must integrate the ERP system with certain retained legacy applications or new bolt-on applications. The detailed list in this tender document is only an indicative list and the complete list will depend on the final solution proposed by the successful bidder and accepted by HLL Integration Document between ERP Systems and other systems Successful bidder To suggest suitable time line based on the proposed ERP Solution, Project Plan and their Methodology
X 1
Executing Cut-Over from Legacy Applications to ERP Solution The successful bidder will configure Production instance of the ERP Solution with assistance from the HLL core team. Fully configured Production Instance Successful bidder To suggest suitable time line based on the proposed ERP Cut-over strategy report and presentation Solution, Project Plan and their Methodology
The successful bidder will present a cut-over strategy to the Project Management Team for their validation and approval
Executing the cut-over from the legacy applications to the ERP Solution in accordance with the approved cut-over strategy
Executing cut- over
In case the cut over does not synchronize with the accounting period (such as beginning of the financial year etc), the successful
Strategy for prior period data buildup
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bidder will suggest and provide the required strategy for building data for the prior period XI 1 Post Implementation Support The successful bidder will provide post implementation support for six months (including for six monthend closing and one quarter closing) after each go-live. Post go-live support for six months On going live
The successful bidder is expected to transfer knowledge and provide guidelines in setting up and managing an ERP Helpdesk by HLL, including the processes to be followed in logging request for assistance, assigning requests to specific helpdesk individual, recording resolution and tracking the overall time frame from logging a call to its resolution. The knowledge and guidelines will encompass all aspects of the help desk such as configuration, report writing, database administration, system administration etc.
Helpdesk guidelines
Atleast One Month Prior To First GoLive Date
XII 1
Assisting HLL in Installation & Commissioning of Hardware and Network The successful bidder shall perform Server and Hardware Network Sizing i.e identification of all hardware and network environments requirements for Production, Quality Assurance and Testing Hardware and Network requirements Successful bidder To suggest suitable time line based on the proposed ERP Solution, Project Plan and their Plan for Procurement of hardware Methodology
Once the conclusions from the above mentioned study are
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discussed with HLL Team and changes, if any, incorporated, the successful bidder shall provide a plan for procurement and installation of the hardware infrastructure and network infrastructure & services
Infrastructure and network infrastructure
Services covering assistance to HLL in installation and commissioning, Performance Guarantee tests, training on systems administration and backup solution.
XIII 1
Supply of ERP Application, Database, Related Software & Tools, User Licenses The successful bidder will supply the ERP Application, database, other related software and tools, user licenses etc. that will be necessary. The number of expected ERP users and its distribution among different tracks is given in Annexure # 4. Documentation related to the above must be supplied in both hard and soft copy. The successful bidder will be responsible for ensuring that the ERP Application, database, related software and tools, user licenses etc. are delivered in time and as per agreed terms and conditions. ERP Application, database, other related software and tools, user licenses etc with relevant documentation Successful bidder To suggest suitable time line based on the proposed ERP Solution, Project Plan and their Methodology
Documentation regarding Installation of the ERP Application, database, related software and tools, activation of user licenses etc which will be necessary for
Installation of the ERP Application, database, related software and tools, activation of user
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implementation of the ERP Project at HLL as per this Tender Document. Must be supplied in both hard and soft copy. 3 ERP license could be acquired in stages with the progress of configuring, testing and implementation. The successful bidder should provide staggered delivery options and related details. XIV 1
licenses etc.
Staggered Delivery of licenses
Disaster Recovery And Back-Up Policy The successful bidder will be responsible for providing detailed back-up policy for implementation at HLL. Back-up Policy Atleast One Month Prior To First GoLive Date
The successful bidder will also provide a Disaster Recovery Plan including remote DR site for HLL keeping in mind the specific operational requirements.
Disaster Recovery Plan
XV 1
Upgrade & Patch Application Policy The successful bidder will be responsible for providing a detailed upgrade policy for the upgrade (minor as well as major) of all applications being implemented as a part of this ERP implementation. Application Upgrade Policy Atleast One Month Prior To First GoLive Date
The successful bidder will also provide a patch guideline based on the best practices in this regard
Patch Application guidance
XVI 1
Information Security Policy

The successful bidder will be responsible for Create Information Security Policy in-line with the requirements of ISO 27001:2005. Policy documents Atleast One Month Prior To First GoLive Date
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3
Bidding Procedure and Instructions to Bidders
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Introduction This section aims to provide guidelines/Instructions for Bidders, to be used while submitting the Proposals. These are generic in nature, but Bidder/Consortiums are required to abide by them during the currency of the Project
Pre-Bid Conference (PBC)

1. HLL shall hold a pre-bid conference (PBC) as per schedule on 5th October 2009 as mentioned in this RFP. In this PBC, HLL would address the clarifications sought by the bidders with regard to the RFP document and the project.
2. HLL reserves the right not to respond to any/all queries raised or clarifications sought if, in their opinion and at their sole discretion, they consider that it would be inappropriate to do so or do not find any merit in it. The corrigendum or final decisions after PBC will be hosted on HLL website www.lifecarehll.com.
3. Only those bidders
who have either purchased bid document or submitted Bid
document cost in shape of DD before the Date and Time fixed for PBC only will be allowed to participate in PBC
3.1 Bidding Procedure

The Bidder shall bear all costs associated with understanding the scope of work, bid preparation and bid submission. HLL will, in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.
3.1.1 Eligibility to bid The bidding process will be open to any ERP Implementation Partner who will be able to supply & install all of the following either on their own or by forming a Bidder/Consortium:
1. ERP Product and related software licenses 2. ERP implementation services, including related process improvements, data conversion, interfaces, customizations, setting up Computer Center etc 3. Advising and assisting HLL in procurement and commissioning hardware comprising of servers, storage, backup applications etc. 4. Advising and assisting HLL in procurement and commissioning networking
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accessories, switches, firewalls including network services.
Detailed scope of work is given at Section 2.
The above listed entity / entities must also meet certain mandatory prequalification with respect to the ERP Solution being proposed by it. These criteria and the format in which the responses are to be provided are listed out in Annexure # 1.
Note: 1. The Bidder will be required to return the original Tender Document duly signed by competent authority on each page as a part of the response to the Tender. It shall be expressly agreed therein by the Bidder that he has read and understood the complete Tender Document and shall comply with the same. However the signature on the PRICE SCHEDULE alone shall be deemed as acceptance of all the documents enclosed to the Tender. 2. Deviation, if any, from the tender specifications and other parts of the Tender Document, shall be listed out separately and clearly by the Bidder as per the format in Form # 8.5. If deviations are not clearly listed as such, they will not be considered by HLL later. 3. The ERP Implementation Partner can submit different bids with different ERP Products (as mentioned earlier) by forming Bidder/Consortium with ERP Product Vendor. However, the ERP implementation partner can not submit more than one bid for the same ERP product.
Illustrations of some possible combinations are given below as examples for clarification sake:
Implementation Partner (say) IP-1 IP-2 IP-3
Product Vendor (say) PV-1 PV-2 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 leaders 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 Bidders 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 Bidders 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-ofAttorney (backed up by Board of Directors resolution) referring the agreement among the Bidder/Consortiums members and submit the same along with the bid. 3. The contract (not necessarily with the financial implications) among the Bidder/Consortium members indicating their unequivocal acceptance of
Implementation Partner as the Bidder/Consortium leader who is authorized to sign the contract, raise invoice, receive payments and instructions, and incur liabilities on behalf of the Bidder/Consortium A notarized copy of the duly executed Bidder/Consortium Agreement to this effect must be enclosed. 4. Authentication of Bid documents is detailed in clause 3.3.3
3.2.3 Confirmation on submission of documents & mandatory requirements 3.2.3.1 A summary sheet confirming whether the following requirements have been met along with page reference to where in the Bid have compliance to these requirements have been described / included should be furnished by the bidder : Sl. No Details Deviation / Exclusion Statement if any describing specific areas where the bidder is unable to comply 1 with the specific requirements listed out in the Tender Document. (Refer Form # 8.5). If deviations are not clearly listed as such, they will not be considered by the HLL later. 2 Provide information about bidders profile and past 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 3 the key members who will be responsible for implementing the ERP but also those who will be responsible for setting up the requisite hardware, install software, test network etc. 4 Detail curriculum vitae of the key personnel described above (Refer Form # 8.2) Price bid (without filling the prices ie. Blank document) refer Form# 8.7 Page Number
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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 accountants 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 Bidders 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 Bidders 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 HLLs account. Any increase in taxes and duties after expiry of the contract period will be to Bidders account. Prices quoted by the Bidder shall be fixed during the Bidders 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 bids 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 Bidders Bid Security (EMD).
3.6 HLLs 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 HLLs 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 1 2
Overall criteria Technical- Commercial evaluation Price Bid evaluation
Weightage 70% 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 o o EMD & Integrity pact duly signed by Bidder/ Consortium members Mandatory Requirements (minimum eligibility criteria mentioned in annexure#1) 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 its 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 Bidders Response
Standard Fit (SF)
Assigned Marks 10 7 3 0 0 7 5 3 0 1
Workaround (WA) Essential Customization (CZ) Not Available (NA) Third Party Bolt on (TP)
Standard Fit (SF)
Workaround (WA) Desirable Customization (CZ) Not Available (NA) Third Party Bolt on (TP)
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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 Es (i.e. number of Es 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. 1 2 3 4 5 6
Functional Area Production Planning and Quality Management Sales and Distribution Financial Accounting, Budgeting, Asset Management and Costing HR & Payroll Procurement and Inventory Management 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. 1 2 3 4 5 6
Parameters Functionality (RFP Response) OEM credentials & Customer reference Product Roadmap for the next five years Product support & service level Responses to support questionnaire Implementation product quoted partners experience (no of
Marks 20 20 5 5 10 10
implementations in India)/ team strength on the
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Implementation
partners
experience
on
all
10
modules in scope in this project 8 Implementation partners experience in similar companies and in PSUs 9 Demonstration & presentation Total 10 100 10
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 HLLs 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 Directors 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 HLLs 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 Personnel
2.
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 HLLs representatives or successors or assigns. HLLs 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/Consortiums 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, subsystems, 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, GoLive, 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/Consortiums 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 HLLs 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 agents 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 subcontractor or sub-contractors 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 subcontract 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 subContractors.
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/Consortiums 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/Consortiums 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/Consortiums 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 HLLs 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 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: 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/Consortiums 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.
a.
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/Consortiums equipment will be returned to the Bidder/Consortium at or near the site and shall return such Bidder/Consortiums 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/Consortiums 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 HLLs 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/Consortiums 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/Consortiums 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. The Bidder/Consortium shall appoint the Bidder/Consortiums 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
6.6.3
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other than ERP SOLUTION responsibilities the nominee would retain while performing the duties of the Bidder/Consortiums Representative. If HLL does not object to the appointment within fourteen (14) days, the Bidder/Consortiums 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. The Bidder/Consortiums 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/Consortiums Representative shall give to the Project Manager all the Bidder/Consortiums 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/Consortiums 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. The Bidder/Consortiums Representative and staff are obliged to work closely with HLLs 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/Consortiums Representative is responsible for managing the activities of its personnel. The Bidder/Consortiums 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/Consortiums 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.
6.6.4
6.6.5
6.6.6
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/Consortiums 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/Consortiums 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 Managers approval or review.
6.8.2.2. Within twenty one (21) days after receipt by the Project Manager of any document requiring the Project Managers 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 Managers 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 Managers 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 Managers 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/Consortiums 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 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/Consortiums 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 HLLs 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.
6.11.2.1
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/Consortiums 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. 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.
6.11.3.5
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 6.11.5.2
Go-Live (Commissioning), Go-Live acceptance: 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. 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.
6.11.5.5
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 HLLs 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/Consortiums 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. 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.
6.12.4
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 Maintenance Contract
Guarantee
(Warranty)/Annual
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 GoLive 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 HLLs 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 HLLs requirements set forth in the Scope of Work and it conforms to all other aspects of the Contract. 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. 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/Consortiums 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.
6.13.2.6.
6.13.2.7.
6.13.2.8.
Further during validity of the above mentioned Performance Guarantee, for nonperformance 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 Direct connect Menu Navigation Displaying the appropriate < 1 sec menu as per defined user role and profile Screen Opening Display of the selected data entry < 2 sec
All ERP users Remote connect < 2 sec
< 5 sec
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screen from the menu Field Navigation Navigation between different < 1 sec data entry fields in the Screen Look up response Display of items from a List of Values Look up response To display items from table < 5 sec < 15 sec < 13 sec Screen Navigation Navigation between different < 1 sec data entry screens (from one to another) Transaction Commit Transaction saving after < 2 sec completing the data entry Query retrieval Online Simple query query entered by the Medium user query High Complexity query Reports response Simple query < 15 sec < 5 sec < 20 sec < 12 sec < 30 sec < 5 sec < 12 sec < 15 sec < 20 sec < 1 sec < 10 sec < 3 sec
Complexity < 8 sec
Report fired by the user Medium from Generator the Report query
Complexity < 25 sec
High Complexity query
< 1 min
< 3 min
The above response time should be based on simulated environment assuming 50 % of actual load in a multi user LAN environment.
Uptime Requirement: The System shall have an availability of at least 99.90%. The availability will be calculated based on the following formula: A = (tsh (tud- tepd)) * 100 / tsh
A: Availability (percent) tsh: Total Service Hours tud: Total Unscheduled Downtime (hours) tepd: Total Excused Performance Downtime (hours)
Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled Downtime. Total Service Hours are all the Service Hours in the calendar month Unscheduled
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Downtime is where the Production Infrastructure is unavailable during Service Hours and outside the Scheduled Downtime.
Scheduled Downtime is Planned maintenance, with all such planned maintenance to be agreed in advance by the Service Provider and HLL; and The scheduled back-up windows specified in the operational procedures manual or as otherwise agreed.
Excused Performance Downtime means the elapsed time for any outage due to the result of an excused performance problem i.e. non-availability of raw power provided by HLL after scheduled backup time of UPS working on redundant mode.
The Uptime includes the following infrastructural / System uptime collectively: Database uptime, Local area/Intranet network Uptime RP server uptime, Portal Uptime, VPN network uptime, Branch offices application uptime ERP and other software uptime Other systems affecting ERP uptime.
6.13.3 Annual Technical Support (ATS) / Annual Maintenance Contract (AMC)
HLL desires the bidder to provide AMC/ATS with respect to the following:
1. ATS for the Product - The support includes support for patches as well as upgrades. The support required is including but not limited to the details given at 6.13.3.1.1 2. AMC for the support - This can be extended for minimum period of seven years from the date of installation, after which the same will be renewed on mutually agreeable terms and conditions.
HLL reserves the right to cancel any of the above ATS/AMC contracts after giving three month notice in case the service provider under the respective AMC contract is not satisfactory. In such case, HLL shall execute an AMC contract with any other party for the
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balance period at the risk and cost of the bidder.
6.13.3.1. Detailed Scope of AMC/ATS:
6.13.3.1.1. Annual Technical Support: The ATS Contract should cover the services which the Supplier provides normally under Technical Support and shall include minimally the following support for ERP, RDBMS, EAI products and all other standard third party software wherever applicable: All Product upgrades Technical Support for integration or installation of any patch or product upgrade with any third party software. Periodic site visit.
6.13.3.1.2. Annual Maintenance Contract: The AMC Contract should cover the services which the Supplier provides normally under support contract and shall include minimally the following support User & Technical support on a 24x7 basis. Periodic site visit. Tuning of ERP / Database software. Error correction Assisting HLL on technological upgrades / enhancements
6.14 Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of India.
6.15
General
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.
6.15.1 There shall be no suspension of work on account of arbitration provided that the
6.16 Insurance
6.16.1 The comprehensive insurance and safety of all men and material of the Bidder/Consortium at HLLs 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/Consortiums 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 Workmens 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.
6.19.1.
Forfeiture of Performance Guarantee

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.
6.20.1.
Time of Performance
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
6.22.1
Prices
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 Contract Price shall supplies/services/installation & commissioning, the 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. HLLs 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/Consortiums 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. 6.22.13. Unless otherwise specified in the specification schedule, cost of all leads. 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
6.23.1
Taxes & Duties

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
6.24.1
Deduction of Taxes at Source

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
6.25.1
Liquidated Damages
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
6.26.1
Ownership of Documents and Copy Rights

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. HLLs 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.
6.26.3.
6.27
6.27.1
Transfer of Ownership
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
6.28.1
Billing and Payment Terms

Bidder/Consortium shall submit running account bills as per agreed payment terms with supporting documents for having achieved the designated milestone activities. Payment shall be released on submission of the bill with supporting documents duly certified by the Project Manager or his representative appointed
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and after deducting applicable taxes, penalty and other recoverable. Against deduction of statutory taxes, tax deduction certificates where ever applicable shall be issued as per the applicable provisions of the statute. The Project Manager may make any corrections or modifications, if required, to any previous bills certified by him.
6.28.2.
Payment will be released at each designated stage, subject to: Raising of running account Bill by the Bidder/Consortium, Proof of Completion of work as per contract and certification of the same by the Project Manager.
6.28.3.
All bills/invoices must be raised in INR only and also payments to Bidder/Consortium will be made only in INR
6.28.4.
Contract execution, Billing and Payments shall be carried out from the Corporate Head Office of HLL. All interactions regarding the execution of the contract, submission of bills and correspondence on any matter shall be done with the designated Project Manager or designated Manager.
6.28.5.
HLL will release payments based on milestones of work completion as indicated in the table below:
Sl no A 1
Description
% of Price Payable
Supply of ERP and other related software 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)
On issue of Stabilization Acceptance Certificate 10% (SAC) or 15 months from the date of award of contract whichever is later.
On Final Acceptance of the ERP Solution on 10% successful completion of PG period
B 1
Installation of Computer Centre Components 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 2 3 4 5 6 7 Acceptance of As-Is Report Acceptance of Business Blueprint Document Completion of Final Conference Room Pilot Completion of User Acceptance Testing Completion of Training Completion of Go Live Acceptance 5% 10% 10% 15% 15% 20%
At the end of the Stabilisation Period after issuance of 15% stabilization acceptance report.
On Final Acceptance of the ERP Solution on 10% successful completion of PG period
E 1
ATS for ERP and other related software Pro-rata Quarterly ATS at the end of every quarter on 100% calendar year basis
F 1
AMC for ERP and other related software 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/Consortiums 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/Consortiums 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
6.33.1.
Transportation
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
6.34.1
Bidder/Consortiums Staff and their Conduct

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/Consortiums 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 HLLs 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 HLLs premises.
6.34.5.
It is made clear that no relationship of employer and employee is created between HLL and the Bidder/Consortiums resident engineers, employees and no claim for employment of any such personnel shall be tenable or entertained
6.35
6.35.1
Security, Statutory and Safety Regulations

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 thereunder 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 HLLs Plant site and other protected areas for each one of its engineers/specialists, representatives/ agents, supervisors, workmen and staff as per HLLs 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
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
6.36.1
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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/Consortiums 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/Consortiums 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
6.37.1
Bidder/Consortium Responsibility with Other Agencies

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
6.39.1
Other Terms and Conditions

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 o o o o 6.41.2.2. brief description of the Change; impact on the Time for Achieving Stabilization Acceptance; estimated cost of the Change; effect on Performance Guarantees (if any); effect on any other provisions of the Contract.
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 no.
Description
Supporting documents
Should have been offering its solution to Government / Public Self certification Sector Units for more than 7 years in India 1 from contract OEM/ copy
dated 2001/2002 of client Integrated Application Vendors average annual turnover for the Audited past 3 years from the offered enterprise solutions should be more Financial 2 than Rs. 500 Crore in India. Documentary proof to be submitted for statements for the the same. last 3 years/ letter from Charted Annual
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 issues reported The Integrated Application provided shall be able to be Self certification implemented by leading System Integrators without depending on 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 from OEM from OEM
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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 Application Vendor. The application vendor should have at least one authorized training Self certification 8 center in Thiruvananthapuram or in Chennai or in Bangalore which from OEM 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 9 Contract PO from OEM
where atleast 2,000 payroll records are being used. These Indian agreement/
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 no. 1
Description
Supporting documents
India presence : ERP product company should be a registered Documentary proof 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 Finance & Accounts Sales and Distribution HR and Payroll Production Planning Control Engineering & Maintenance Costing Purchase and Store Production Projects management Quality Assurance Marketing and logistics OEM
Natively integrated: Should have all the functions above as Self certification from 3 natively integrated applications on a single interoperable open OEM 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 4 integrated application should be capable of supporting all standard Databases like SQL, Oracle & DB2. Software vendor should furnish an undertaking that their proposed solution ( all modules ) run on SQL , DB2, Oracle databases User management: 6 features such as Should provide wide range of security Self certification from 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 8 five years (2004 and after) presently in use in at least five organizations in India, out of which atleast one should be from a Pharma /medical devices manufacturing industry, with 200 or more named ERP user per implementation excluding employee self service users. 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 Materials have been implemented. Integration with non- ERP application clients shall be client
submitted : The offered ERP Self certification from
product should have standard interface adapter available for OEM 10 integrating non-ERP applications, not restricted to, punching system and quality testing software. The bidder shall demonstrate the successful deployment of these interfaces in atleast two installations. 11 Proposed ERP should support real time data flow between various Self certification from solution components/modules OEM
12
Proposed ERP should provide implementation, administration and Self certification from 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 no. Supporting documents
Description
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 trained employees on its payroll as on 31 July 2009 and should from
st
Bidder/
also have its Delivery Centre or Research and Development Centre consortium 2 in India. Out of which 100 employees are trained on the quoted ERP product providing implementation support, configuration, customization, testing, user acceptance, training, hand holding and application support activities Turnover: The companys turnover for the last three financial Audited years should be atleast INR 200 Crore for each of the three years Financial 3 from delivery, configuration, installation and implementation of an ERP. Associated services could also be counted as a part of this. statements for the last 3 years/ letter from Charted
Annual
Accountant Net worth: Should have a positive net worth in each of the last three years. 4 Audited Financial statements for the last 3 years/ letter from Charted Annual
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 6 the Partner certification from the Vendor for the offered ERP letters from the 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 PSUs from Bidder/
consortium 9 Multi location : Atleast one implementation of the quoted product Contract copy of with multi location (3 locations or more) client -Direct Authorization letters from the The bidder should have direct authorization from the Original 10 Equipment Manufacturer (OEM) for selling and supporting the components offered. OEMs. authorization letters on OEMs letter original heads in The
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 o o o o o Sales Manage Government supply sales and sales Manage Transporters Manage Branded products logistics Coordinate Export logistics Manage Scrap Disposal Inspection of the incoming raw materials Inspection of the raw materials ( Shop floor) In-process Inspection Inspection of the packing materials Vendor Development R& D Activities
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 Limiteds 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 nonconforming 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 o o o o o Production Planning for KFB (Condoms) Production Planning for OCP / WHC & BDU: Preparation of the consolidated production report (for Condom, OCP, WHC)
Process Description MPC: Preparation of Material Budget / Annual Indents / Procurement Advice Monitoring Review and Control of Materials 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 Womens Health Division The Womens 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 endconsumer 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 Direct connect Menu Navigation Displaying the appropriate < 1 sec menu as per defined user role and profile Screen Opening Display of the selected data entry < 2 sec screen from the menu Field Navigation Navigation between different < 1 sec data entry fields in the Screen Look up response Display of items from a List of Values Look up response To display items from table < 5 sec < 15 sec < 13 sec Screen Navigation Navigation between different < 1 sec data entry screens (from one to another) Transaction Commit Transaction saving after < 2 sec completing the data entry Query retrieval Online Simple query query entered by the Medium user query High Complexity query Reports response Simple query < 15 sec < 5 sec < 20 sec < 12 sec < 30 sec < 5 sec < 12 sec < 15 sec < 20 sec < 1 sec < 10 sec < 3 sec < 5 sec All ERP users Remote connect < 2 sec
Complexity < 8 sec
Report fired by the user Medium from Generator the Report query
Complexity < 25 sec
High Complexity query
< 1 min
< 3 min
The above response time should be based on simulated environment assuming 50 % of actual load in a multi user LAN environment.
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7.4 Annexure # 4 Expected Number of users

Expected Number of users Type Named User for all Functions Employee Self Service Payroll Business intelligence Portal users Total Number of Users 200 2000 2500 50 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 2
Punching system 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 Marketing Customer details, Product details, Regional order/Work Order/Dispatch Order generation, Delivery Challans, Invoice generation etc. Cash and Bank Management, Payments and Receivables, Dishonor cheque Marketing finance details. Debtors collection and outstanding details, Journal entries, Credit Debit Notes, TDS returns, Asset Management, Ledger, Trial Balance, Cash and Bank Books, Balance Sheet and Grouping etc Personal Information System, Increment processing, Promotion processing, HR Attendance management and monitoring, Dispatch register, LTC application 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, PPC & MPC Payroll Leave MPC, PPC ,Primary and Secondary Production, HPQC, FPQC, Inspection, Primary Packaging, Secondary Packaging, Incentive calculation etc, All employees Payroll processing, Related Reports, IT, PF and generation of Salary Journal Leave crediting and management of leave, Earned Leave surrender Online submission of leaves through the system, Provision for online Workflow submission of Sanction notes, Advance requests, Tour requests, Employee self service module which provides salary details, loan balances, Personal information etc Stores Engineering B. LIS Receipt, Issue, Local Purchase, Inspect man, etc Breakdown, Preventive and Calibration etc Overhaul Maintenance, Electrical, Utilities,
Logistics Information System (Web Application) 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 Outsourced For internal workflow based applications Project management for IDD
Raymedi Intranet Primavera Interfaces D. LIS_EIMIS
Description Details
This is an interface between LIS and eIMIS to transfer the Sales Invoice data Type: Batch Processing Frequency: Daily Source Application: LIS Target Application: eIMIS Source API: DTS (Data Transformation Services) Target API : DTS Middleware : c#.net Size per transaction: (bytes) : 0.5 MB Transaction Volume Batch: 250 INVOICES ON PEAK DAYS (per batch run)
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Application Development software Forms 9i, Pro*C and PL/SQL Hardware
Hardware Network Devices Wireless Bridge(8), Network Switch (78), Router (15), ISDN Router (2), KVM Switch (4) Security Server box CISCO-Secure PIX Firewall (1) 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 Backup tools Windows , Unix, Red Hat Linux Cold backup, archive files, and dumps taken in several hard disks including one external hard disk and written in DVDs Data management Database Reporting tool Other software and tools Security Server roles Network software Development and Implementation Firewall, Mc-caf Antivirus Web-Server, Application Server, Print server IP BASE M Java , Visual Studio, Rational suite Oracle 9i/10g, My-SQL Crystal
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7.7 Annexure # 7 Functional Requirement Specifications FRS for Finance, Accounting, Costing, Payroll etc.
Sl. No. Functional Requirement - Accounting, Financial Management, Costing, Legislation (Tax), export commercials and Payroll Master Data / Configuration Data Requirements Fixed Asset Master DB Centralized definition of fixed asset categories, description, multiple depreciation rates etc Ability to maintain parent-child relationship across asset classes Ability to support different methods of depreciation like WDV, SLM etc Ability to support depreciation as per IT Act Payroll Masters Ability to maintain master information of all employees - Personal Data with Basic pay and other allowances applicable, PF no., PAN no., Bank account no. etc Ability to maintain Unique master code for each employee from inception till retirement across the enterprise even in case of transfers, 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 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 (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 for each vendor address, Bank Account (e-payment, cheque payment), Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect taxes Vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD etc. payment prioritization and other needs) such as SSI, ANCILLARY, PSU (Spsu, Cpsu) etc. with effective date Centralised vendor payment details (with such details as - Default currency for invoice/payment, Default payment term (e.g. Immediate, 30 days etc.),Payment method preferences (e.g. cheque / DD / Bank Transfer) ) Whether vendor is also a customer; If yes, then his customer details Default level of invoice matching (e.g. to PO, Receipt etc) Limit maintenance / access to vendor master to specific users Ability to update details around "Permission for removal of goods without payment of excise duty", "movement of goods on challan" etc in vendor master. Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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Create rate master, item wise/vendor wise for repetitive items against value based Purchase master. Transaction / Process / Activity Requirements GENERAL Requirements Ability to define internal organization structure like SBUs/ LOBs/ Locations/Profit Making Units across multiple legal entities Ability to generate complete trial balance, P & L account and Balance Sheet at these levels Ability to create departments/functions etc as flexible hierarchy to roll up cost Ability to do planning at the above two hierarchies Ability to maintain multiple planning versions Ability to post simultaneously (REAL TIME) to the above hierarchies while posting to General Ledger Ability to create costing account heads independent of General Ledger account heads Ability to support "Double Entry System of Accounting" on "Accrual Basis" as required under Companies Act in general and Schedule VI requirements in particular. Ability to maintain and enforce for strict compliance, the Delegation of Powers (DOP) of the Company with a facility to update/modify/delete/add powers/grades etc. Ability to implement Work-flow based mechanism of put up of proposal, concurrence, re-comment, forward for approval, refer to backward for necessary action, refer to across functions for getting back along with comments/ remarks/ information/ attachments Ability to generate vouchers automatically based on the work-flow outcome as defined by the business rules. Ability to maintain Foreign Exchange Rates centrally and apply wherever necessary. Ability to upload exchange rates data from excel or any other system to ERP. Ability to maintain the Holiday list of HLL and that of Banks/Govt. as applicable to specific units and CHO individually for determining Due Dates on various occasions or any other purpose. Ability to integrate the Finance Function with other functions in ERP and other legacy systems retained. Ability to upload and retrieve the supporting documents (soft version) with the vouchers. Ability to download reporting in excel and also in a format suited for XBRL reports. Ability to update Excise/Service Tax (ST) Registers/Records on dispatch of goods/services Generation of necessary TDS/TCS/VAT/ST and other statutory returns Ability to facilitate monitoring of BG/LC limits and ability to ensure that outstanding are within the security limit Ability to pass necessary entries, as per defined business rules, in case stocks dispatched to branches/stockyards CASH MANAGEMENT Ability to record Cash receipts and advances (with such details as - To, date, Amount, Approver etc)
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60 61 62 63 64 65 66 67 68 69
Ability to print Payment Voucher, Receipt voucher, Cheque with preprinted stationary Support alerts for cash balance, if the balance exceeds particular amount Support alerts if cash payment being prepared / authorised exceeds particular limit Ability to maintain denomination wise control over cash balance Ability to print pay-in-slip (request for bankers' cheque, DD etc.), money-receipt, deposit slip, covering letter etc. from system Ability to have cash verification Ability to generate cash outflow / inflow for user defined period Receive online payment vouchers with respect to cash, bank and epayments and receipt Challans from various sections Online verification of signatures in payment vouchers and authorisation slips Generation of statement after printing of cheque indicating mode of dispatch and destinations for facilitating sorting and segregating of cheque Ability to cancel cheque in system Adaptability to all modes of bank payments such as e-payments, cheque, bank drafts, CMP, E- transfers etc. Ability to throw alerts where payments are made before due date Ability to restrict certain document types in cash/ bank book Ability to issue direct authorisations to bank for debits Ability to account for the direct debits/credits in the bank accounts in the cash book Ability to verify the bank charges as per the business rules Support alerts cash balance, if the balance exceeds / falls below particular amount. Support alerts if cash payment being prepared/ authorised exceeds particular limit. Ability to maintain denomination wise control over cash balance Forecast expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice, contractual terms & conditions etc) both at unit level and at CHO level Forecast expected date of collection from customer (distributors/CFA) based on payment terms (linked to Sale Order date, expected date of shipment, invoice date etc.) both at unit level and at CHO level Periodic forecast of receipts and payments across the unit/ Organisation. Forecast in currencies (separately for USD, INR etc) Ability to prepare Fund/cash flow statements from revenue and capital budget. 1. Bank Reconciliation Bank Master Maintenance - maintain list of approved banks Ability to reconcile payments and collections to eliminate any duplicate data entry Ability to reconcile with General Ledger to consider any bank related journal entries such as those for bank transfers etc Ability to load bank statements into system automatically Ability to reconcile bank statement with payments, collections, adjustments etc recorded in the system based on the cheque number or such other reference number Ability to generate bank reconciliation statement listing unreconciled transactions
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2. General Ledger 2.1 Accounts Option to have same or different chart of account structure across the organization Capture multiple dimensions (e.g. department, location, product, project, personal no. etc) in the chart of account Ability to record asset, liability, expense and revenue against each dimension in the chart of account structure Option to have centralized or decentralized maintenance of chart of account values Facility to put start and end date to use of specific chart of account values, activate and deactivate as and when required Maintain Parent-child hierarchy in chart of account values Restrict access to specific values to specific users / units Prevent inactive accounts from appearing on reports and financial statements Enable identifying inter unit account codes with auto generation of 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 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 period before closing the current accounting period Facility to open multiple accounting years by opening periods in multiple accounting years Close an accounting period to prevent any entries in that period Reopen previously closed periods, whether in the same accounting year or previous accounting year 2.3 Journals Support manual entry of journal vouchers Facilitate entry and approval of Journal vouchers (maker-checker) Generate Alert for action for vouchers pending at different levels Ability to have automatic journal numbering identifiable with section / department etc. Journals to have unlimited number of lines including narration for the journal as well as each line Look up account numbers and descriptions during journal entry Use codes to default account combinations Facilitate Journal Voucher Printing Allocate overhead account balances to other accounts based on fixed amounts or user defined base Post any GL transaction to multiple account distributions based on user defined percentages Automatically create journal entries from allocation schedule Define recurring journal templates with or without amounts Automatically generate recurring journals Reverse journals entered and posted earlier without having to re-enter the journal in the same period or in different period Facility to reverse a journal multiple times
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Facility to link reversed journal to original journal Ability to consolidate group company accounts on yearly / quarterly basis. Ability to automatically net off the expense and revenue accounts closing balances to retained earnings account and carry the same to the following accounting year. Ability to carry forward assets and liabilities to following accounting year Capability of defining separate consolidation and final accounting procedures for selected accounting units eg PF Trust, Foreign subsidiaries Ability to support provisional journal entries Ability to pickup previous year figures in current year financial statements and ability to regroup/reclassify previous year figures where necessary Ability to have different document type for memoranda provisional entries for monthly / quarterly closing and also to facilitate auto reversal of these entries in the immediate succeeding month. Ability to do Parallel Accounting Ability to do Segment reporting Ability to integrate the General Ledger Accounting with: Asset Accounting ; FI Accounts Receivable and Accounts Payable; Costing ; Materials Management and HR Ability to generate G/L Account Balances Ability to generate Transaction Figure Display PROCURE TO PAY Management 1. Invoice Processing Ability to track invoices received not processed/paid Enter required vendor invoice details manually for matching at material receipt / payment level Ability to Generate invoices automatically based on predefined criteria (e.g. running bills, invoices based on receipt of material etc.) Ability to record details like liquidation charges, payment against billing schedule, chemical analysis, applicability of TDS etc. in the PO Enter invoices individually or in a batch (offline mode) View and match invoice to PO eliminating need for physical PO Ability to view details of services received in Work-Order entry sheet Ability to match services received, PO for the services and Invoice for services Automatic alert for non compliance of PO terms (documents, price, delivery date, other conditions of contract) Automatically place on hold invoices not matched to PO for specific vendors Automatic accounting for invoices based on POs by linking to A/c master Default tax details from vendor master (CST/OS/Service Tax/Entry Tax) Calculate / deduct TDS / statutory taxes etc. automatically Maintain exchange rates centrally, with payment in centralised / decentralised way. Restrict GL date to the open accounting period only Automatically apply based on contract tax / freight / handling charges across multiple invoice lines
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Place invoices on hold to prevent further action at different stages like payment etc. Automatic calculation of discount as per contractual payment terms Recording project invoices with details of project code, activity, task etc. Allocate single invoice expense line to multiple GL account with responsibility code Calculate liquidated damages based on delivery period Facility to store scanned / digitalised soft copy of all related documents along with the Running Account Bills System generates alerts where material has been received against a PO and payment is pending through Bank. Indicate vendor balance before making payment. View and match invoice to PO, Receipt in the system at line level eliminating need for physical PO / GRN Automatic three way (invoice, PO and GRN) matching process after the invoice details are entered in the system For payment made on the basis of performance, provision should be there to capture the performance measure against PO and actual performance against GRN Ability to block payment to a Vendor till such time as desired Ability to analyse ageing of vendor balances at any given point of time whether current or past or even future. Ability to generate vendor account statement to be sent to the vendors. Ability to link payments to completion/installation details. Ability to compute and pay discount as per the terms agreed with vendor/supplier. Postings in Accounts Payable to be simultaneously recorded in the General Ledger Ability to generate balance confirmations, account statements and due date forecast Ability to Manage Vendor Master data(Create Read Update and Delete) Ability to create Payment orders are created when a payment is due to be carried out send them a payment reminder or a dunning notice to remind them of their outstanding debts Ability to add details like Vendor, Cheque No. etc. in the purchase master Online availability of various certificates/declarations from bill passing agencies Approval of certain category of invoices like those for hotel bill, car hire, newspaper and periodicals etc based on individual employee's entitlement Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability Ability to generate and capture appropriate Debit / Credit memos against specific trading product invoice(s) to adjust inter-unit( between procurement and marketing) accounting (VAT, CST, ED, Excise, transfer price etc) 2. Inventory Valuation Ability to support online valuation of Inventory Ability to integrate costing module with inventory module to facilitate inventory valuation Ability to have inventory ageing report
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Ability to value inventory as per accounting policy i.e. weighted average, FIFO etc Ability to value finished products at cost or realisable value whichever is less Ability to compute realisable value as subsequent months actual sale value Ability to account for differences arising on account of physical verification Ability to account/adjust for transit loss to inventory Ability to value issues of stores items as per defined business rules (i.e. moving weighted average/monthly weighted average etc. as the case may be) and ability to post to the appropriate GL Code Ability to identify nature of issues i.e. whether free/recoverable issue to contractors or consumption by company etc Ability to value consumption of raw material as per defined business rules(i.e. moving weighted average/monthly weighted average etc. as the case may be) and ability to post to the appropriate GL code Ability to make necessary adjustments to consumption, in case of price revisions, where applicable Ability to link MRV (Material receipt Voucher) raised on receipt of materials with issue note when materials have been sent out on repair Ability to track materials sent out on repairs Ability to create necessary provisions for slow moving/non moving inventory as per business rules Ability to arrive at landed cost of material including customs duty and port charges, freight charges, clearing and forwarding agent charges and other applicable charges, as the case may be Ability to value MRV raised as per defined business rules Ability to value Stock Adjustment/Stock Transfer Vouchers/Stores Return Note etc as per defined business rules Ability to do quantity reconciliation between procurement, consumption, production, dispatch, sale, shortages and closing stocks Ability to allocate overhead account balances to issues/consumption and closing inventory based on proportionate conversion costs Ability to support adjustment of VAT credit taken at the time of issue/inventory valuation Ability to obtain details of book balances of inventory to facilitate physical verification Ability to update physical verification details in case of inventories for the system to list out excess/shortage report Ability to value shortages/excess inventory as per defined business rules and ability to classify the same as normal/abnormal SALES ACCOUNTING Ability to support accrual based accounting Ability to link sales with the respective account codes Handling credit notes on customers for shortages, quality complaints etc. Handling debit notes on customers for interest on overdue payments etc. Ability to support overall stock reconciliation- product wise and preparation of stock reconciliation statement for Balance Sheet Ability to update excise register on despatch of finished goods and accounting of excise duty at plant and CFA depot Ability to automatically compute penalty and facilitating computation of taxes and duties by linking it to invoice
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Ability to generate ageing schedule of debtors giving details of debtors outstanding for more than XX days, for more than XX days but less than XXX days, for more than XXX days, etc. All postings in Accounts Receivable are also recorded directly in the General Ledger Update respective G/L accounts depending on the transaction involved (for example, receivables, down payments, and bills of exchange). Monitor open items, such as account analyses, alarm reports, due date lists, and a flexible dunning program Ability of the payment program can automatically carry out direct debiting and down payments. Ability to documenting the transactions that occur in Accounts Receivable, including balance lists, journals, balance audit trails, and other standard report Ability to calculate interest on customer and vendor accounts Accounting for Customer Collections Ability to account for receipt of cheque/DD, track whether dishonoured or not Ability to match export proceeds with import payments falling within a bucket of specified no. of days Ability to support accounting of advance received from customer and ability to classify advance separately from amount outstanding against invoices for balance sheet disclosure. Ability to support refund of advance if value of dispatch is less than advance amount Ability to transfer balances lying to the credit of a customer against multiple Money Receipts and multiple DOs as free balance by a single journal (for refund or to be used for further transactions) Ability to support accounting of collection received at location other than where invoice is raised. Ability to handle accounting of collection received from customers received in e-payment mode. Ability to adjust receipt with invoice and show net amount outstanding Ability to provide for doubtful debts and ability to facilitate writeoff Customer Account Reporting Ability to display break up of customer balance against each sales order / invoice Generation of customer outstanding statement on a consolidated basis across units / regions or only with respect to individual unit/location Support customer ledger on gross basis (showing all debit and credit entries) and net basis (only outstanding or unadjusted debit or credit entries) Ability to generate outstanding report only for one customer, only for domestic sales, only for export sales or combination thereof. Support generating outstanding report in foreign currency for export sales Ability to generate report on customer profile/customer statement of account for a specific period and sending the same to customer. Ability to raise debit/credit advices/notes on customers for rate differences, sales returns, additional discounts, penalties, interest for late payments etc Ability to provide for doubtful debts and ability to facilitate write off of customer balances, where necessary
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Ability to adjust customer receivables against amounts due to the customer Ability to handle debtors reconciliation Ability to generate customer outstanding WORK ORDER MANAGEMENT Ability to track materials issued on either free-of-cost basis or chargeable basis to contractors and account the same as per defined business rules. Ability to make recoveries from contractors for materials issued on freeof-charge basis to the extent consumed in excess of applicable norms as certified by Engineer-in-charge. Ability to make recoveries from contractors for materials issued on chargeable basis. Ability to track material which was issued to contractors on free-ofcharge basis and lying with contractor un-consumed for more than specified period/date and to include the same into the inventory valuation. Calculation of physical work done (e.g. wall painted, construction of building, excavation. etc) based on formula agreed in the contract to compute amount payable to contractors Interfacing invoice with work measurement Booking of outstanding liabilities and calculation of tax on the same SD/EMD/BG MANAGEMENT Ability to handle EMD received in the form of cheque, BG, DD etc Ability to record collection of EMD from vendors/service providers/customers against the related PO/WO/ Agreement/ Contract and to keep a track of it. Ability to refund/adjust deposits with age-wise analysis. Ability to generate System Alerts on EMDs not returned to unsuccessful bidders. Ability to convert EMD into Security Deposit for successful vendors and to keep link between the EMD and PO/WO/ Agreement/Contract and also vendor master. Ability to initiate automatic deduction (/ recover) where there is no 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 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 receipt/confirmation of BG. Ability to throw alerts wherever BG are nearing expiry date as per the preset criteria. Ability to place hold on vendor payments in cases like BG receipt/confirmation is pending or BG has expired. Ability to generate request letters for extension/invocation of bank guarantees. Ability to generate messages to bank regarding the First Payment made to the vendors against the bank guarantee. Automatically interface accounting entries to the GL module ASSET MANAGEMENT Centralized definition of fixed asset categories, description, multiple depreciation rates, predefined residual values etc. Centralized/ decentralized definition of location data structure
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Ability to maintain parent-child relationship across asset classes. Ability to support WDV/ straight line method of depreciation. Automatically consolidate FA Register at units into FA Register for the company Prevent units from entering/updating data in any FA Register other than their own FA Register Categorize assets based on type such as moveable-immovable etc. Ability to record fixed assets as either capitalized or work-in-progress Ability to categorize assets based on various parameters like movable, immovable, plant assets etc Ability to decide the asset catergorisation at the time of order placement/contract finalisation and also allow to change at a subsequent date. Ability to maintain parent - child asset relationships Ability to differentiate between new asset and value adjustment/upgradation to existing capacity Record fixed assets with date placed in service in the past Record fixed assets with date placed in service in the future Ability to merge multiple fixed assets into one fixed asset Provision to rectify errors in recording fixed assets in the same period or in previous periods Ability to record number of units against each fixed assets eg chairs - 10 units Ability to generate Fixed Assets schedule in accordance with the Companies Act Ability to generate Fixed Assets schedule in accordance with the Income Tax Act Ability to generate asset number at the time of capitalisation of asset Ability to capture bar codes numbers against every asset number Flexibility to port existing asset details where location code, complete description etc is not available Ability to update Fixed Asset Register upon capitalisation of asset Provision to record manufacturer's serial number Provision to record bar code number Provision to facilitate physical verification of fixed assets by printing fixed assets reports location-wise, employee-wise, category-wise etc Provision to electronically upload fixed assets physical verification data for the system to list out missing fixed assets or not at recorded location or not with recorded employee Ability to keep track of last physical verification data for each asset record Ability to reclassify individual fixed asset or a group of fixed assets Ability to reclassification to automatically update depreciation rates Ability to perform valuation of fixed and current assets Support change of useful life and effective rate of depreciation Run/ roll back depreciation multiple times Suspend depreciation on specific or categories of fixed assets for specified period of time Maintain depreciation data cost centre wise Forecast the depreciation and written down value for any user defined periods
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Calculation of depreciation for defined period on existing asset as well as memorandum entries Create accounting automatically for fixed assets addition, depreciation, recategorization, revaluation, retirement, transfers etc Facilitate drilldown facility from the GL to individual fixed asset transaction in the fixed asset module COST MANAGEMENT 1. Costing Ability to capture and report costs against each dimension in the chart of account structure such as unit, department, location, product, project etc Ability to automatically calculate New Product cost estimates taking into consideration configurable input data set .viz. Raw material requirement, labour requirement, margins etc Ability to define cost centers across the organisation Ability to define various elements of costs for cost sheet preparation Ability to handle process costing (i.e. co-product, by product costing etc). Facility to pool costs and then allocate / reallocate costs to other cost centers / across organisation based on predefined basis Ability to create flexible cost objects to collect cost for specific purpose / objective Ability to settle such collected cost to another cost object Ability to settle such collected cost to another capital asset Ability to maintain statistical key figures to record certain cost data Ability to allocate cost based on the above key figures Ability to apportion cost on iterative basis on various statistical key figures Ability to have independent posting period outside General Ledger Ability to maintain independent number range for documents posted for costing Ability to print various allocation schedules prior to the financial closing of the period Ability to allocate overheads either on a percentage basis or as quantified by the service providing department Ability to allocate indirect process unit costs to direct process units based on direct cost ratio Ability to rerun cost allocations when the underlying data changes Ability to combine the costs for several input sources and allocate in one allocation source through parameters Ability to allocate common costs across departments/ products / units based on predefined basis. Ability to generate periodic cost sheets for each product (co- product, byproduct, end product etc), process & services. Ability to eliminate non cost items Ability to generate various kinds of cost sheets like product, process etc as required Ability to prepare cost sheet for individual process units showing inputs/yields/costs/value of individual products Ability to prepare cost sheet for utilities such as air/water/steam and power
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Provisions to add relevant taxes and duties (wherever applicable; e.g.Utilities ) for a cost element Facility to reconcile costing reports with financial reports Flexibility to accept new elements/parameters for preparation of cost sheets Ability to create cost buckets to collect costs in addition to normal accounting posts Ability to derive the costs centers or cost collectors automatically based on the normal accounting postings Ability to assign budget for these cost collectors Ability to track the actual costs and budget costs on these cost collectors Ability to support variance analysis between budget and actual across various periods. Ability to set up availability control on these cost collectors and set up warning or error messages when the budget exceeds / matches the actual costs Ability to create these cost collectors either as statistical or real orders Ability to compile the total costs in the primary cost collectors and settle the costs to other cost collectors Ability to create various reports about the costs collected in these cost collectors at various time periods and compare them with the budgets Ability to compute costs for inventory valuation purpose based on defined accounting policy Ability to have access to production data on a real time basis Ability to comply with the requirements of Cost Audit Record Rules Ability to support categorisation of costs into fixed/ variable costs at process/product/element/cost centre levels. Ability to accept costs/rates on adhoc basis, where prices have not been finalised. Ability to maintain mapping between chart of accounts and costing system along with cost centre/responsibility centre system. Ability to allocate cost in the same original GL account Head to multiple cost centres or other cost objects Ability to assign Fixed Assets to Cost Centres Ability to capture depreciation for cost sheet preparation from the fixed asset module Ability to charge of Depreciation to assigned cost centres automatically, while posting Depreciation entries Facility to determine cost for any process with or without depreciation and interest component and ability to transfer relevant amount to subsequent process. Ability to maintain cost sheets prepared on multiple basis for the same period for comparison purpose. Ability to prepare cost sheets unit wise/ product wise/ utility wise Ability to evaluate sales promotion spending for different product variants Ability to receive unit wise material balancing online. Ability to perform Cost assessment ( plan/actual cost accounting based 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 cost center planning Allow Standard costing and Marginal Costing Ability to do Activity based costing Ability to collect actual Labour / factory overheads based on the settings like activity allocations made in the system Ability to allow multiple valuation approaches Ability to have Cost Center Accounting and internal orders Ability to add one or more cost centers or one or more nodes of the 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 - Price Update - Reference and Simulation Costing - Easy Cost Planning and Execution Services Ability to calculate standard Cost Estimate includes the following elements: Raw Material rates Scrap rates Routing BOM Grade Product Estimated / Normative machine hour rates Estimated/Normative overhead rates Ability to consider various options to calculate the material prices in the standard cost estimate like, purchase price, moving average price, planning price, commercial price etc. Ability to consider the pricing for various levels of BOM, where the lower level components become the input for the next level. Ability to define various cost components of costs like materials, labour, overhead costs and process costs Ability to consider the pricing for various levels of routing Ability to get the break up of costs by way of different accounts Ability to get itemisation of the standard cost estimates, where we can get the break up of costs in the required parameters Ability to consider the planned overhead costs in the standard cost estimates based on cost center planning and activities Ability to consider various overheads like material overheads, production overheads and Admin overheads Ability to cost roll up from lower levels to higher levels of products manufactured Ability to maintain cost estimates for materials sent on sub contracting Ability to estimate costs and maintain costs for previous, current and Future period in the system
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Ability to analyse the standard cost estimates before the costs are released as standard cost estimates Ability to collect actual material costs when goods are issued for consumption for a production order without any additional effort Ability to do Profitability Analysis, where standard vs Actual comparison can be made Ability to support both Product cost by period and product cost by order Ability to do the following on Cost Object Controlling - Product Cost by Period - Product Cost by Order - Product Cost by Sales Order - Costs for Intangible Goods and Services Ability to compute the total actual costs of the components manufactured at various levels ie costing for components, semi finished goods and Finished goods Ability to collect the actual costs based on the material, labour and production overheads Ability to calculate various input variances input price variance, quantity variances, Resource usage variance etc Ability to calculate various output variances lot variance, output price variance, mixed price variance, etc Ability to settle the variances to do the Profitability for reporting based on various parameters Ability to settle the variances to Financial Accounting Ability to have complete integration with Financial integrating, Materials Management, Production planning Ability to derive the actual Cost Sheet based on Product / Shop / Equipment and any other user defined parameters Ability to do Scrap costing and also accounting for the same Ability to comply with Inventory Valuation (As per AS-2) Ability to cost the subcontracting materials and the status of material lying with Sub-contractors Various MIS Reports based on the standard and actual costs and the analysis of variances Detailed Priced Stores Ledger (Based on user defined parameters) Real-Time Integration of Costing with Financial Accounting 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 for approval, modification and consolidation at the company level with appropriate approval hierarchy at ea Ability to maintain budget at each A/c code / cost code / cost center level Ability to maintain capital as well as Revenue budgets Maintain record of each version of budget during it's preparation phase Create multiple budgets in same year Maintain original budget, revised budget and latest forecast for each account
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Automatically allocate an annual budget over multiple periods based on a predefined basis. Automatically generate a budget from previous years actual or budget with a percentage increase or decrease Create flexible budgets based on user defined relationships among various accounts Maintain current year, last year and next year budgets by period Enable budget encumbrance Enable online budgetary control View budget availability / utilization on a real-time basis Ability to re-appropriate budget across various budget heads Ability to prepare budget based on top-down / bottoms-up approach Ability to generate different types of variance reports (like actual v/s budget, actuals on year to year and month to month basis etc.) Ability to prepare flexible budget (fixed and variable) Allow to prepare review, edit and approve various types of budgets (such as Zero Based Budget, rolling budgets, product wise budget, budget for costing etc Ability to allocate budget on different periodical basis Ability to regulate payments in accordance with budgetary allocation for scheme and for the user defined period Ability to generate capital budget (revised budget) documents as per the budgetary variable as defined by management INTER UNIT RECONCILIATION Allow to raise Debit / Credit notes for inter unit transactions Provide an electronic platform for units to record inter-unit transactions, with provision to view scanned documents Automatic alerts / reminders in inter-unit accounting recipient unit that an entry pertaining to the unit has been made Provision for electronic acceptance or rejection of inter-unit accounting by the recipient unit with provision for comments Ability to generate Inter Unit Current Accounts with complete details like DA No, CA No INSURANCE MANAGEMENT Record insurance details against each fixed assets Record multiple insurance policy details against individual fixed assets Record details of insurance details for each type of insurance (e.g - fire, health) Track /monitor details of premium etc for each insurance policy across all units of HLL System generated alerts / reminders to designated users about insurance premium payable Alerts for Policy Expiry/Renewal Ability to compute sum insured based on replacement cost Monitor Status of Claims ASSET REVALUATION/SCRAP SALE Ability to retire entire or part of an existing fixed asset/set of fixed assets and update asset register on retirement of assets Ability to record salvage value, sale proceeds, and cost of removal Ability to Create, view, update delete relevant details in Asset Register (disposal/retirement details)
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Revalue an existing fixed asset or a group of fixed assets or all fixed assets belonging to a category or all fixed assets in the fixed assets register Reclassify individual fixed asset or a group of fixed assets Reclassification to automatically update depreciation rates Provision to record manufacturer's serial number Provision to record bar code number Provision to facilitate physical verification of fixed assets by printing fixed assets reports location-wise, employee-wise, category-wise etc Provision to enter/ electronically upload fixed assets physical verification data for the system to list out or alert missing fixed assets or not at recorded location or not with recorded employee Option to assign each fixed asset to one or multiple custodians Record the physical location of each fixed asset Record transfer of fixed assets from unit to unit ,one location to another or from one employee to another etc PAYROLL PROCESSING 2. Leave Records Ability to maintain leave records for computation of increments/pay 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 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 components including facility to add/modify/delete pay components Ability to maintain employee data cost centre wise Ability to define pay structures at various levels and types (such as permanent, contract employees, consultants, trainees etc) Ability to support calculation of different allowances based on userdefined criteria Ability to maintain all pay related rules (user definable) for automatic maintenance/ updating of data. Facility to indicate carryover and partial recovery Ability to generate monthly balance and cumulative balance position of various accounts related to payroll for user definable periods. Ability to support withholding of any amount recoverable from employee against salary, Gratuity and other dues payable to employee ability to enter, administer and perform payroll for company loans, Voluntary Deductions, Recurring Payments/Deductions and additional payments Ability to prorate salary and allowance payment based on employee hire or resignation date Provide Roster (create, edit and display rosters and roster points) for Recruitment, promotion, transfers of employees in accordance with the reservation policy. Reporting staffing details to the government. Generate correspondence letters relating to promotions, transfer, confirmation, retirement and salary certificate Ability to compute both annual and promotional increment through this component. Ability to run Payroll in addition to the regular payroll run for a specific day and for individual employees Ability to allow: Pay Scale Grouping for Allowances for - Compensation structure applicable to an employee - Value of compensation for an employee Ability to calculate Indirect Evaluation (It is a method to calculate the eligible amounts for some of the wage types) Ability to Generate following : Remuneration statement Payroll journal Payroll account and Wage type report Ability to handle instances where nominees of deceased employees opt to receive last drawn basic pay and DA, upon deposit of PF and gratuity
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dues Support retroactive accounting(Automatically recalculate payroll in event of change in master data and time data in periods for which payroll has been already completed Arrears calculations shall support payroll increases with retrospective benefit. EDI of salary information to the bank account 6. Final Settlement Ability to take care of final settlement process to arrive at net amount to be paid or recovered Ability to receive No Due Certificates from concerned departments before making final settlement Ability to compute leave encashment and gratuity payable in final settlement cases COMPLIANCE WITH TAX LAWS Ability to maintain automatically, Excise Registers with facility for manual correction, reversal and ability to generate reports/forms/ statutory returns and generate as and when required Ability to handle credits i.e. CENVAT/VAT/ST/ Customs/CVD/Cess/ etc. Ability to generate VAT registers and returns under the VAT rules/Act. Ability to track C Form/Concessional form like C form etc. issues and generate 'C' form Register. Ability to generate ST registers & returns under ST rules/Act. Ability to track transit forms, road permits, excise concession forms and all other statutory forms and returns. Ability to issue certificates to entities for various tax recoveries and remittances. Ability to segregate labor and material portion in a contract and apply the relevant statutory rules for the same. Ability to support deduction of Tax on advance payments & provisions Ability to generate Redemption/status statements for Advance License/ EPCG/ other authorizations. Ability to prepare the necessary return files in the format specified by the respective tax authorities. File tax returns electronically and submit details requested for by tax authorities either as attachment to the return or by email Define payments schedules of various taxes and duties Ability to compute recovery, remittance and filing of returns of various taxes and duties Ability to track various deposits with statutory authorities for different purposes Ability to capture invoice and dispatch data for excise duty purposes Provision to flag / identify documents eligible for Cenvat / Service Tax credit Provide payment schedules of various taxes and duties and give alert to user for deposit of tax / duties in time Provision to compute interest on delayed payment of tax / duties Ability to capture payment data from CMO and CHO online Provision to reconcile Excise records with Accounting records
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Support VAT, CST and ET reconciliation. Ability to record receipt of C/D/H/F forms from customers / other units etc. Support the utilisation of export incentive and reconciliation. Calculate entry tax on receipts and trigger the payment and accounting of the same. EXPORT ACCOUNTING Accounting for negotiation of LC - discounting of bills of exchange, bank charges etc Accounting of realisation of bills sent on collection basis Process, track, correct, monitor, control LC documentation process Accounting of realised and unrealised exchange gain/ loss Ability to support calculation and accounting of demurrage/ port handling charges Tracking freight at load port/destination port and calculation of freight up charge. Tracking export related cost to optimize FOB realisation by judicious allotment of load and destination port. Ability to manage DEPB certificate (Eg. Receipt, utilization certificates, writeoffs, profit and loss of DEPB certificates) Ability to interface with port to monitor shipping status ,capture data generated at port and B/L checking Tracking all export related cost in domestic and export currency. Ability to capture country wise and item wise details of export and import and generate reports. Ability to account for Freight charges, C&F Charges, Haulage, Siding etc by linking it with dispatch of metal Ability to value inventories including Export Benefits utilised for clearing of goods. Other Requirements Companies with different regional presences may set a default currency for the financial division of each region Sets reporting entity and its organizational characteristics Distinguishes A/P transactions (of the same type) from different entities Each entity's ledger can have its own calendar and chart of accounts Each entity's ledger can have its own accounting periods opened and closed User may choose between data collection and real time posting modes EXPENSE CLAIM Submission of Bills/Claims by the Beneficiary/ Dept/Section On-line approval of claims Integration of employee claims with FI Reporting / Document Outputs / MIS Requirements Reports for various time periods R: Sales Report R: Stock Reports R: Financial statements & consolidation R: Profitability report R: Cashflow projection R: Capital budget utilization R: Legal compliance report R: Financial analysis
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R: Variance analysis R: Cash Flow - (a) Actual / Cumulative (b) Projected/Cumulative R: Working Capital R: Inventory Position R: Receivable Status R: Analysis of Current Assets compared to Production/Sales R: Interest on Working Capital R: Drawing Power (DP) Statement R: Non-moving/Slow Moving inventories R: Ageing analysis of loans & advances R: Ageing Analysis of Debtors R: comparative report on Purchase orders with Capital budget R; Cost centre wise/Business unit wise reports R: Capital Budget - unit wise/Cost centre wise/business unit wise & consolidation R: Capital Budget Utilization Statement R: Budgeted Expenditure Vs Actuals - month wise/ Cumulative R: Status Report of Policy Claims R: Unit wise premium paid towards Medical Insurance/Group Personal Accident Policy R: Asset Register, Capital Budget Utilisation Statement, Asset Pending Commissioning, Asset Purchase/put to use - pending purchase orders R: Salary Statement, Monthwise, Sectionwise Salary Summary, Addition/Deletion Statement of Employees R: Expense Analysis R: BRS R: Asset management reports R: Status Report on Audit Observations R: Movement analysis on packing material R: Costing reports R: Sales Tax details report R: Pending payment details report R: Status Report on Works Pending payments on works
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FRS for Marketing Processes

Sl. No. Functional Requirement Marketing Master Data / Configuration Data Requirements Ability to configure marketing department organization hierarchy / user roles with geography/zonal/territory categorization Ability to maintain channel partners (CFAs, distributors, Stockists 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 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 products Ability to assign a unique product code for all traded products managed by the marketing dept Transaction / Process / Activity Requirements The system will provide access to customers, CFA, distributors, stockists, front line sales team, regional and national sales / marketing managers and senior management of the company The system will have facilities to assign a unique code to each user System will allow users to access information as relevant to them depending on their access levels Access to the system should be possible through a variety of interfaces including portals, SMS. Call centres - future requirement System will store information about existing customers, potential customers who have sought information about products and services, competitors for each product group of the company System will provide facilities to integrate data from pre-defined market research reports commissioned by the company System will provide facilities to define customer characteristics and segment customers using a variety of attributes System will have the ability to identify most profitable customer segment through analysis of past sales data System will provide facilities to define new promotional schemes and obtain management sanction for the same System will provide workflow for sanctions and settlement of schemes through credit notes / gifts System will have the facility for entering unique product codes for each variant of each product so that there is no ambiguity System will allow users to check if stocks needed by them are available in the factory / CFA / Distributor as the case may be along with date of expiry and place orders accordingly System will have facilities for an order acknowledgement with a unique reference number to be generated for every order System will allow users to check customers' credit limits online System will have workflows for approval of orders System will allow users to check status of orders placed by them System will allow users to raise invoices for supplies made Criticality (E - essential D - desirable) E E Response (SF/WA/CZ/TP)
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System will allow users to prepare shipping documents for supplies made System will allow users to acknowledge receipt of supplies made System will allow users to generate complaints about supplies made System will have facility for customers to lodge complaints about products / services System will automatically assign a unique complaint number to each complaint System will have workflow to assign complaint to appropriate personnel for investigation System will have facilities for users to reply to customers on outcome of investigations System will store all complaints received in a database for monitoring trends in complaints and for quality improvement initiatives System will allow users to provide feedback on products / services System will store all feedback received in a database for new product development / quality improvement initiatives System will allow users to return goods to suppliers through appropriate workflows System will allow users to submit credit note requests for returned goods System will have workflow for approval of credit notes against returned goods System will allow marketing team to enter their daily reports and competitor activity reports System will allow managers to analyze the reports on a periodic basis as appropriate for useful information System will have ability to forecast future sales based on past sales data and other variables as appropriate System will have facilities for sales / marketing team to lodge their expense claims System will have workflow for approval of expenses System will allow incentive claims for sales to be raised automatically based on billing information System will allow for following MIS reports (but not limited to) to be generated Ability to record and capture Customer Call Details Solution must have user-friendly non-technical interface for rules creation and maintenance. Solution must support multiple rule types, including targeting and exclusion rules. Solution must enable business users to activate/deactivate recommendations in real-time. Solution must allow rules sets and subsets to be accessed and administered separately by security restricted users or groups. Consolidated GUI based interface for the campaign designer (with drag and drop tool to create new tariff, business rule for voice and data usage for example create several bundle of minutes, VAS and data) Availability of all relevant data (previous campaign history, analytics, status etc. under the same tool) Automated status notification/ instruction flow to other relevant stake holders involved in launching a campaign- no manual intervention
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Notification to campaign designer regarding status of the campaign at any stage of the campaign design & delivery stage Single point of interaction towards other stakeholders Security of campaign management through efficient and configurable user management Any change in prevailing campaign management can be incorporated through process flow automation in minimum time Ability to forecast Campaign benchmarks such as anticipated response, CPM (cost per thousand), revenue and ROI goals Ability to budget campaign financial results in advance (and thereby selects the best campaign(s) for implementation) Ability to plan and schedule campaigns with tasks, resource assignments, start dates, end dates, priorities and reminders Ability to keep a running log of notes regarding the events and results of each campaign Ability to generate precise campaign target lists based on simple or complex queries Ability to define specific target markets for each campaign (e.g. small business, middle market organizations, wholesale companies, etc.) Ability to define specific target positions for campaign distributions (e.g. CEO, CFO, Head of Sales, HR and Payroll Directors) Ability to define which products or solutions are being promoted for 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 rates, contact response rates, opportunity conversion rates, forecast conversion rates, realized CPM and hard dollar values for realized sale opportunities, realized forecasted opportunities and revenues generated Ability to drill-down on the campaign effectiveness figures to see the actual accounts, sale opportunities and closed deals that comprise the figures Ability to track all campaign activity and history in a single location by date, user, activity type, priority, status and more Campaign analysis reporting (e.g. data warehouse with OLAP (online analytical processing)) for slicing and dicing campaign performance and results across multiple measures and dimensions Marketing reports offer searching, drill-through, drill-down and oneclick export to Excel, PDF, web pages, XML or CSV Marketing dashboard to show real-time campaign key performance indicators Includes a report writer for modifying marketing reports or creating new reports from scratch Ability to schedule multiple distribution events for a campaign (e.g. nurture marketing campaigns, drip marketing campaigns)? Ability to send FAX broadcast distributions to defined target populations Ability to shoot off e-mail broadcast distributions to defined target populations E-mail distributions may include attachments
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E-mail distributions may be richly formatted HTML messages E-mail receipts, non-deliverables, opt-out requests and other statistics are reported Ability to mail merge a target population with a MS Word template Individual contacts can be designated not to receive campaign distributions Campaign distributions automatically update each account for complete account history and audit trail Ability to create multiple types of standard or custom mailing labels Ability to segment customers based on behavioral pattern Ability to predict churn as describer earlier Provide automation in defining retention/ loyalty strategy based on the predicted churners profile Effective roll out of loyalty programs through different channels using automation- no manual intervention Notification to module owner regarding status of the loyalty program at any stage Single point of interaction towards other stakeholders Reporting / Document Ouputs / MIS Requirements D: Sales Return Note R: Bill wise receivables report R: Receivables ageing report R: Order booked positions report, R: Invoices per day, Month R: Orders Placed - Day/week/month R: daily sales report, R: Collections report, R: Cashflow planning report, R: Material projection reports, R: Budget balances and % spent reports, R: Customer call data reports, R: key customer report, R: Contribution report, R: productivity reports at Frontline/ASM/Region/Divisions, R: Profitability reports R: Cumulative Sales of the Division Nationally, R: Secondary Sales Report of the Field Officers, R: Reports from the major client visits of the RM's/ Product Managers R: Stocks and Sales details of the Stockists/ distributors, R: Sales Target vrs Achievement report of Sales Rep/ Territory Officer/ State/ Region/ National, R: Stocks & Sales of the CFA/ Depot/ Factory R: Collection Report of SR/ territory officer/ State/ Region/ National, R: Dash Board of the Sales for the past 5 Years, R: Expenses reimbursement of the SR's/ territory officers/ RM's/, R: Expenses incurred on the Product Management Activities
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FRS for HR Processes

Sl. No. Functional Requirement - HR 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, nominees under different schemes, PAN No. and signature Postal Addresses - home, mailing, permanent, office, e-mail addresses and phone numbers for self, spouse, dependants, emergency contacts including contracts of family members Home town, home state, domicile town and domicile state Gender, date of birth, blood group, citizenship, marital status, religion, caste etc. Recruitment category like physically handicapped/ PWD/ sportsperson /ex-servicemen / specialist / SC / ST / OBC /LDP (SAP/LAP/HS) /compassionate grounds/Others Recent photograph Employee medical details (prior to joining and after joining) Major health problems with provision to capture the details of sickness etc. Qualifications should capture the details of name of the examination passed (prior to joining and after joining) with specialization/Trade, university/Institute, month and year of passing, percentage of marks obtained, grade/class obtained / Duration of the course / (With incentive / without incentive) etc. Previous employment details like name of the organization, position held (designation), start/end dates, reason for leaving, last salary drawn etc. Languages known, with details of speak, read and write separately. Indicate the mother tongue Details of spouse in the service of the organization including name, personnel number, unit where working, designation with provision for automatic updation of records of the relative as and when it is updated for him by his controlling establishment. Details of the dependents including relationship, their month and year of birth, studying in school/college, monthly income/pension amount, Date of updation of data Details of relatives in the service of the organization including name, personnel number, unit where working, designation and relationship with provision for automatic updation of records of the relative as and when it is updated for him by his controlling establishment. History of trainings attended (prior to joining and after joining) like name of the course, name of the Institution, month and year of training, duration of the course in days/weeks etc. Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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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 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 / post/ designation Details of promotion from one grade / scale / discipline to another 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 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, division etc. Ability to maintain / update union membership data and processing for 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 of punishment and nature of punishment. This must include Vigilance/ CBI/ Criminal proceedings. Ability to maintain records in respect of all cases under investigation, enquiry and noting the periodic progress made, Absenteeism analysis 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 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 part-time to full-time. Ability to send email/notification to the concerned departments like Accounts etc. on change of employee status Ability to update a field indicating whether the employee has taken the home lease facility and link it to the payroll Ability to track each employees start dates and end dates for each position held / event during service for user-defined period. Ability to create/ update organizational chart of all positions and reporting relationships. Ability to drill down facilities to access information of the employees at various levels - to go from organization level to sub levels like Unit level, department level and employee level Ability to provide restricted access to different classes of employee master data Ability to track, calculate and trend employee involvement through suggestions, QCs, Six sigma, QIP etc. Ability to track, calculate and trend employee participation through Knowledge Management database. Transaction / Process / Activity Requirements Training Ability to incorporate the Induction Plan (a plan of abut 3-4 weeks during which the newly joined employees move across all departments and understand their working)
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Ability to enter the evaluation results in the system of the individual induction reports prepared by the employees at the end of the Induction Programme Ability to check whether the employees have crossed the expected benchmark score in their evaluation results by the evaluation committee Ability to provide a Training Needs Requirement Form to employees online which can be filled in the system and the results can be collated for analysis Ability of the Corporate HR to prepare a comprehensive Training Plan in the system based on inputs on training needs Ability to perform a comprehensive skills gap analysis using Skills Gap Form for non-executives on a periodic basis by each department Ability to plan, maintain and track Training Schedules for executives and non-executives Ability to collect training feedback online Ability to capture details of the On-the-Job trainings Ability to automate the workflow of training requisitions, approvals etc Ability to evaluate cost of individual trainings and validate the same with the training budget line item Ability to capture details of discipline (channel)-wise, program-wise courses conducted monthly, quarterly, half-yearly, yearly and 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 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 predetermined time lines to participants via email/SMS etc. Ability to maintain external certifications obtained by staff Performance Management Ability to capture all details of the Performance Appraisal Forms in the system Ability to enable workflows between Employees, evaluators and reviewers in a step by step fashion Ability to link promotion eligibility based on performance ratings and disciplinary actions for employees Ability to setup goals / performance expectations for individuals at the beginning of the year and even in mid-year (optional) Ability to maintain the appraisal ratings and feedback in the system for the current year Support to generate reminder letters/e-mail to the employees/ appraising authorities in case of non-submission of appraisal reports etc. The system shall store the results of the employees performance evaluation such as Start and End Date for evaluation, Manager, Total Score, Employee Development Information, Comment Ability to archive appraisal ratings and feedback in the system for previous years Recruitment Ability to interface with Govt. authorities for intimation of vacancies for sanctioned strength of trainees under Apprenticeship Act
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Ability to create manpower budgets and undertake manpower planning periodically in the system with inputs from relevant departments Ability to arrive at vacancies to be reserved for SC / ST / OBC / Physically disabled categories Ability to raise the indent / Manpower Requisition Form (MRF) in the system Ability to introduce workflow based approval system for the MRF / indent Ability to maintain applicant database in the system Ability to connect the online application link (at the company website) to the central applicant data base Ability to conduct first level of screening in the system by matching against key words of educational, skill requirements mentioned in the indent Ability to gather the list of Candidates from the Govt. Authorities registered with HLL Ability to enter the details of short listed candidates who respond to advertisement on the basis of age, qualification, experience etc. Ability to schedule interviews of the shortlisted candidates and enter interview results / comments in the system Ability to generate Interview Call Letter Ability to receive online approval from CHO on selection of candidates Ability to generate Appointment Letter Ability to update and maintain the recruitment tracker on employees joining / not joining after appointment letter is issued Ability to automatically generate Accounts Receivable on Apprentice Board for half of stipend per apprentice payroll Ability to generate a report in a prescribed format to list the 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 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 b)Time taken for filling up a vacancy i.e from paper ad to appointment letter c)No. of days taken to respond to an applicant etc. Ability to maintain temporary posts as per requirements Joining & Relieving Ability to capture information of the Joining Form and transfer the data towards maintenance of Employee master Ability to generate unique Employee Code Ability to generate Employee Identity Card from details captured under Employee Master Ability to apply and submit resignation online in the system Ability to generate Dues Report for the employee and show any outstanding amount in any category / department from the system Ability to generate No Dues Certificate / Clearance to the employee Ability to introduce a web-enabled workflow for no dues clearance considering offsite clearances (project sites, marketing offices etc)
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Ability to capture and archive relevant details from Exit Interview Attendance & Leave Management Ability to integrate attendance punch card system with the HR module of the ERP Ability to enter and modify attendance data of employees directly in the system when punch cards are not operating Ability to link up attendance with salary processing / financials Ability to apply and approve leave online Automate the leave approval workflow of the employee through the concerned approving authorities Ability to maintain and update the leave database for employees Ability to scan / capture details of medical certificates with relevant Leave Record of the employee Ability to maintain updated leave balances against individual employees Ability to link wage / salary cut due to excess leave taken by employees Ability to initiate workflows within the HR department personnel to send Notes and generation of 'Out Pass' Ability to provide access at all critical points of data entry including factories and eliminate the need of maintaining manual attendance registers Ability to record time stamp of records entered and prevent back dated entries LTC availing and encashment Ability to include in the system the LTC form which can be filled by employees online and sent on a workflow to HR Ability to auto verify names of dependents (from employee master) Ability to validate the mode of travel with the employee's eligibility on the same based on his grade / seniority etc. Ability to route the application form through the concerned approving authorities as a workflow Ability to send the verification form to Finance Department on a workflow after due approvals (may be multi-level if required) from HR Ability of the employee to process the settlement form online through all approvals and submit hard copies of documents (tickets etc) manually to accounts Ability to verify the submission and enter remarks / comments and approve / reject the settlement form Ability to build business rules on eligibility of employees to avail special schemes like Bharat Darshan once in 4 years Ability to capture application for encashment Ability to disburse LTC amount to 25% of the total applicants for a period of 12 months on monthly basis Ability to check and verify eligibility criteria of dependents and prepare eligibility list online Ability to send auto alert to concerned departments on availment of LTA by an employee House building / maintenance & Vehicle Loan Ability to setup house building / maintenance loan eligibility against different employee grades
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Ability to apply and send online the application for house building / maintenance loan in the system to HR Ability to generate a sanction note and its approval online in the system Ability to intimate Accounts section on remittance of installments after due processing by the financial institution Ability to introduce workflow based approval system for the housebuilding/maintenance loan Ability to capture the details from the Provisional Interest Certificate and Actual Interest Certificate for integration with Tax Benefits Ability to avail interest subsidy on vehicle loan as per corporate policy Ability to process applications and necessary approvals for vehicle loans in the system Increments Ability to maintain and update the scale of pay for different categories of employees of the organization Ability to generate list of employees due for increment (preferable one month earlier) Ability to calculate the increments as per the scale of pay for employees who have served for 12 months - as business rule Ability to send auto alert/e-mail to the concerned departments on change of pay-scale of the employee Ability to generate increment letters for employees from the system Leave Encashment Ability to configure necessary business rules for leave encashment in the system for different categories of employees Ability to raise Leave Encashment Application in the system and this should flow by workflow to concerned HR personnel Ability of the approved applications to flow online to Finance / Accounts section for suitable disbursement Mediclaim & Medical Reimbursement Ability to maintain and update a master of approved hospitals / health clinics etc. Ability to raise a Form to intimate the company regarding the admission in a hospital Ability to send across a note online to the registered hospitals (via mail / other exchange infrastructure) for direct submission of bills of the employee to the company Ability to take multiple copies of reimbursement / encashment notes for required signatures outside the system On receiving the bills, ability of the HR department to forward the approval note online to Accounts for payment Ability to keep records (details) of bills sent to mediclaim party for reimbursements Ability of Accounts to records the amount received by cheque from Insurance Broker and match it with amount disbursed to hospital for employee Ability to post the differential amount as a deduction from the employee's salary in case the amount received from insurance broker is less than amount disbursed to hospital Ability to generate a Medical Return Report periodically (usually fortnightly) to be sent to CHO online
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Ability to enable selection the option of Medical Reimbursement as against medical allowance Ability to fill up online medical reimbursement form Promotion and Pay Fixation Ability to configure time-based and vacancy-based promotion policies and salary fixation Ability to capture recommendations of Department Promotion Committee (DPC) for CMD approval Ability to introduce a workflow based approval process if required Ability to generate Promotion Order in the system Ability to capture minimum attendance criteria, performance rating and seniority and qualification criteria for vacancy-based promotion Ability to prefer optional fixation against pay fixation online Ability to capture application for requesting optional fixation and background check Ability to generate a list of employees due for promotion (based on tenure of service and any other business rule which can get updated time to time) Ability to generate a Pay Fixation Statement as per pre-defined 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 supervisor / manager Ability to send the form online to the Safety Officer and after approval to HR - through workflows Ability to provide a check list of documents to be submitted by employees after returning from accident Ability to store / capture details of fitness certificate, medical certificate etc. Ability to raise note in case of accidents which happen within the factory premises Ability to send the note to accounts after approval for payment and to time office / leave function for updating leave Vehicle & Estate Management Ability to raise indents for vehicle contracts, maintenance contracts etc and to capture charges/actual cost against respective indent Ability to book guest house rooms and raise bills on predefined tariff Ability to track expenses on guest house against charge codes Ability to monitor the status of vehicles owned / on contract Ability to raise and send Travel Forms online from different departments Ability to record daily trips and reconcile with contract / payment settlement Confirmation and Placement of Trainees Ability to generate a confirmation note on completion of probation of trainees Ability of the system to generate a report / generate alerts to remind HR about completion of probation period of trainees at least 1 day before Ability to generate Confirmation Letters to confirmed trainees Ability to extend probation period of trainees if found required Ability to generate a list of all trainees who have completed 1 year in the organization
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Ability to send the names and ACR forms to different departments Outsourced Services Ability to request for outsourced services and track the progress Ability to recommend bills for services availed General / Specific requirements of HLL Ability to maintain a record of documents handled by dispatch section including updation of status Ability to capture acknowledgement of documents delivered by dispatch section Ability to process applications for institutional / professional membership based on eligibility Ability to generate alerts depending on renewal dates Ability to manage functions of library in the absence of dedicated library management system Ability to interface with library management system if implemented later on Ability to process special allowances like family planning, higher qualification etc based on business rules and through workflow Ability to capture and document minutes of meeting and notifications with respect to agreements / settlements with trade unions Ability to process grievance redressal forms online through workflow Ability to manage suggestions schemes online Ability to process travel requisition including capture of settlement details against the specific requisition Reporting / Document Outputs / MIS Requirements R: Report of Recoverable Stipend from Board of Apprenticeship R: Monthly Recruitment Report (to be sent to CHO online) R: Report on new joinees, resignees and retirees R: Reports of employees based on the categorisation of Length of Service, Age, Qualification, etc R: Attendance Report - normal, overtime, unauthorized absence, late arrival, punch recorder output R: Leave status R: List of applications and processing status for availing benefits House building, vehicle loan, lease, LTC etc. R: Report the number of resignations, retirements, transfers and promotions quarterly / half-yearly / annually R: Report the current stage and status of a hiring process R: Report the number of applicants for each positions R: Report the recruitment cost per department / Unit R: Individual and departmental training reports. R: Production reports for incentive processing R: Report with the attended training programs, and total training hours for each employee during the year R: Reports on dispatch section activities R: Reports on mediclaim processing - claims received and processed R: Performance appraisal rating for all employees R: Report on performance of an employee including ratings as captured in the system on a need basis R: Report on manpower utilisation across units R: Report on LTC availing vs encashment R: Report on list of vacancies
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R: Report on employees / contract laborers engaged against a specific indents for annual return D: Interview Call Letter D: Appointment Letter D: Confirmation Letter D: Promotion Order D: Pay fixation statement D: Form 5 to contractors to obtain license D: Certificate of experience D: Competency evaluation form for training External Interfacing Requirements Attendance recording - punch card system
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FRS for Logistics Processes

Sl. No. Functional Requirement - Logistics Master Data / Configuration Data Requirements Ability to capture Master data of CF agents, Distributors and stockists' information Ability to capture master data of third party logistics vendors (such as transporters etc) Ability to capture master data of all products (including traded products) Ability to capture master data of suppliers Ability to configure credit limit and credit period against CF agents, distributors, stockists Ability to configure discount (percentage or volume based), as applicable, for different types of payment mechanisms for customers Ability to enter/track finished good stock quantity/location in the finished goods depot Allow the system to suggest (assortment) the stock / warehouse locations for placement of incoming materials Provisions for system alerts based on shelf life of stock Ability to capture preservation instructions for selected items. Allow the system to propose dispatch stock (at the time of issue) based on either FIFO or Shelf life or any other appropriate criteria / characteristics Ability to track consignment details (via ship,rail,road) Ability to maintain and update the various handling charges (eg :loading , unloading charges) Ability to record Waybill expenses in air consignment (AWB) Ability to acknowledge receipt of materials at various Loading and Unloading locations of HLL Ability to receive advance shipment notice (LR/RR/BL/AWB/Cargo Arrival/Port Clearance/) from the vendors and attach scanned documents./ capture details Ability to generate / print cargo arrival notice Ability to capture and track inland transit details till receipt to stores. Ability to capture details of stock in transit Ability to receive goods in part / full by rail / road / courier / hand delivery / bank / post, etc. Ability to record the mode of transport of goods in the system Ability to notify the authorized transporter for delivery of the consignments Ability to record the weighbridge transactions on the system along with variance applied Ability to receive goods without P.O. or without proper documents and subsequent adjustment / regularisation Ability to process freight handling bills Ability to record non-delivery certificate from the transporter when goods not delivered Ability to record short shipment / delivery and follow-up till closure. Criticality (E - essential D - desirable) E E E E E E E E E E E E E E E E E E E E E E E E E E E Response (SF/WA/CZ/T P)
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Ability to record damaged condition of consignment on receiving at Store / at Port Ability to record the Daily Receipts in the system ( Day Book) against PO ref. Ability to direct and record the place / location of receipt ( receiving bay, silo, Raw Material store, etc.) of the goods Ability to receive part quantity of goods against a PO Ability to record receipts of various kinds like goods from supplier, transfer from another unit, receipt on loan etc Ability to record provisional MRV (before inspection) and final or confirmed MRV (after inspection) Ability to club multiple Lorry receipts / consignments into one Goods Receipt document Ability to direct material to the designated bin as per the material master Ability to maintain the bin cards in the system with details of material receipts and issues / Stores adjustment voucher Ability to process vendor invoices for payment ( attach scanned inv copy ) Ability to track material consumption against cost centres Ability to support multiple units of measurement and conversion Ability to track and monitor issues base on FIFO (First In First Out) Ability to support and track inter-unit transfer of material Ability to track and monitor stock at various departments / units / shops sub-store) Ability to issue goods by authorized personnel / indenting dept to the requesting department upon approval Ability to generate Gate Pass for material movement within and outside the plant Ability to track issue materials on loan to other Units / profit centers and record the return of the loaned materials Ability to make Accounting entries automatically (as per books policy) on receipts, issues, adjustments, returns, etc Ability to maintain multiple locations (stores, sub-store etc) and transfer goods from one store to another Ability to plan , track and receive the materials against monthly schedule Ability to track receipt and consumption and account for variances if any Ability to track the expiry details of shelf life items Ability to track details of entry tax / service tax / CST / state ST / VAT / C-form against orders / receipts Ability to interface with transporter for material availability at his godown or about the arrival intimation Ability to support receipt and accounting of direct deliveries by suppliers and Door Deliveries by stores to the users. Ability to capture Lorry Receipt (LR), Delivery Challan (DC) and send acknowledgement online. Transaction / Process / Activity Requirements General Requirements Ability to ensure data / information flow between all related entities logistics dept, production planning department, CF Agents, Distributors, customers etc to ensure business continuity
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Ensure built-in integrity check for all data which is related to logistics with other functional areas such as PPC, finance and costing, dispatch, quality management and stores Ability to capture all information like Sales Order Preparation , Distributor invoice generation , Sample Issue Note , Stock adjustments , Inter CFA stock transfer that are currently being captured by legacy systems of LIS and EIMIS Ability to enable scenario based planning through online analysis of Net Sales Realisation, Productivity, Demand Priorities, Critical operational constraints , critical material availability and profitable product mix Ability to further apportion the Annual plan into monthly plans based on the defined planning levels and key constraints attached at each level Ability to view stocks by location Ability to analyse SKU wise sales ability to do Stock Transfer Planning based on stock movement and 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 the current year, reports on marketing analysis, Target vs. Sales Achieved ,Order in hand etc) Ability to generate annual demand- supply plan with monthly projections, product wise Ability to define plan parameters Ability to define plan constraints Ability to revise plan Ability to support multi year planning Ability to track plan revisions Ability to route plan revisions Ability to upload approved plan figures into the system with as little manual intervention as possible. Ability to interface with production planning module to communicate the annual/ monthly plan and capture the actuals Ability to roll forward planed figures and actual A full range of planning profiling features should be available (like percentage distributions across periods in the financial year, uplifts on the last years plans, etc.) Ability to set plans at any chosen level from posting account level upwards with automatic roll up into plan totals set at higher levels. Ability to report Actuals vs. plans, variances Ability to integrate the demand-supply plan with production and dispatch planning Ability to review the plan online based on the actual sales, stock in transit, dispatches and production details Ability to upload into the system the monthly distribution plan Logistics Management Ability to generate and maintain history of GRN, FG details at the CF agents across locations
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Ability to track FG details (stock, ageing details ) at the CF agents across locations ability to capture order cycling process/details between logistics dept and PPC Ability to generate and track stock transfer orders (STO) Ability to capture release order details from ministry and track transfer of products received from Govt Medical supplies depot to C&F agents Ability to intimate revisions in projected quantities and STOs to PPC division Ability to cross check against the sale order, the details of the authorised transporter Ability to close an indent by creation of a gate pass cum delivery order against it Ability to short close an indent (without delivery) and to capture reasons for the same Ability to make revisions in monthly indents Ability to generate Gate Pass cum Delivery Order which contain attributes such as Product, Quantity, Weight/volume and other characteristics at the time of loading, Time of loading, vehicle number, SO number Ability to execute partial shipments of Sale Order quantity. The status of the SO should be available online w.r.t quantity and amount and displayed in each invoice Ability to denote SO wise what requirements need to be sent/printed with shipment, invoice, (e.g., Quality certificate, etc) Ability to record C&F Agent/Distributor acknowledgement against each consignment Ability to send notifications to C&F agent/ distributor during various stages of dispatch such as material shipped (including partial quantity), acknowledgement received etc Ability to send a copy of any or all of the dispatch documents to the C&F Agents/distributors electronically. Ability to raise an alarm when FG inventories inside the plant crosses predefined thresholds (upper and lower) Ability to take into account all open indents (indents at various stages of dispatch - loading, weighment, delivery order etc) at the time of processing the next indent Ability to receive stock requirements of traded products from marketing dept Ability to capture distributor collections and cheque dishonour history Ability to have full visibility of stock in WIP, Dispatch, FG store, Transit etc Ability to plan daily dispatch plans as well as various alternate plans. Ability to generate advice for stacking the FG at warehouse 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 Payment type 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 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 business rules Ability to capture statutory documents attributes like e.g. Import/Export license, ST registration, CST Registration etc and raise alerts at predefined threshold before expiry of the validity of the document. Ability to capture data from offsite through web / file transfer Ability to indicate quantity allocation to different transporters in a DI. System should facilitate validation with contractual agreement or Customer's documentary instructions Ability to display outstanding quantity against a DI, as per business rules Ability to short-close DI with outstanding quantity as per existing business rules and raise fresh DI Ability to trigger alert if the quantity being dispatched against a DI reaches the DI quantity/value limit. Ability to generate texture wise, colour wise, grade wise, size wise reports for product dispatches from FG. Ability to generate Stock keeping wise reports for product dispatches from FG. Ability to execute partial shipments of DI. The status of the DI should be available online with respect to quantity and amount Ability to generate dispatch documents like packing list, material gate pass, dispatch advice, delivery/commercial invoice, way bill etc. based on predefined business rules Ability to record lorry receipt against each consignment Ability to send a copy of any or all of the dispatch documents to the customer electronically. Ability to update the FG inventory online once the dispatches are executed Ability to define various dispatch components like shipping methods, freight carriers, freight terms, transporters, instructions etc Ability to track the in transit inventory of FG Ability to capture the actual loading status against the order at each loading point. Ability to record customer acknowledgement against each consignment Ability to record the unloaded weight at different points
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Ability to effect dispatch against outstanding quantity in DI, based on business rules. Ability to record priority of dispatch (at plant) based on business rules. Ability to re-schedule the dispatch plan for existing orders when over riding priority is given to another order Ability to capture reasons for shortfall in actual loading and dispatch against the plan Ability to send notifications to customer during various stages of dispatch such as DI issued, material shipped (including partial quantity), acknowledgement received Ability to analyze data for several Key Performance Indicators (on time delivery %) Ability to display the dispatches transporter-wise, zone wise etc Ability to trigger alerts, in case of dispatches exceeding allocation quantity to a transporter. Ability to intimate the buyer about failure of transporter to place truck after dispatch program has been finalized. Mails may also be sent to respective regional offices and Corporate. Ability to trigger alert in case dispatch indent is due to expire within 7 days (as per business rules). This alert to also be sent to respective regional offices and Corporate. Ability to amend the DI quantity and enhance the DI quantity on receipt or availability of additional financial arrangement. The amendments must be visible to dispatch section on real time basis. The amendment may be done to reduce the DI quantity. This reduced quantity may be treated as final quantity. Ability to generate party wise dispatch details for a specified period Ability to generate statement of excise payment details Ability to generate daily stock report for FG Ability to capture all details pertaining to export material. Ability to post all details of export material into system and identify port of loading, mode of export (sea/road through land customs) and destination country, if any. Ability to track status of every stock consignment (loss in transit, loss by theft, quality related, diverted for domestic consumption etc) and report stock available for export at each port of loading. Ability to fix the freight carrier for export shipments through bidding process Ability to generate work order to the freight carrier for export shipment Ability to capture bundle/product details while loading into containers/trucks. Ability to support shipment on both free on board (FOB) and cost insurance freight (CIF) basis & Cost and Freight (C&F) basis. Ability to generate all export related documents such as analysis certificates, producers certificate etc as per LC and customize as per requirement . Ability to handle inter unit transfer of Finished or WIP goods. Ability to denote customer wise what requirements need to be sent/printed with shipment, invoice, order acknowledgement (e.g., packing slip number, Bill of Lading number, etc) Ability to be prompted on credit controls at the time of dispatch Ability to capture details of all incoming and outgoing vehicles
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Ability to levy excise duty on Finish Good material as per plant invoice (the basic price & other discount will be as applicable on the date of sale from warehouse). Ability to have invoice date based on dispatch date (Road dispatch : DA date , Rail dispatch : RR date) Ability to handle central, multiple states, local sales tax, VAT, levy, taxes and duty amounts per invoice per item. Ability to generate relevant forms (Form F) report for dispatches effected from Plant. (this must be month wise) Ability to record storage/transit loss, insurance claims, recovery from transporter, settlement, subrogation etc. Ability to record shipping bills and establish relation with Proforma Invoice(s), Bills of Lading, Commercial Invoice against various licenses. This relation may be 1: 1 or 1: many or many: 1 or many: many. Ability to estimate/forecast export quantity/value required towards fulfillment of EPCG license proposals Ability to handle lot-wise dispatch of materials. Ability to optimise transportation planning Ability to place order from Regional office Ability to monitor workorder checklist Ability to generate Release order to ministry Ability to monitor Stock replenishment Ability to keep track of stockist dispatch details through online Ability to keep track of Factory dispatch details through online Ability to keep track of inter CFA transfers etc., Ability to capture distributor collections and cheque dishonour history Ability to facilitate faster processing of orders raised by the regional offices Facilitate processing of both distributor and stockist orders in the system with appropriate controls and differentiations Ability to receive online updates on the expected date of finished goods readiness and receipt from the production department Ability to analyse the root cause of delays or slippage in the delivery schedules Ability to do sales projected VS actual sales made analysis Distributor management Ability to check for available credit balance against the Distributor code Ability to calculate the maximum quantity of product that can be lifted by the Distributor based on the credit balance available in his account and the prevailing sale price of the product (as per the price master) Ability to block dispatches if the available credit balance is insufficient to meet the indented quantity of product Ability for Distributor order processing Ability to keep track and analyze distribution expenses C&F Agents Management Ability to identify the need for new C&F agent(s);based on 1. Projected Sales Turnover 2. Distribution network 3. Market analysis 4. Product Management group analysis Ability to capture details of new C&F Agents
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Ability to capture C&F agent wise product inventory Ability to capture dispatch history against every C&F agent Ability to initiate stock transfer between agents based on the indent Ability to evaluate performance of C&F agents Ability to issue cheque dishonor memo Ability to raise sales return and credit notes Ability to receive alerts and triggers from PMG as soon as there are any changes in the schemes Ability to replenish stock at C&F locations as and when required Ability to receive acknowledgement from C&F agents for goods transfer Reporting / Document Outputs / MIS Requirements R: Sales performance analysis reports for the current year R: Sales accounting reports for the current year R: Daily and Monthly sales report R: Debtors ageing report for various divisions R: Non moving stock report R: EOQ report across locations R: Finished goods details across locations R: Finished goods stock report and ageing report R: Brand wise profitability report R: Comparative report on Forecasted sales, Production and Actual sales R: Dispatch summary/details report R: Pending orders reports with reasons R Release order vs Qty receipts R Social marketing claim reports R Provisional Credit Note reports R: Reports with analysis on Purchase Order vs Quantity received vs Quantity pending vs Regional Indent R: Comparative analysis on committed date of supply vs Pending supplies vs Expected dispatch dates R CFA / Depot expense analysis R: Dispatch Details Report R: Dispatch Details Intimation D: Suppliers for traded products D: Goods received note D: Stock Transfer Order D: Complaint reporting form D: Audit analysis form External Interfacing Requirements
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FRS for Plant Maintenance Processes

Sl. No. Functional Requirement - Plant Maintenance Master Data / Configuration Data Requirements Ability to maintain unique equipment code across HLL with defined cost centers for accounting all costs Ability to maintain Equipment OEM Manuals, Drawings and Equipment History linked to equipment codes Ability to maintain and update equipment maintenance plan Ability to configure alerts as per pre-defined maintenance plan Ability to maintain a history of calibrations done on different test equipments for a min. of 3 years Ability to maintain warranty details, equipment specific requirements, maintenance history Ability to maintain applicable rate/ maintenance contracts linked to specific equipment/operational area Ability to maintain equipment specific checklist with provision for updation Transaction / Process / Activity Requirements Manage of Preventive Maintenance Ability to update (preventive maintenance chart) the schedules of Preventive maintenance activities Ability to generate a preventive maintenance checklist Ability to trigger work requests for Preventive Maintenance jobs automatically. Ability to manage work permit -equipment/operational area specific Ability to capture resource utilization on maintenance - equipment specific Ability to retrieve the data for analyzing the maintenance cost by asset and compare equipment cost to replacement cost Ability to schedule minor PM as part of major PM Ability to use time-based trigger criteria Ability to print a Preventive Maintenance checklist on a schedule date. Ability to select and pick the bill of materials for a particular asset Ability to see the live stocks attached with that bill of materials of the equipment in which Preventive Maintenance is carried out Ability to process maintenance related clearances (plans/approvals/schedules) through workflow Ability to trigger inspection schedules Ability to record and retrieve equipment maintenance history Ability to record and print inspection checklist Ability to update preventive maintenance inspection observations Ability to route inspection requirement notification to concerned engineer /higher officials Ability to raise MRF for requisite spares based on material specific BOM Ability to update the details of Preventive maintenance activities carried out Criticality E - essential D - desirable E E E E E E E E Response (SF/WA/CZ/TP)
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Ability to analyse material consumption against equipment specific preventive maintenance Ability to maintain measurement book incase of outsourced maintenance services Ability to process bills of contractors Ability to calculate the cost of Preventive maintenance activity carried out Ability to prepare a work completion report for the maintenance work carried out by the team Manage Breakdown Maintenance Ability to categorize breakdowns into critical / non-critical based on pre-defined norms / policies in the system and notification (problem notification) of the same to Plant Maintenance Ability to record Breakdown details (Breakdown no. Nature of complaint, priority etc) in a database Ability to route notifications about breakdowns to relevant officials Ability to provide equipment breakdown job progress and pending jobs for next working shift / group Ability to define various operations required to repair the breakdown, the material requirements for each operations, the personnel requirement for each operation etc. Ability to analyse equipment replacement / retirement needs based on history of the equipment specific maintenance Ability to involve external vendors / OEMs to conduct repair job for breakdowns and manage service orders for the same Ability to capture resource utilization on maintenance - equipment specific Ability to capture specific manpower resource against specific breakdown maintenance requirement including updation of actual effort employed Ability to raise equipment specific material required to conduct maintenance activity Ability to create monthly/quarterly breakdown maintenance report Ability to create equipment wise maintenance work report Ability to view spares available, resources available for breakdown maintenance Ability to automatically calculate the total cost of breakdown (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 stores consumption, bottlenecks faced, manpower involved job wise, 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 requests Ability to segregate shutdown maintenance requirements and generate consolidated shutdown job list History of shutdown for all equipments to be made available online to all relevant stakeholders Ability to integrate with purchase/finance/stores/Logistics for maintenance planning Ability to create an annual consolidated shutdown Maintenance plan
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Ability to define /reserve various resources required for shutdown maintenance - the material requirements, outsourced service support requirements if any; on the system Ability to group and ungroup the material allocation done on a material for normal maintenance activity and shutdown maintenance activity Ability to categorize shutdown maintenance material requirements and ability to raise corresponding indents by the maintenance engineer Ability to provide recommendations on vendor quotations for the indent Ability to capture critical start-up validation parameters; ability to prepare validation report Ability to raise notifications and get approvals from the user dept for planning startup activities Ability to generate and print certificate of fitness and obtain online approval through predefined work flow Ability to automatically calculate the total cost of shutdown maintenance (including recovery cost, opportunity cost etc) based on business rules Manage Utilities operations and Maintenance Ability to raise requests for availing AMC Ability to capture predefined parameters for measuring/recording utility operations - utilization, consumption, breakdowns Ability to generate alerts (based on AMC schedules) for asset maintenance Ability to monitor annual maintenance contracts with external vendors Ability to capture the history/ details of work carried out on the machines maintained through AMC's through online. Ability to monitor the performance of various assets maintained through AMC's Ability to monitor the consumption of various materials and electricity 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 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 (Mechanical, Utilities, Electrical & Instrumentation) through workflow Ability to create Purchase Proposal for acquiring assets (Both Capital and Revenue Items) or utilizing the budget sanction Ability to receive Purchase Proposal number from the finance dept Ability to link Purchase Proposal with actual Budgetary expenditure Ability to create fresh sanction notes for procurement of new performance improvement items Manage Contract services Ability to raise work requests for outsourced services - equipment specific and unit specific Ability to update the work done by the Contractors through online including capture of cost and resource utilization
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Ability to update and maintain all measurable activities and rates of all services rendered by the contractors Ability to Prepare,update, track and Approve contract bill details (Bill no, Bill date, Amount) Reporting / Document Outputs / MIS Requirements R: Maintenance history and Equipment history Report R: Utility specific daily consumption and performance Reports (Such as reports on electricity consumption, water consumption reports) R: Monthly\Quarterly breakdown maintenance report R: Maintenance plan and Schedule chart R: Preventive Maintenance work report R: Maintenance Plan and Schedule Charts R: Work completion report R: Pending list of jobs R: Breakdown analysis report R: Downtime details report R: Preventive Maintenance cost analysis R: Machine Utilisation and down time report R: Shutdown Maintenance work report R: Material consumption (for maintenance) report R: Energy/ Utilization consumption report R: Maintenance Expense report for both Capital and Revenue items R: Report on Budget allocation Vs Budget Consumption for both Capital and revenue items R: Report on all AMC parties engaged across equipments(equipment sharing the party's name, period of contract, due date etc ) D: Validation Report D: Certificate of fitness D: Annual consolidated shutdown Maintenance plan document External Interfacing Requirements
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FRS for PPC & MPC Processes

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

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

Sl. No. Functional Requirement Purchase Master Data / Configuration Data Requirements Vendor Master Ability to have centralized vendor master facilitating single vendor description and code across the organization Ability to capture multiple addresses against each vendor Ability to have both manual numbering / automatically generated numbering for vendor codes with provision for maintaining different numbering sequences and formats for different vendor categories Ability to record the following against each vendor: Contact person for each vendor address Bank Account (e-payment, cheque payment etc.) Handling alternate payee(bank, third party) Payment method preferences (e.g. cheque / DD / Bank Transfer etc.) Ability to classify vendor master (multiple parameters required to meet reporting, preferential treatment like waiver. payment prioritization and other needs) such as SSI, ANCILLARY, PSU (Spsu, Cpsu) etc. with effective date Ability to enter / remove Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect taxes. Ability to setup default currency for invoice/payment Ability to configure various kinds of payment terms and indicate default payment term (e.g. Immediate, 30 days etc.) Ability to de-activate / activate / blacklist vendors with effective dates and assigning status to individual vendors Ability to check whether a vendor is also a customer and if so ability to set-off transactions from AP and AR as per requirements Ability to configure and allow one-time vendor Ability to restrict access to vendor master to specific users and enable filtered views of the vendor list for various processes as per business rules Ability to conduct vendor registration process and vendor unregistration process as per predefined business rule Ability to undertake vendor development process in the system as per 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, Components, Semi-Finished Items, Finished Items, Service Items, Work Items etc.) Ability to maintain bill of materials for specified items Ability to maintain MRP for predefined items including real time valuation Ability to assign unique material codes and adopt material codification policy agreed by the organization Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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Ability to have at least 2 levels of hierarchy in grouping items for better classification Ability to assign unique material name including specifications so that there is no chance of duplicate records being maintained of the same material Ability to capture, maintain and track shelf life of perishable items Service Master Ability to identify services as per Area - works, non-works Ability to assign name corresponding to service code Ability to enter unit of measure of service as per the nature of service Ability to maintain unique service item codes Ability to assign / edit / modify description of the service / item(activity) of service Ability to check existence of rate contract for individual services or service groups Ability to aid in preparation of rate contract (Standard templates stored in database) Agreements Transaction / Process / Activity Requirements Indent Management Ability to link the generation of indents automatically with the PPC module which should have the MRP engine Ability to create annual / monthly indents from the annual / monthly production plans under PPC Ability of the indents so created to inherit attributes such as material specifications, delivery schedules as given in PPC production plans Ability of the indents to follow a configurable workflow so that they can be sent to the purchase organization online Ability to raise service indents which includes service items Ability to categorize Indent documents as Revenue Purchase Indent, Capital Purchase indent and Proprietary Indent For the Capital Purchase Indent, ability to capture against the indent, the reference to budget approval document, justification for purchase, environmental clearance (wherever applicable) For Proprietary Indents, ability to capture details of Proprietary certificates Ability to direct the indent to the relevant approving / concurring authority as per the indent type (Capital / Revenue) and Delegation of Power Ability for senior officers/approvers to evaluate the indent online and reject / suggest modification / approve indent with detailed comments / notes Ability to rework and resubmit the indent for approval after necessary modifications Ability for the concerned purchaser to scrutinize the indent online and enter remarks if required Ability of the purchaser to reject a Indent if required with appropriate comments Ability of the system to suggest the type of tendering required based on value of indent and DoP Ability of the system to take online special approvals as work flow in case there is any deviation from the DoP Ability to generate a unique indent number.
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Indenter should have provision for declaration of tolerance (quantity/estimation) Ability to suggest vendors with justifications while raising the draft indent (PQC class, categories of vendors) Ability to access information on past purchase details, current inventory status, pending orders, etc against a particular item Ability to attach scanned docs (approved note sheets / drawings / special requests etc). Ability to track indent status at every approval stage Ability for online budget monitoring and display of budget status during indent stage and accordingly display alerts / messages on exceeding the budget Ability to merge/demerge indents Tender Management Ability of the system to support both open tendering process and limited tendering process In case of Open Tenders, ability to store information of the Tender Notice, Date, Other details, Details of respondents etc. In case of Limited Tenders, ability to store details of the enquiries and the list of vendors to which the enquiry was sent Ability to store details of tender opening meetings and findings of the technical committee / inspection committee Ability to prepare the technical report along with classification: vendor tech qualified - approved, under development, not technically qualified Ability of the system to send the Technical Reports through online workflows for approval and to the Purchase Department Ability to select and maintain L1 / acceptable bidder Ability to generate Purchase orders Ability to capture vendor / item rates with effective dates Ability to generate enquiries only on active vendors in the vendor master to avoid loss of effort and time Ability to collect requirements from various departments and procure strategically for common and similar items Ability to track budget allocation and the utilization against cost / profit centers Ability to cancel enquiry and refloat the same enquiry with provision for adding new vendor or change in specification by adding vendors and generate a new enquiry and send it to the vendors. Ability to place order without the tendering process esp for small value items / emergency procurement requirements Ability to provide for Lead-time alerts and tracking at every stage after generation of indents. Ability to escalate to higher officials if approvals are not done with in the stipulated time Ability to receive offers/bids into the system. Ability to capture bid details Ability to make comparative statement and rank the offers received based on defined parameters Ability to evaluate offer on-line for technical and commercial aspects Ability to integrate with e-procurement / e-bid systems on a prospective date Order Management
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Ability to convert the indents / enquiries to orders (Purchase / Work) with updated terms and conditions as captured in the negotiation phase Ability to maintain all details of each purchase and linkage between subsequent stages of the purchase process (indents -> enquiries -> orders) Ability to create amendment orders / partially close orders / terminate orders / blanket orders Ability to prepare a Purchase proposal for SPC committee based on the recommendation made by evaluators / committee Ability to revise proposal after negotiation with the vendors Ability to follow up on the vendor for delivery by sending reminders Ability to generate multiple Purchase orders against one contract and track them Ability to create a Purchase Order with staggered delivery Ability to release schedules against a Purchase order for staggered delivery Ability to provide for taxes and duties for various individual items in the Purchase order Ability to provide for ship-to address, bill-to address, invoice-sent-to address in the Purchase order Ability to specify on order, shipment-from, bill-by/payment to be released, report-to(agents),etc vendor address in PO Ability to create, track and control TRIAL Orders till usage and record of effectiveness / performance. Ability to provide for various terms and conditions etc. in the Purchase order Ability to capture payment terms in distinct parametric form e.g. full / part / advance, mode of payment, address to release the payment etc. Ability to capture inspection requirements, acceptance criteria, etc. in PO Ability to check for budget allocation when generating a Purchase order / Purchase Proposal Ability to capture Tolerances on Quantity ordered and received. Ability to generate Purchase order without a quotation / offer ( emergency PO / RC / Repeat Order) Ability to generate PO with a unique number (unit / dept or other relevant criteria) Ability to generate purchase orders with quantity but no delivery schedule (contracts) Ability to compare offered rates with estimates and / or Last PO rate and report variances Ability to generate release orders against an open PO as and when material is required Ability to generate dummy Purchase Orders Ability to handle delayed deliveries and the relevant Liquidated Damages Ability to distribute order quantity amongst multiple vendors against one RFQ Ability to capture Purchase Order acknowledgement and Planned delivery date given by the vendor in the system Ability to query on Purchase order history by vendor, item code, PO number, indent no. etc.
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Ability to link the Purchase orders to rate contracts for view and analysis Ability to generate automatic reminders to vendors for delivery on time, expiry of L.C. Ability to track payment / refund status against PO Ability to track Bank Guarantee against advance and EMD against PO in terms of value, receipt and validity and raise alerts whenever required Ability to amend / cancel a Purchase Order, item wise Ability to create Rate contracts and agreements to schedule deliveries Ability to follow-up on the vendor for order delivery Ability to make ATs (Acceptance to Tender) with provisional rates. Provision for capturing manufacturer's test certificate online. Ability to create a Purchase Order and Service Order against one Indent. Ability to execute cash purchase (direct purchase) in case of emergency on the basis of approved local purchase indent Ability to link Purchase Orders with LC / TT for import of packing items Ability to generate MRR (Material Receipts) to acknowledge accepted quantity of materials Ability to integrate with stores functions (inward) from Purchase Receipts Ability to integrate with Material Testing Department functions / QA functions for input materials purchased Ability of the Material Testing Lab to automatically receive online intimation on requirement of sampling and testing and elimination physical MAN (Material Arrival Note) which is prepared and sent Ability to send alerts and reminders for delivery failure and gather vendor feedback Ability to view the status (Financial payments) of an order post receipt of goods from the vendors Ability to generate Transporter copy, Lorry receipt, Form 27, Gate Pass and Declaration form for the rejected material" Vendor Complaints Ability to record vendor complaints in the system and systematic resolution of the same Ability to track changes in status of vendor resolutions Ability to prioritize vendor complaints and issue expected dates for resolution New Vendor Development Ability to capture details of the Vendor Development Form as per the Vendor Development Protocol Ability to account for samples of materials from new vendors for material testing (could include 3rd party inspection) Ability to capture / communicate the test results of the materials of the new vendor Ability to attach the technical report with the new vendor development record Ability to incorporate Vendor Rating based on configurable parameters of evaluation
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Once Vendor Rating is done, the Vendor Rate should appear clearly on the Vendor's Master Record and in all online views / reports As per the Vendor Rating, the system should enable sourcing decision making and provide warnings on order placements Trading Activities Ability to capture Trading Orders in the system for specific materials Ability to capture / remove all commercial aspects (charges and taxes including excise) for trading Ability to maintain and update online all RG registers as per excise laws in prescribed / acceptable formats for trading Purchase Receipts Ability to record material / service receipts fully / partially against open purchase / work orders in appropriate formats Ability of the system to update physical stock and stock valuation as per organizations policies on posting receipts Ability to consider tolerance levels (+ve and -ve) to be setup for each material / each vendor / vendor-material combination in posting receipts Purchase Invoice Verification Ability to verify vendor invoices online in terms of material specification / quality requirements, quantity, delivery schedules, payment terms, other conditions Ability to record the vendor liability in the books of the company by posting the vendor invoices Purchase Returns Ability to reject purchased materials because of quality test results Ability to raise debit notes Ability to create return orders for other purposes Budgeting Ability to categorize revenue budgets for works/material purchase etc., Ability to support purchase department budgeting activities Ability to perform analysis of budget allocation and actual money spent for purchase activities Ability to capture annual requirement plan Reporting / Document Outputs / MIS Requirements R: Detailed Purchase Transactions / Purchase Register R: List of SPC approvals R: List of Active vendors R: List of Emergency Direct and Local Purchase R: List of indents raised for excess material R: Details of existing rate contracts and open orders on the same R: Vendor Rating Report R: Possible Vendor-Item Sourcing Options R: Details of existing rate contracts and open orders on the same R: Vendor / Contractor / Consultant / Creditor Ageing Analysis R: Purchase Order Register-current, outstanding, closed R: Purchase Requisition Register - current, outstanding, closed R: Material Costing / Pricing Report D: Purchase Indent / Requisition D: Purchase Enquiry D: Purchase Tender Document Summary
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D: Bid Comparison Sheet D: Purchase Order D: Work Order D: Service Order D: Purchase Receipts / GRN / MRR D: Purchase Invoice / Bill D: Purchase Return Order / Debit Note External Interfacing Requirements
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FRS for Quality Processes

Sl. No. Functional Requirement Quality Master Data / Configuration Data Requirements Ability to record / maintain / edit Sampling Plan as per pre-defined rule Ability to record / maintain / edit Quality Plan as per policy Ability to maintain Quality policy / Inspections standards document Ability to modify the rules and scope for QC dynamically to cater to business scenarios in quality management Ability to configure permitted duration for complaints redressal as per pre defined business rule with provision for escalation for exceptions Ability to configure good manufacturing practices in the system Ability to configure product specific and operation specific quality parameters Ability to maintain periodic test schedules based on product specific needs and on end use. eg: condoms for export and indigenous orders etc Ability to archive test results and documents linked to specific lots/batches for traceability Ability to maintain quality system standards as per prevalent standards (BIS, ISO etc) Ability to archive the soft copy version of HLL's Quality Manual Transaction / Process / Activity Requirements General Requirements Ability to integrate quality management function with processes in materials management, sales & distribution, production planning and control and plant maintenance to ensure seamless flow of information Ability to manage standard quality information for materials & vendors Ability to integrate quality management with cost accounting to capture costs of quality management functions Ability for any concerned department from materials, operations, maintenance, finance to view the quality management information related to their respective departments Ability to update and view the details of the rejection online. Ability to capture details of line stoppages due to quality issues and archive the same for analysis Ability to generate all documents (checklists, instruction sheets for test / inspection, result records, test certificates.) and process through workflow Quality Assurance / Quality Control- Condoms a) Quality Control (Half Product) - interim stage Ability to generate unique lot & batch numbers Ability to create and print "Lot Cards" Ability to update "Lot Card" with the inspection test results. Ability to refer to the sampling plan on need basis Ability of the system to validate the updated values for various quality parameters with the standard as configured Criticality (E - essential D - desirable) E E E E E E E E E E D Response (SF/WA/CZ/T P)
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Ability to allow approval of the Lot's quality status based on predefined business rule (eg. grade of employees) Ability of the system to generate alerts / warning reports based on variances of test results values with standard values Ability of the system to capture details of lots meant to be salvaged. Ability to track / monitor the status of Lots sent back to primary production dept for salvaging Ability to generate transfer note to initiate lot wise transfer of items to other sections and to process the same through work flow Ability to allow a supervisor in QC to generate stock credit note (SCN) for transfer of rejected condoms to stores and to obtain approvals through workflow Ability to update, maintain and archive test results as per predefined format and link the results with lot/batch for trail b) Quality Control (Full Product) Ability to receive transfer note raised in ETD through workflow Ability to acknowledge transfer note in system with intimation to initiator (ETD dept) Ability of the system to validated the updated values for various quality parameters with the standard as configured Ability to approve Lot quality / Batch quality by grade employees Ability of the system to capture details of lots meant to be salvaged. Ability to update transfer note with details of re-working of condoms and sending it back to the ETD dept through work flow Ability to allow a supervisor in QC to generate stock credit note (SCN) for transfer of rejected condoms to stores and to obtain approvals through workflow Ability to update transfer note with details of approved condoms and forwarding it to the Parking section Ability to allow a QA member to record a transfer note to initiate batch wise transfer / lot wise transfer of condoms from ETD to Packing Section 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 supplier, quantity of material, receiving date, and purchase order number etc) to the testing lab Ability to update test results by QA team member Ability to send notification to QA in charge for approval of quality tests conducted by the QA team member. Ability to route test result notification to stores dept along with the Inspection result reference Incase of material rejected, ability to trigger / generate a Reject note in the system Ability to generate a non-conformance note to capture rejection 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 process inspection activities. Ability to update details of various samples in the sampling register Ability to generate/update in-process Line inspection report
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Ability to route in-process Line inspection report to production dept through work flow Final Product Inspection Ability to generate alerts / intimation when products are sent from Production dept for final product inspection Ability to maintain batch records and archive for traceability Ability to receive Transfer note generated from production dept Ability to approve transfer note through work flow Ability to generate Corrective report and Preventive actions note and process through workflow Ability to capture records of final inspection and maintain for traceability. Print feature also required Pre dispatch Inspection Ability to generate alerts / intimation when products are sent from Production dept Ability to capture records of pre-dispatch inspection and maintain for traceability. Print feature also required Customer Complaints Management Ability to maintain predefined forms for complain capture and accessible even to field staff to feed details as prescribed Ability to track complaints with details such as date of complaint, complaint type - require investigation/does not require investigation, complaint details, status - open/closed/under observation etc Ability to update analysis details/root cause for investigative complaints - ie. Ability to generate Complaint Analysis report Ability to generate failure investigation report Ability to generate corrective report and preventive actions note Ability to create quality alert charts Ability to forward quality alert charts to production dept for viewing Art work Management Ability to receive Art work requirements as captured by Marketing dept from the customers through workflow Ability to send art work approval request to the marketing dept and track against the specific order/customer Ability to receive art work approval from the marketing dept Ability to generate, record and update such records as IP, BP, and USP across the art management work flow Audit Management Ability to maintain and access GMP (good manufacturing practices) Ability to maintain, generate and print GMP checklist Ability to capture and archive audit details in the audit observation list/report Ability to maintain details of specific audit team members across depts. - production dept, stores, QC&lab, purchase dept, Accounts dept & HR dept Ability to forward the audit observation report to the unit chief through work flow including monitoring of action taken Vendor development management Ability to receive intimation from purchase to conduct quality test for new vendor Ability to upload new vendor quality test reports and link to vendor master
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Ability to qualify acceptance/rejection of new vendor on quality test results Ability to forward new vendor quality test reports to purchase dept Ability to list out the vendors' supply history. Management of tendering of Condoms for External Inspection Ability to track government supply orders in the system Ability to generate mails to external govt agency requesting for inspection through system with updation of status on the govt. supply order Ability to update/upload external agency test reports (test results received from Government's Inspection Authority) Ability to generate transfer note to depot Reporting / Document Outputs / MIS Requirements R: Rejection report - Product wise / machine wise / Operator wise Periodically R: Corrective and preventive action report R: Complaint Analysis report R: Failure investigation report R: Audit observation report R: External Agency Test Reports- formats R :Details of lots in a batch transferred by ETD and acknowledged by QA. R: Alert system to verify the batches transferred to ETD and not received at ETD online area(FPQA) within a period of two months R: Alert system to verify the batches transferred to Packing and not received at QA within a period of 20 days for government schemes. R: Scheme wise total HP pass details R: Batches passed by QC on a particular date R: Batches acknowledged on a particular date. R: Scheme wise batches passed by QA over a period of time R: Details of QA batch and Packing batch tendered. R: Split up of Govt. order quantity based on supply order R: Live inspection and production Record R: Enquiry to approved vendor only Major RM R: Existing & new vendors report R: No. of complaints - region wise / plant wise / product wise / outstanding R: Batch wise Trading request R: Quality /Commercial summary report - region wise R: In process analysed samples Report stage wise (Granulation, compression, coating, finished products) for OCP,BDU,WHC,R&D,ARV etc R: Stability products Report R:BMR 's Report R: Control samples and records Report D: Lot Card D: Salvage Card D: Rejection Card D: Warning record for the corrective action D: Final Passed Quantity (Before Packing) Record D: In-House Test Results Record. D: Transfer note to depot
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D : Customer Complaint External Interfacing Requirements BV/BP apparatus software Electronic hole testing
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FRS for Sales Processes

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

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

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

Sl. No. Functional Requirement - Inventory Master Data / Configuration Data Requirements Item Master Ability to group all items based on parameters like Engineering, chemical and packaging, and Stationeries configuration capability to allow grouping of items according their colour codes and respective definitions - yellow (quality check pending), green(quality approved) and red (discard) Assign unique category code to each category Assign Unique Item code for items Ability to regroup the items and retrieve the data as per user requirements Assign item name in each category Ability to assign model, make, characteristics etc to each item Ability to configure items viz - requiring quality check / quality check not required Ability to Map item code with vendor master Ability to identify duplicate items and send alerts Provision for traceability of materials Provision for further scaling of coding structure Ability to update the Bill of Materials for all the assets Provision to attach Technical Write up, end user certificate for import / Indigenous items Ability to have excise tariff number / customs tariff number to the items. Ability to identify place of inspection Receipt / In-process / Predispatch Ability to link each item of an indent to equipment / assembly / project, department wise Provision for differentiating items based on criteria such as capital or consumption Provisions for maintaining critical characteristics like shelf life etc. for system alerts and decision regarding material movements Ability to configure an expiry alert date for chemicals. The system shall generate an expiry alert 'XX' number of days before expiry as configured Ability to configure safety stock / economic order quantity based on enterprise stock management policies Ability to configure a committee for a specific department unit to generate local purchase Indent Ability to configure/ add/ remove wastes types - such as Engineering scrap, condom wastes (dry, wet, oil, foil), barrels ( silicon oil barrel, Latex barrel), carboys etc Indent Master Ability to raise auto indent to items whose stock levels are at or below ROL level or in safety stock levels Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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Ability to raise Preq / Indent and restrict access for certain materials to authorized personnel (AR items by Stores only) Ability to generate a unique Preq / indent number : Combination of 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 date, type of purchase, nature of item (consumption, capital), where used details, total budget allocated to the dept Indenter should have provision for declaration of tolerance. Ability to raise alerts when items reach the re-order level and generate indents automatically. Ability to suggest vendors with justifications while raising the draft indent Ability to forward the indent to the respective approving authority through a defined workflow for clearance. Ability to evaluate the indent online and reject / suggest modification / approve indent with detailed comments / notes. Ability to access information on past purchase details, current inventory status, pending orders, etc required to evaluate an indent and sorting of approved approval hierarchy. Ability to attach scanned docs [ approved note sheets / drawings / special requests etc] if required Link to database for price history Ability to create internal indent by a unit / dept / etc. on another unit / dept. Ability to raise indent for missing item / reject item with appropriate auto generated reason code affixed with indent. Ability to classify indents such as revenue / capital indents / non plant capital , Emergence / normal, import / indigenous, trial, import substitution, etc. Ability to rework and resubmit the indent for approval after necessary modifications (edit after submission). Ability to allocate funds against an indent online from department procurement budget. Ability to direct the indent to the relevant approving / concurring authority as per the indent type ( Capital / Revenue) and Delegation of Power Ability to differentiate between approved, pending for approval and rejected indents Ability to link the Purchase indent with the respective Cost centre Ability to trace the indent to the indenter, department, shop floor etc. with the audit trail with regard to date Ability to track on indents raised per user dept / cost centre , buyer group/person Ability to convert indent to a final stage by indenter, after this further 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 is true for Quality inspection specific items and relevant quality certificate) Ability to track the status of an indent from indent raising to approval, receipt of offers, placement of order, LC status, material in transit, receipt at stores, inspection, stock charging and payment
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Ability to submit a technical write up / specification for imports (against the items procured) required for customs clearance at ports. Ability for online budget monitoring and display of budget status during indent stage and accordingly display alerts / messages on exceeding the budget. Provision to use multi budget codes for certain group of items Without sufficient budget indents cannot be raised. Ability to track items critical to Operation, critical to quality, insurance spares, having shelf life, etc for stock level and raise alarm for indenting. Ability to raise indents automatically for items reaching re-order level with generation of alerts. Ability to provide a facility to the indenter for adding any remarks/description, Special instruction on Packing req, inspection req, sample submission (free/chargeable), legal transit needs, delivery scheduling, test certificate req, Pre-dispatch inspect Ability to track the requirements from different department level and consolidate for indenting. The same has to be monitored for issue to the dept. Provision must be there for authorising issues beyond projected level. Ability to specify the number of sources required. Ability to specify whether Sample is to be submitted with offer or after placement of order and attach sample approval criteria to the indent. Ability to prepare an estimate based on standard cost data, past purchase and latest applicable taxes and duties (ED, Cess, entry Tax, etc), transport cost, etc giving landed cost. Ability to choose the mode and type of tendering. Ability to identify existence of rate contracts at the indenting stage and link it accordingly with the indent. Ability to indent and track a free trial / paid trial item and record the performance. Ability to create a purchase requisition / Indent from an existing requisition Visibility of inventory of the items. Ability to track Purchase requisitions at various stages of approval hierarchy and consolidate the requirements based on material groups or other relevant criteria. Ability to automatically book the department budget with actual value, upon placement of Approved Tender / Finalized contract Ability to specify whether Sample is to be submitted with offer or after placement of order and attach sample approval criteria to the indent. Service Master Ability to identify services as per work category eg. New capital projects, Revenue work or others Generate unique service code for services. Ability to capture Tax details for services Ability to create Service contract with provisions of free of cost materials Ability to create Material contracts with provisions for free services Provision for mapping of complex service structure such as hierarchy of services and mapping provision for more then one similar jobs
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Provision for mapping service contract of capital nature involving chargeable materials Facility to do full Description of the service-for internal and PO purpose. Assign name corresponding to service code. Mapping of service with vendor Ability to check existence of rate contract. Ability to Send alerts on duplicate entries. Ability to maintain measure book or equivalent for service measurement Ability to attach service entry sheet along with each service code. Ability to capture vendor rating for particular service code. Ability to make part payments without the need to enter all the line items Provision for revaluation of contract pricing (renegotiate L1) terms, in case of market price fluctuation with time Ability to interface with e-procurement module for online tendering, goods-receipt, inspection etc. Transaction / Process / Activity Requirements Stock Planning & Analysis Ability to analyze the consumption pattern, present stock and pipeline quantity estimated sales (finished goods) , production plan, etc. to plan for inventory Ability to record the inspection schedule and results of shelf life items and generate alert. Ability to analyze inventory in terms of 'items reached re-order / safety level' and 'critical' items and generate appropriate alerts to respective stakeholders Ability to analyze age-wise and location-wise inventory, class code wise, area code wise, shop floor wise Ability to maintain and run the Stores Ledger detailing the opening and closing stock, receipts, issues, price and quantity Ability to value inventory on various methods like average, weighted average, current, etc. Ability to revalue inventory, with tracking to revert back / to get original value, if required. This is to facilitate cenvat credit refund to Govt. at current rate or on original value. Ability to analyze raise in inventory based on qty escalation , value escalation, Ability to track stocks at sub-store after it issued from main store as "consumed (consumption posting)" for concerned department. Physical Inventory Ability to perform various kinds of inventory analysis like ABC analysis, XYZ analysis, Fast/Slow/Non-moving analysis, Min-Max analysis, etc. with alert. Ability to post stock adjustment transactions (positive and negative adjustments) to adjust quantity and / or value after approval Ability to do Stock Verification based on perpetual / cycle / physical counting or any other defined method and periodicity Ability to perform perpetual inventory verification by group wise, location wise, item wise etc. Insurance Ability to track claims on product shipment / theft / transit losses.
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Ability to record and track survey / inspection details Ability to lodge provisional claim and track it convert it to final claim Inward Receipts Management Ability to crosscheck delivery challan against the corresponding purchase order Ability to register/record inward - material details unloaded Ability to retrieve the details of Materials ordered and received with the Purchase order number Ability to capture such particulars as - item name, Quantity/packing, date of receipt, inward register number, purchase order number and name of the supplier - for the unloaded batch Ability to qualify and tracking of items based on colour codes - yellow (quality check pending), green(quality approved) and red (discard) Ability to generate MAN - information captured to also include (delivery challen details, excise invoice information, commercial invoice information) Ability to alert \ route MAN to the Concerned user department Ability to alert \ route MAN to testing department ( as the case may be) Ability to receive notification from the testing department wrt to pass/fail of the material Ability to aid the user department to generate MRR against the MAN received Ability to Route the MRR so generated for its approval to the concerned higher officials Ability to send Automatic notification to finance department for payments to the materials received, once the MRR is approved Ability to receive notifications on STN from the MPC dept. Ability to do Updation of Stores inventory based on instructions received in STN \ SCN Ability to notify Purchase / Accounts departments about the rejected materials. (Ability to generate Material Rejected Note) Ability to receive notifications from Purchase department on approvals for returning rejected material Ability to notify Purchase department of excess / shortfall in material received Ability to pre-populate MAN with information captured during Inward receipt Raw Materials Management Ability to track and trace material based on FIFO Ability to receive MRF from user department Ability to get acknowledgement from user department for the material received. Ability to receive SCN / SRR from user department Ability to modify inventory levels based on information received in SCN / SRR Ability to classify stock transferred to user depts. / received back as consumables/ non-consumables Ability to generate stock available statement at a given point in time Ability to print MRF Ability to generate Gate pass with information received from MRF / SRR
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Ability to generate Unique Batch code (batch code with current year information ) Ability to generate report on excess material in stock Ability to generate trend analysis on expiry of chemicals, rejected material etc Engineering Stores Management Ability to receive MRR from stores department Ability to capture BIN ID Ability to print MRR Ability to track current inventory in engineering stores Ability to receive MRF from user department Based on MRF received, ability to automatically generate indents for specific items stored in the engineering stores dept Based on the MRF received, Ability to route indents to corresponding user department Ability to allow user department to update quantity of material required for the following year in the intermediate indent along with the initial indent Ability to allow the head of engineering stores to approve the indent before routing to the purchase dept Ability to route the approved indent to the purchase dept Stationary Stores Management Ability to raise annual indent Ability to sent indent notifications to purchase department Ability to generate MAN - information captured to also include (delivery challen details, excise invoice information, commercial invoice information etc) Ability to route MAN to specific user department(s) Ability to receive approved MAN from user department Ability to generate MRR Routing of MRR so generated for approval by the Head of stores Automatic notification to finance department for payments, once MRR is approved Ability to track current inventory levels Ability to receive MRF from user department Based on MRF received, ability to automatically generate indents for specific items stored in the engineering stores dept Based on the MRF received, Ability to route indents to corresponding user department Ability to allow user department to update quantity of material required for the following year in the intermediate indent along with the initial indent Ability to allow the head of engineering stores to approve the indent before routing to the purchase dept Ability to route the approved indent to the purchase dept Local Purchase Stores Management Ability to allow a committee to generate a local purchase indent Ability to allow head of the department to approve local purchase through workflow Ability to generate MAN for local purchase Ability to route MAN to specific user department(s) Ability to receive approved MAN from user department
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Ability to generate MRR along with local settlement form Automatic Notification sent to finance dept; of the approved MRR Management of Non-moving Items Ability to track and categorise number of non-moving items in the system based on shelf life (one year, two year and three year old), type (Engineering, chemical and packaging, stationeries etc) Ability to notify specific user departments for conduction of old item audits ability to receive report from non-moving items committee ability to calculate value / amount of non-moving items ability to notify finance dept of the value of non-moving items The system shall automatically generate an alert of expiry of nonmoving chemical items on a prior date as configured Ability to receive a test result (report on expiry details) from the testing dept ability to generate a stock adjustment note based on items being destroyed / disposed ability to generate material reject destroy note ability to initiate write off action and intimation to finance dept Management of Rejects Ability to receive SRR (rejection report) from Quality dept ( SRR shall be routed from the user depts. to quality dept for approval) through workflow Ability to notify purchase and Accounts depts. of the rejection report Ability to receive approval notification from purchase dept to return the rejected material to the supplier Ability to generate/print gate pass based on notification from purchase dept Ability to deduct material returned from current stock quantity Ability to generate MRP Finished Goods Management Ability to receive and acknowledge stock transfer note(STN) from the secondary parking dept (with details like - batch no, Quantity, date of production, expiry date etc.,) Ability to print STN Ability to prepare detail report on stock status of finished goods Ability to receive FGR / work order notification from the sales dept for dispatch of finished goods Ability to receive gate pass notification (with details like - Box Sl no., vehicle no, LR no.) Ability to update finished goods stock information in the system Ability to receive notification on FG rejected information from sales dept Ability to classify waste under various heads such as condom wastes, Barrels, Carboys, Scrap from Engineering dept etc Ability to classify condom wastes under various heads such as (condom waste viz. dry condom, wet condom, oil condom, foil waste and latex waste) Ability to receive disposal advice note from sales Ability to track all parameters related to wastes such as quantity of waste, weight, type of waste/scrap, Value etc..) Ability to manage subcontracting / sub assembly / outsourced services including tracking of component issue and reconciliation upon receipt
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Reporting / Document Outputs / MIS Requirements D:Material Arrival Note (MAN) D: Material Received Report (MRR) D: Material rejection Note D: Gate Pass document D: Material returned to Party (MRP) D: Material Rejection for Destroyal D: Stored Rejection Report (SRR) R: Stock available statement R: Stock rejection report R: Sales return on finished goods R: Transfer notes R: Scrap sales report R: List of Insurance spares R: Waste generated statement R: Trend Analysis report on expiry of chemicals, rejected material R: Non-moving Items report R: Aging analysis report R: Report of expiry of non-moving items Number of excess notes raised for a given price List of pending excess notes List of closed excess notes Total SRRs raised for a given period List of SRRs against which the material is returned back to the party List of pending SRRs List of total MRNs for a given period List of rejected material returned to the party List of rejected material lying with stores External Interfacing Requirements
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FRS for IBU Processes

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

Sl. No. Functional Requirement - Commercial Master Data / Configuration Data Requirements C&F Agent Master <Would use the same master as Vendors and should be able to 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 and sales) for imports and exports and establishing a payables 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 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 could be part of the vendor registration process but with different criteria and business rules) Ability to store details of Bid evaluation for selection of C&F agents Ability to capture Work Order / Contract details with C&F agents including the terms & conditions / trade agreements Ability to monitor the status of cargo against each C & F Agents Ability to monitor the outstanding against each C & F Agents Exports Documentation and Export Logistics Ability to generate and take prints in appropriate formats of all documents required pre-shipment and post-shipment by the commercial department in the system 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 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 (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 address, port of loading, final destination, terms of delivery and payment, description of goods / items, container no., kind of packing, qty with UoM, remarks, gross wt., net wt., tare wt. Ability to capture 'Packing and Weigh List' in the system which should include but not be limited to serial no., batch no., manufacturing date, expiry date, quantity, no. of boxes, net wt., gross wt., tare wt, box no. Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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E E E E E
10
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Delivery Challan: should include but not be limited to exporter address, consignee address, product description, quantity with UoM, rate per case, mode of dispatch Office Note for LC: should include the essential fields for preparation of LC Post-shipment documents and activities: Tracking Sheet of Shipment: ability to capture expected and actual date / time of vessel arrival at origin port, vessel departure at port, vessel arrival at destination port Other Documents: ability to record details of Certificate of Origin, Certificate of Vessel, Clean Report Findings and other documents arranged by C&F agents which need to be tracked by HLL Insurance intimation: for CIF type shipments, intimating to finance about insurance, for FOB directly to buyer, for LC to buyer's bank and insurance company Ability to process Bills submitted by C&F agents for C&F services rendered Ability to define credit terms / credit policies for C&F agents in the system Ability to generate the print outs from the system for the details of packing entered by the Production. Manage Export Incentives / Benefits Ability to capture ECGC (Export Credit Guarantee Corporation) risk cover / credit limit approval in the system Ability to capture details of Form 144 which includes details of buyer and its bank details Ability to track application fees to ECGC account, cheque no. Ability to track and update status of application after acknowledgement is received from ECGC Ability to initiate transaction for payment of premium for insurance cover Ability to view and maintain the following registers online which are always updated automatically by transactions carried out by the commercial department: 1) Details of Export Shipments 2) Premium Remittance Details 3) Credit limit approval file for each party Ability to prepare Monthly Returns on Export performance to be sent to external bodies like export promotion councils, ECGC and others by email Ability to prepare the Bank Realization Certificate (BRC) Ability to prepare a payment report list by finance for commercial department to generate BRC Ability to file DEPB (Duty Entitlement Passbook Scheme) license application Ability to track and monitor DEPB utilization Reporting / Document Outputs / MIS Requirements R: Weekly Shipment Report (consolidated from Tracking Shipment Document) R: Details of Export Shipments R: Premium Remittance Details R: Credit Limit Approval (party-wise) R: DEPB Utilization Report
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D: Bill of Lading D: Work Order / Contract Summary D: Invoice D: Packing List D: Delivery Challan D: Office Note for LC D: Tracking Sheet for Shipments D: Form 144 D: BRC External Interfacing Requirements
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FRS for Production Processes

Sl. No. Functional Requirement - Production Master Data / Configuration Data Requirements Ability to maintain master for all production items with unique coding and with details of bill of materials Ability to capture all the information related to various stages of production which are currently maintained manually in log sheets and registers Ability to capture all production equipment and link to possible production items Ability to capture all different processes with the various process parameters. Ability to setup the necessary org structure for enabling production planning and execution processes including plants, different production shops / operations departments and sections like mixing, different storage locations, control rooms and warehouses Ability to generate alerts for production exceptions, intimation for quality inspection and material shortages Ability to support work flow to process document flow / approvals Ability to record shutdown maintenance jobs and record satisfactory completion including downtime Ability to record maintenance needs and also inform through workflow maintenance requisitions to concerned sections Ability to capture details about production stoppages, abnormal variances/occurrences machine wise and production shift wise Ability to capture manpower deployment against production schedules and link/validate with attendance recording / productivity incentive schemes Ability to capture, track and archive production details lot wise/batch wise against each production equipment Ability to capture handling loss at predefined stages of production for accounting handling losses - machine wise, unit wise, day wise etc Ability to capture material requirement as per pre-defined business rule and link with consumption/issue for material balancing Ability to capture test report details against respective production lot/batch for tracking and control Ability to generate reports from the production details (log) captured at transactional level Ability to edit production details / parameters captured with audit trail 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 requirements by interfacing with production plan and BOM Ability of view material availability (stores / in pre-designated production areas) and for enabling changes in planning Criticality (E - essential D - desirable) E E E E Response (SF/WA/CZ/TP)
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Ability to enable batch tracking / batch control for manufacturing of products Ability of the production processes to follow the PPC annual / monthly / daily production plan and generate exceptions if any Ability to pick required materials from stores / sub-stores (e.g. mini stores) for production and booking consumption accordingly against the production order / indent Ability to maintain status of material for production based on inspection (QC) certifications - eg inspected and okayed, inspected 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 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 on which the intermediate products would be further processed / not processed Ability of the Quality module to provide a go / no-go decision based on which the intermediate products would be further processed / not processed Oral Contraceptive Pills (OCP) Production Ability of generate the transfer request / indent based on production requirements by interfacing with production plan and BOM Ability of the system to check the availability of the required quantity of the required raw materials for production in the designated storage area well before the lead time Ability of the system to allow generation of a document (which is currently called as Material Requirement Form) which requisitions materials from stores which would be required for production Ability to maintain status of material for production based on inspection (QC) certifications - eg inspected and okayed, inspected and rejected. Pending for inspection etc Ability of the system to update physical stock and stock valuation accordingly on issue of the materials for consumption in production Ability of the system to reconcile physical stock and stock valuation accordingly periodical on reconciliation of the materials for consumption in production. Ability of the production supervisor to acknowledge the receipt of 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 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 production like: Granulation, Compression, Film Coating, Packing, Inspection and Final Packing Ability to capture each of the activities and predefined information / data within each of the above mentioned processes Ability to capture yield % from different processes and update the same regularly to capture wastage accurately Ability to integrate with weighing instruments so that 100% of material receipts can be measured accurately and material accounting is accurate
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Ability to manage rejection / wastes effectively and also account for the same Ability of the Quality module to provide a go / no-go decision based on which the intermediate products would be further processed / not processed Male Contraceptives Production Ability to enable lot & batch tracking /lot & batch control for manufacturing of products Ability to capture predefined production information about Primary production processes include: compounding of raw latex, moulding, vulcanizing / powder finishing Ability to capture predefined production information about Secondary production processes include: Electronic Testing Department, Packing Section. Compounding Ability to maintain the compounding ratios and mixes required for different categories of products Ability to track no. of batches of compounding prepared in each production shift Ability to track quantity of compounding mix available for moulding process with details of the concerned operator of the process Ability to track no. of solid chemicals dispersion prepared for production Ability to track the quantity of the solid chemicals dispersion which is available for production process Ability of the system to invoke in-process inspection / quality management process Ability to track flyloss in the process for accurate material reconciliation Moulding Process Ability to link the HR database for leave / absence with production scheduling Ability to capture alternate manpower planning needs like 'posting against leave' register Ability to capture the details of the shift logbook which contains major events of the shift and also communication for the next shift workers Ability to capture monthly plan and update of the same considering actual production, WIP in every day morning planning meeting Ability to track shutdown / downtime of moulding machine Ability of the system to capture the rejection on a day to day basis. Ability to keep track of more than 1600 pairs of moulds using unique nos. / identification as production resources / tools Dehydration Process Ability to include dehydration as a process stage after moulding and configure work centers for the same Ability of the system to update physical stock and stock valuation accordingly on issue of the materials for consumption in production Vulcanization Process Ability to include vulcanization as a process stage after dehydration and configure work centers for the same Ability to include quenching as a process stage after vulcanization and configure work centers for the same
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Ability to have Lot No. tracking and control for produced condoms in multiple production lines Ability to capture production details as well as rejection details at the end of the process stage Clarification of Latex Ability to schedule shutdown of the moulding machine for cleaning Ability to include this as part of preventive maintenance (clarification of latex and printer cleaning) ETD Activities Ability to configure Electronic Pinhole Testing machines as work centers / production resources Ability to the Quality Management module to incorporate the ETD functions Packaging Ability to acknowledge the approved lots of finished products for packaging through workflow Ability to maintain registers maintained like Lot Receipt Register, Deferred Batch Register, Stripping Status Register, Batch Monitoring Register to capture predefined information including archiving capabilities Ability to capture mode of pack: pouches, wallets, cartons and boxes Ability to capture the predefined QA parameters after the packaging for pres dispatch inspection. Ability to raise indents for consumables required from stores for foil printing Ability to back calculate the consumables requirement based on the stock of condoms available after ETD with reference to predefined BOM Ability to synchronize the operations of primary and secondary packaging to minimise WIP pile up Female Contraceptives / Test Kits Production Ability to capture lot / batch details of components used against 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 bags, copper Ts, surgical sutures, shunts, tissue expanders, tubular rings etc. Ability to record / setup the installed production capacities for finite capacity planning Ability to record details of certifications of these production facilities like ISO 9001, 14001 etc. AFT Moulding Ability to configure work centers and work center groups to reflect the physical layout of moulding facility to produce copper T, blood bag, shunts etc. Ability to capture capacity given that the facility runs for 3 shifts in a day Ability to capture the resources (human and non-human) who work in the facility, their unit costs per unit of time worked, scheduling etc. Ability to derive the monthly production plan for moulding facility which is in line with the overall production plan prepared for HLL units
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Ability to request for materials (raw materials and consumables) from stores via a Material Requisition Form / Material Issue Form in the system Ability to carry out a stock transfer from the stores to the moulding area under production (so that stock lying at the shop floor can be tracked) Ability to define Bill of Material / Recipe for mix produced for component production Ability to record output of the mix which should be batch no. controlled Ability to track details against each batch no. the following details: No. of components produced, rejected, purged waste etc. Ability to capture production details of each shift at the facility which is currently written in log books Ability to invoke quality management processes like line inspection and generation of line inspection slip Ability to track WIP quantity in a categorized manner AFT - Blood Bags Ability to configure work centers and work center groups to reflect the physical layout of facility to manufacture blood bags Ability to capture capacity given that the facility runs for 3 shifts in a day Ability to configure storage area in the facility as a location and facilitate material issue from stores and stock transfers to this location Ability to configure cleaning (USC process) as a operational step in 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 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 and final inspection and generate necessary inspection reports Ability to include packaging operations after acceptance in the final inspection stage At all stages the materials and the product produced is to be batch no. controlled AFT - Copper T Ability to configure capacity availability for this facility given that the facility runs for 2 shifts in a day. However this should be scalable to 3 if required Ability to request for materials (raw materials and consumables) from stores via a Material Requisition Form / Material Issue Form in the system Ability to receive materials from the molding facility Ability to configure operations steps like: re-winding and cleaning, winding, collaring and others including the expected time of operation, time for waiting, idle time given the production line constraints, details of work centers required, resources re Ability to invoke quality management processes after final product is ready and available Ability to generate transfer note / stock transfer process for shifting the final products to stores
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Ability to maintain and capture details currently written in log books on all production related activities AFT - surgical sutures Ability to configure work centers and work center groups to reflect the physical layout of facility to manufacture blood bags Ability to capture capacity given that the facility runs for 3 shifts in a day Ability to configure storage area in the facility as a location and facilitate material issue from stores and stock transfers to this location Ability to manage outsourced resources (human) in the facility for production execution Ability to configure operations steps like: rack winding, cutting, dipping etc. including the expected time of operation, time for waiting, idle time given the production line constraints, details of work centers required, resources required etc. Ability to invoke quality management processes after final product is ready and available Ability to generate transfer note / stock transfer process for shifting the final products to stores Ability to maintain and capture details currently written in log books on all production related activities AFT Shunts Ability to request for materials (raw materials and consumables) from stores via a Material Requisition Form / Material Issue Form in the system Ability to receive materials from the molding facility Ability to configure different work centers where operations are carried out like: flushing valves, catheters etc. including std. times and utilization factors Ability to configure different operational steps like: compounding, compression molding, injection molding, cleaning drying etc. including the expected time of operation, time for waiting, idle time given the production line constraints, details of work Ability to invoke quality management processes like visual inspection and final inspection and generate necessary inspection reports Ability to carry out packaging, sterilization operations post quality checks Ability to generate transfer note / stock transfer process for shifting the final products to stores Ability to maintain and capture details currently written in log books on all production related activities AFT - tissue expander Ability to request for materials (raw materials and consumables) from stores via a Material Requisition Form / Material Issue Form in the system Ability to configure necessary work centers and work center groups for the facility Ability to configure different operations steps like: mixing, moulding, die formation, cleaning, ETO sterilization including the expected time of operation, time for waiting, idle time given the production line constraints, details of work centers require Ability to invoke quality management processes like visual inspection and final inspection and generate necessary inspection reports
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Ability to carry out packaging, sterilization operations post quality checks Ability to generate transfer note / stock transfer process for shifting the final products to stores Ability to maintain and capture details currently written in log books on all production related activities AFT - Tubular rings <same as above> Ability to configure different operations steps like: cutting, curing, pouching, sealing, gamma sterilization etc. including the expected time of operation, time for waiting, idle time given the production line constraints, details of work centers require Reporting / Document Outputs / MIS Requirements R: Material Utilization Report with flexible periodicity R: Material Consumption Report with flexible periodicity R: Monthly Stock Reconciliation Report R: Daily and Monthly Material Balance Report (Fly Loss Report) D: Production Orders D: BOM D: Route Cards D: Lot Card R: Primary Production -Moulding Report R: Primary Production -Stripping Report R: Primary Production -Vulcanising Report R: Primary Production -Finishing Report R: Monthly Production Report (product-wise, plant-wise, machinewise) R: Monthly Rejection Report (product-wise, plant-wise, machinewise) R: Cure test status of compounded latex R: Material Availability Report (location-wise) R: Corrective action record - Moulding R: Corrective action based on ERM% R: Sectionwise ETD stock details & O/P details. R: Shiftwise Q/P Details R: Manpower Availability / Absentee Report (shift-wise, day-wise) R: Report of Peformance Deviation (employee-wise) R:M/c Utilisation R:M/c Maintenance History R: Repetition analysis report monthwise SB equivalence R: Daily production report R: Batch Record / Batch manufacturing Report R: Item-wise stock transfer for a particular period R: Itemwise, batchwise consumption, rejection, wastage R: Stagewise production reports for a given day/ for any given period, FG Reports R: Analytical reports for PM/RM/FG R: Equipment/ Instrument Calibration reports D: Safety work permit. R: Machine breakdown details R: Monthly manpower & machine hour utilisation R: Group item MRF's provision for Pharma products
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R: Batch wise material requirement / sufficiency report R: Section stock (chemicals report) R: RSD analysis report External Interfacing Requirements
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FRS for PCD, GBDD & IDD Processes

Sl. No. Functional Requirement - Other Divisions Master Data / Configuration Data Requirements PCD Item Master Ability to maintain a separate master (not the HLL Item Master) to capture physical attributes of medicines and medical equipments for the clients of PCD Ability to maintain detailed technical specifications of each item / equipment Ability to modify technical specifications for each client / each transaction to cutsomize the requirement for the client Ability to keep track / log of technical specifications maintained earlier Ability to configure Bill of Materials (BOM) like structure separately for PCD for complex medical equipments which may be procured from different vendors Transaction / Process / Activity Requirements Procurement & Consultancy Division (PCD) PCD handles procurement of medicines and medical equipments on behalf of various Govt. Hospitals. These hospitals are clients of PCD. Ability to capture these clients as customers in the system. Ability to capture procurement service business rules as per the GFR and CVC guidelines Ability to track tenders / carry out tendering process for bidding against competitors like HSCC, NTPC etc. (may be required in future) Ability to maintain details of MoU between PCD and different clients such as Scope of work for PCD, Service levels, Fees, 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 without detailed specifications 3) Indents where PCD has to do complete estimation Ability to form project teams by looking up from the list of employees and assigning specific roles to each team member Ability to prepare a procurement plan for the client in the system by looking up required items from PCD Item Master and entering other details Ability to take print-out / attach the document soft-copy of the plan and send it to client for approval Ability to record approval and comments / changes suggested by the client Ability to store documents online (document management system) or linked to some DMS system which indexes and tracks documents Ability to collect and account for money received from sales of Tender documents through PCD on behalf of clients Criticality (E - essential D - desirable) Response (SF/WA/CZ/TP)
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Ability to prepare Bid Evaluation (technical and price) in the system based on configurable set of parameters (qualification, technical parameters and Cost) Ability to generate Supply Order on the selected vendor. Document 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 consultancy which is some % of the procurement engagement value. (All other financial transactions impact the client's books of accounts and do not need to be reflected in HLL's books of accounts) Ability to create a master for the accounts (bank) of clients which PCD monitors as trustee Ability to log in transactions for keeping track of the account transactions on behalf of the client for elements like Ability to store details of inspections / quality checks done by PCD engineers at suppliers' or clients' premises Ability to track engagement costs though expense databases and timesheet databases Ability to open LCs / manage, monitor and close LCs on behalf of clients esp. for procurement from foreign suppliers Facility to allow clients to nominate authorized signatories for certifying supplier performance Facility for clients to enter working status of equipment periodically Facility to compute supplier performance against uptime requirements and trigger compensation mechanisms in event of noncompliance Facility to generate utilization certificate directly from PCD book of accounts for submission to clients Facility to define project plans with payment milestones for individual projects Facility to trigger alerts in case payment milestones are missed Facility to register details of suppliers who download tender documents for projects Facility to create and maintain commercial and technical documents in electronic form Government Business Development Division (GBDD) Ability to record assessment of indents from the State and Union Territories and share details with Logistics and Production Planning Ability to track movement of goods from Factory to GMSD to facilitate release orders from GoI Ability to collect and store consignee's information, packaging materials requirements, Ability to monitor collection of Inspection Notes (CRC) from various consignees Ability to check if consignees name on the Inspection Note matches the name on the supply order Ability to create invoices for supply of goods, print invoices in GoI format and submit with all relevant documents (checklist) Ability to monitor status of payment against different invoices Ability to keep track of To-Dos, Follow-On activities etc. with appropriate alerts and notifications to concerned employees Ability to submit invoices for payment of advance
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Ability to allocate, monitor and and manage settlement of advances rolling advances (imprest money) Ability to generate Daily Report (on progress of each Supply Order) and send it online thorough workflow / email to all Unit Chiefs, Unit Sales Departments and to Sr Mgmt including GBDD Ability to track actual dispatch date of consignments of all sales orders vis--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 other concerned departments for timely coordination with MoHFW for Amendments Ability to analyze most common reasons for failure to deliver ontime and suggest actions / improvements Ability to standardize all reports required by GBDD for comparison across all the HLL units for order status and delivery status Ability of the nodal officer to track online the delivery of material to consignee and expected date of delivery of I notes, based on the above preliminary information provided by GBDD Upon receipt of supply order from MoHRW through GBDD, a structured monthly production schedule (weekly based) on the exact projected production schedule with expected date of dispatch and other details of I notes expected date of delivery to the Nodal office 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 Project orders with unique project coding for tracking / trail of each activity specific to the project code Ability to support workflow for all approvals Ability to raise indents and expenses against particular project Ability to capture details of various infrastructure development projects which IDD takes up through the Ministry (could use project management module features). Details include details of project, effort estimate, staffing requirements, proposed consultancy fees and other details Ability to take necessary approvals online as per the DoP Ability to get online approval incase of quantity in excess of BOQ, extra items and substituted items Ability to execute procurement operations also as IDD is also procuring furniture and equipments Ability of IDD to requisition staff with desired qualifications and skills to HR Ability to maintain and track the tender specs for IDD projects Ability to capture all details which are tracked by PMO offices setup - project-wise Ability to maintain measurement books in the system for multiple projects and multiple project stages within each project Ability to verify bills and certify bills based on measurement book entries and multiple level approvals Ability to provide prints of register containing all transactions project-wise / bill-wise Ability to notify finance on bill generation and passing
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64 65 66 67 68 69 70 71 72 73 74 75 76 77
78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96
Ability to verify bill payment terms with terms and conditions setup by IDD for the project Ability to generate computerized cheques from the system and necessary approvals Ability to generate Monthly Utilization Report which should be sent to clients by email Ability to raise invoice on the client after Monthly Utilization Report verification by the client and approval / acknowledgement Ability to form team structure for IDD project teams within the system and assign specific roles Ability to include parameters for risk assessment of projects taken up by IDD including ranking of risks in terms of impact, criticality and monitoring the risks on a continuous basis. Ability to print the risk assessment for different projects and include it on various MIS for the IDD sr. mgmt. Ability to provide project management tools for IDD projects in terms of time, cost, resource, profitability manufacturing Ability to send soft copy (could be report) of Measurement Book by email instantly from project offices. Ability to capture attendance details of employees in offsite Ability to interface / have a document management system to retain and keep track of relevant design and approval documents, contracts, drawings etc Track project expenses at the lowest task level Ability to link with outstation / project sites for capture of data In case online linakge is not possible with project sites, ability to upload / download to / from the system excel files containing all pertinent data to be exchanged Reporting / Document Ouputs / MIS Requirements R: Item Technical Specs. R: Summary of MoU with different Clients of PCD / IDD R: Procurement Plan R: Daily Report - GBDD R: Bid Evaluation Report R: Reports on production / dispatch from different units which are comparable R: Monthly Manpower Utilization (including overtime) Report IDD R: Project specific Cost overrun/ time over run report D: Indent (3 kinds) D: Money Receipt D: Cheque Printing D: Supply Order D: Inspection Results at External Premises D: Invoices D: Measurement Book Details D: Work Completion Certificate (at Site) External Interfacing Requirements Document management system - (proposed) Project Planning software (Primavera) Attendance recording
E D E E E E E E E E E E E E
E D E E E E E E E E D E E E E E E E E
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7.8Annexure # 8 Technical Requirement Specifications TRS

Sl. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Technical Requirement Reporting Capabilities Ability to send the reports through fax or email Ability to have access to data and report based on user authorizations. Ability to create custom formulas for repeated use in reporting tool. Ability to provide standard report templates Ability to schedule reports to run at periodic intervals Ability to view reports through web Ability of reporting both at Unit level, Company level and Group level Ability to provide MIS dashboards for senior management Ability to archive reports and use in Document management Ability to create custom reports using wizard Ability to generate process reports like lead time between receipt of sales order and payment from client etc. Ability to print reports of transactional nature such as vouchers (e.g. invoice voucher, payment voucher, GRN etc) to facilitate transaction processing Ability to print reports directly through networked printer Ability to generate report output directly in excel / pdf / text/ XML or such other file types Ability to create ad-hoc reports using filter options / customization options Ability to allow users the following for creating their own views or reports with ease: - Select column - Apply filters and sort orders - Summation - Drill down - Averaging Ability to use existing MS-Word/ Excel / PDF document for report template directly Ability to export data from reports directly to MS Excel files for further analysis / working Ability to customize reports over and above base reports available in base product Ability to develop new reports as and when required and should be performed by the client's technical team User friendliness Ability to integrate with SMS server Ability to set up business rules like threshold limits (delivery schedules, shipment dates, customer payment, Bank Guarantee expiry, etc.) and notify exceptions/ alert/ reminders to users. Ability to attach soft and scanned copies of documents to master and transaction records Criticality (E - essential D - desirable) D E D E D E E E E D E E E D E Response (AV/PA/NA)
16
17 18 19 20 21 22 23
E E E E D E D
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24 25 26 27 28 29 30
31
32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54
Ability to allow changes in User Interface as per the requirements Ability to run Batch Jobs for different processes at defined time without human intervention Ability to have context sensitive help Ability to have User Guide & Standard Reference manual available Capability of easy installation and configuration Ability to have ease of navigation and personalization Ability to support accessibility features Ability to handle the following with ease: Printing Working with Lists Using Universal Worklist Working with Folders Collaboration with Other Users Integration Capabilities Ability to support integration with third party application such as BI, Project Management systems like MS Projects / Primavera etc. All the modules should be integrated automatically. Changes in one module having impact on other should be reflected appropriately Ability to support and integrate with 3rd party hosted Email server Ability to integrate with internal applications like attendance punching system Ability of ERP have integration tools with third party EAI tools such as TIBCO, Web Methods, IBM, BEA etc Ability to exchange data with Open standard XML based business messaging protocol Ability to have role based portal access to the system Facilitate External Data Transfer to CO modules Ability to interface with 3rd party Rules Engine, BAM, BI tools Ability to support and integrate with Outlook and Lotus Email system Audit Trail Capabilities Ability to have Audit Trail capabilities up to the level of time and person Ability to provide complete trace / origin of each transaction to their respective source documents Security and Back up Features Ability to support role based access control Ability to provide multiple roles for one user Ability to configure the number of permissible log-in attempts Ability to provide access level security for Entry forms at Field level allow, Read only, Hide Ability to provide access level security for Entry forms at Transaction level - allow/ deny Ability to provide access level security for reports at Transaction level - allow/ deny Ability to provide authorization by transaction type e.g. update/delete/insert/modify Ability to provide authorization by user id Ability to define automatic time out for a transaction if not completed with in a time frame. Ability to define time restriction on transactions Ability to provide user login with date range restriction
E E E E E E E
E E E E D D D E E D E E E E E E E E E E E E E
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55 56 57 58 59 60 61
62
63 64 65 66 67 68 69 70 71 72 73 74 75 76
77 78 79 80 81 82 83
Ability to support for approval and approval thresholds Ability to support joint approval (two or more members) The solution software shall not clash with any other software for functioning e.g. Anti Virus, Firewall MS-Office The solution shall support DR with asynchronous replication of data The system should have on line back up facility should be possible with all clients working The implementer should provide both on-line and offline data backup and restoration capabilities, appropriate archival policy and appropriate storage solution The solution should have in built source / application code control program Appropriate security architecture is to be recommended by implementer considering authentication and authorization services, appropriate connectivity e.g. VPN/Dialup/Internet, proxy/firewall services, disaster recovery etc. Ability providing access level security for Entry forms at Transaction level - allow / deny Ability to provide authorization by transaction type Ability to encrypt password while data is passed on network Ability to provide terminal soft locking facility Ability to support 2 factor authentication for users connecting to ERP from internet (if it is required) Centralized repository of all identification and access control data Single sign-on support Support access control to individual or groups of applications. Intrusion Detection and Prevention System (IDPS)should be used to monitor any malicious traffic to and from internet, ERP center, WAN, DMZ etc. Any external connectivity to HLL network should be connected to HLL through a firewall. Ability to provide multiple roles for one user Ability to enable Delegation of Power (DoP) as defined in the organization Ability to delegate roles and permissions in case an employee is absent and his work (approvals / rejections in a workflow environment) needs to be carried out Ability to revoke roles and permissions after the original employee joins back who role was delegated to an alternate supervisor Maintenance The backup solution shall support both on-line and off-line data backup and restoration capabilities. Ability to provide regular system upgrade Ability to have disaster management in place. System Accessibility Ability to access System through Application Client. Ability to access System through Web Browser (Without Installing Client) in future (if required) Ability to support Interface with Mobile devices (palm-Top, Mobile Phones, PDA) if required in future The solution shall have a minimum of 1 Mbps and 2 Mbps connectivity from various units / offices
D D E D E D D
E E E D D D E E E D E E E E
E E E E E D E
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84
85 86 87 88 89 90
91
92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113
The solution should be able to work with Network Management Systems Data Migration The solution shall be able to import data from various formats (text, excel, CSV, XML etc) The solution should be able to import data from various Databases The solution should be able to import data from email. The solution should be able to export data in various formats (text, excel, CSV, XML etc.) The solution should be able to create PDF formatted reports directly which can be sent as attachments on email The solution should be able migrate data from eIMIS and Logistics information System. Architecture and other requirements Ability to have future versions of the solution supporting the functionalities provided in the earlier versions (including customized functionalities) Ability to scale up the system as per future requirements in terms of functionality, no. of users, database size, more workflows, online integration with other systems etc. Ability to provide online product support Ability to provide flexibility of modular implementation Ability to be flexible for configuring individual functionality within the module and ability to change in the future as per requirement The Solution architecture should support Open Industry standards and Protocols The solution should support N-tier architecture The solution should have Production, Development, Quality Assurance/ test, Demonstration/Training environments The solution should be Unicode compliant The solution should be supported on TCP / IP network The Solution should be extendible based on future requirements or requirements not met by standard functionality The future versions of the solution should support functionalities provided in the earlier versions Ability to connect ERP database through ODBC, OLEDB, JDBC and through Native Drivers The solution should be natively built based on 64 bit operation system Ability to Manage Uniform Master data for all modules The solution shall provide tool to do load balancing analysis and tuning Workflow should be an integral part of ERP software Ability to utilize workflow capabilities for routing, knowing status and be able to view the document flow with duration at each level. Number of failures while running batch requests should not be more than 2 per month, with 100% success rate for batch re-run after failure Ability to support remote operation of System administration Ability of the solution to provide XML based web-services which can be used by other applications Ability to run Load and stress testing tools to be compatible with the solution so that they can be used when needed The ERP system shall have context sensitive help capability at the process level and Field level
E E D E D E
E E E E E E E E E E E E D E D E D D D D D E
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114 115
116 117 118 119 120
The future versions of the solution shall support functionalities provided in the earlier versions Ability to set up business rules like threshold limits (delivery schedules, shipment dates, customer payment, Tender opening, BG expiry, etc) and notify exceptions / alert / reminders to users. The consolidated storage should meet all requirements of all solution areas. The same storage area will be used by all servers in all environment The solution shall be support Solaris, Linux Operating System, Windows 2003 server and Unix Ability to support Thin clients The initial configuration recommended should be optimally sized to ensure the system, at full load, operates at maximum 60% of its installed capacity. The system should Support Current users, scalable up to 25% in the 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 option 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 - Ledgers are to be updated by the data enter - Various different charts of accounts (operating, group, and countryspecific charts of accounts). - Validations and substitutions to validate and substitute data at the time it is entered
E E
D E D E E
121
122
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7.9
Annexure # 9 Tentative Schedule

M1 Dec M2 Jan M3 Feb M4 Mar M5 Apr M6 May M7 Jun M8 Jul M9 Aug M10 Sep M11 Oct M12 Nov M13 Dec M14 Jan M15 Feb M16 Mar M17 Apr M18 May M19 Jun M20 Jul
Phase/Month
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 employees Related Others Alliances/ partners Development
C. Proposed ERP System Name Version, if any Release, if any Database Front-end Dependencies on hardware Dependencies on other Software Dependencies on other Tools Provide details of the implementations of the proposed ERP Product in India in Pharma/ Medical Devices manufacturing industry D. Support and Upgrades Describe support offered with respect to upgrades, bug fixes, changes in statutes, functional assistance, etc. List support offices in India Number of staff available in India for ERP support
Briefly describe the profile of the ERP support staff
8.1.2 ERP Implementation Partner
A. Background Information Name Head Office Address Contact Person
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Countries with offices B. Indian Operations Head of Indian Operations Indian Head Office Address Contact Person Contact Number Email Id Number of years in India Number of offices Number of employees working on Implementation proposed ERP Support of proposed ERP Others Number of consultants for proposed ERP Number of employees categorised as Certified by proposed ERP Product Vendor (implementation well as support) Certified by other as Technical Functional of
ERP Product Vendor Others Net worth as at the end of last three Financial Years for the proposed ERP Implementation business reports) Annual revenue in the last three Financial Years for the proposed ERP Implementation business reports) Alliances with ERP and other software vendors (Please attach certified annual (Please attach certified annual
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 proposed ERP and other between 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 2 3 4 5 6 7 8
Name of the Project Name of the Client Client Size (Approx. number of employees) Clients address Nature of works and special features of the project ERP Product List of modules and sub-modules Implemented Role of the Firm (tick on appropriate) Product Vendor Implementation Partner
9 10 11 12
Number of User licenses Value of the Work Done (Rs in Crores) Date of award 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 (server, Elements SAN, e.g. Hardware UPS,
storage,
backup),
Generator, Precision System, Access
Air Conditioning System, Fire
Control
Detection and Suppression System, etc. Configuration in brief Other Details in brief (Please give above information for each Infrastructure element)
Note: Where the information cannot be provided in the table format, please furnish the information on a separate sheet. Please ensure proper reference between the table row and the additional sheet used.
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8.2
Curriculum Vitae of Team Members
CV of Personnel Name of the Personnel Name of the Company Date of Birth Designation Qualification Number of years with current employer Proposed Role in the Project Language Speak Read Write Implementation experience (please give
number of projects managed/ implemented by the member involving proposed ERP product/modules and duration of such experience) Summary of Professional Experience (start with current and move backwards) Date : From Date : To Company Describe Position, Project and
Relevant Experience
Authorised Signature
Name and designation of Signatory
Name of Firm
Address
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8.3 Strength of Resources

Proposed ERP Related Experience Role and Position for HLL project 1 2 3 4 . Task Proposed to be assigned/ Module
Sl No.
Name
Role
Qualification
Total experience
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 Name of the official Stamp/ Seal of the Bidder
Signature of the authorised official Name of the official Stamp/ Seal of HLL
Signed Sealed and Delivered
By the Said
By the Said
Name
Name On behalf of the HLL in the presence of
On behalf of the bidder in the presence Witness
presence of Witness
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Name Address
Name 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 Part A: Pre-implementation Cost 1 Cost of ERP Package No of 200 licenses = 200 nos. (Per user package 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 license x No of Quantity Price in INR
(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
Additional Tools Requirements LS /Third party components/Plugins/ Third party packages
8 9
Training for 300 users
LS
Design and Engineering and LS commissioning Charges for
creating the Computer center 10 Taxes
Total Part A Part B: Post-Implementation Cost
Annual Maintenance Charges for three year (including
LS for each year
Year 1
Year 2
Year 3
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)
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
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..
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.
Man month shall cover all days in a calendar month, excluding bank holidays, public holidays and all Saturdays and Sundays
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
The Bidder must provide the Master file formats and item codification structure for all the Modules as part of the proposal
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 contacts role on the project?
State the duration of the Project What types of network solutions are being used?
State number of locations connected in the WAN
Details of locations and type of connectivity provided
State the maximum number of online users in any branch where your network is installed
State, if any, interfaces to external systems are implemented at this site
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8.9 Financial Bid Forwarding Letter

Ref: Date:
To DGM(IT)i/c
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
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Name of the Signatory Company Name Date Place Company Seal
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8.11 Bid Security Form (EMD)

To The DGM (IT)i/c 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 : Designation : Common seal:
Name : Designation : Common seal:
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HLL Erp Tender

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HLL Erp Tender

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[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Tender No. HLL/IT/ERP-1/2009

Dated 10th September 2009

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Letter for Invitation

To, _____________________________ _____________________________

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Bid Data Sheet

Venue Through Website

and Newspaper Advertisement

Last date for Sale of Tenders

Date for Pre-Bid Conference

Corporate Head Office Thiruvananthapuram HLL Lifecare Ltd

Opening of Technical Bids

Corporate Head Office, Thiruvananthapuram

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

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

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

About HLL Lifecare Limited (HLL)

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

1.1.1 Organization Structure

The Organizational structure is as represented below:

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Current IT Applications Set Up

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

equipments, Printers, Plotter, UPS, Scanners, IP Phones

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Current Network Architecture

Proposed E R P implementation project

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Organization Microsoft Oracle SAP Labs

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

1.4.2 Implementation Schedule

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

The Bidder should note the following: o o

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

2.1 General Scope of Work

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

2.2 Components of Scope of Work

Sl no. 1 2 3 4 5 Core users

Nos.** 200 2000 employees 2500 employees 50 50

Employee Self Service Payroll Portal users Business Intelligence

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Commissioning of Hardware & Networking Infrastructure

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

[SUPPLY & IMPLEMENTATION OF ERP SOLUTION IN HLL]

Details for Server Sizing (provided for guidance only)

To, _ _