Technical Specifications of Supply, Installation & Development of Inventory Management Software for Barcode Based Inventory Management System:

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1 Technical Specifications of Supply, Installation & Development of Inventory Management Software for Barcode Based Inventory Management System: 1.0 Application: The inventory management system based on EAN 13/UPC Standards will be used to keep the track and store information s related to of various items. It will have a Handheld Barcode scanner to scan the inventory received in the stores and will update it in data base of system. The Barcode scanner shall be interfaced with the Database Server connected in Client-Server Architecture. The Software for scanning the bar code, generating the barcode and generating the reports shall reside in Server and will be accessed through Store Keeper s PC s connected in the Client-Server architecture. The Barcode Printer shall be used to print the whether proof barcode labels. The barcode labels generated shall be suitable to fix on Metallic Part / Card Board Packing boxes. Any Major Hardware Supply including Printer, Scanner, Computer, etc. is not in the scope of this tender. The barcode-codification of items and Software Configuration, Application Software Development for Graphical User Interface (GUI) is in the scope of this tender. The offered Inventory Management System (IMS) Software should be compatible with existing hardware for Client-Server based Inventory Management System. The indicative Architecture is given in Figure Scope of Work: The Scope of Work includes the following: a) Supply of Client-Server based Application Software for Inventory Management System. b) Barcode-codification & Barcode Generation of approx. 7,500 items. List of Major Categories of items given in Annexure-I. c) Development of Client-Server based Application Software and its Graphical User Interface (GUI). d) Design & Creation of Client-Server based Database & Interfacing with Inventory Management System Software. e) Creation of Report as per Bi-lingual Format (English & Hindi) of BARC. 3.0 Software Requirement Specifications: 3.1 BARC s Tarapur warehouse contains approx. 7,500 inventory items which will be categorized in Major Categories as listed in Annexure-I. Codification & Barcode generation of the items shall be done and updated in the database. Design & creation of Server-Client based database is required and is to be maintained in the IMS. Page 1 of 15

2 3.2 The software solution application must have been developed in multi-tier Webtechnology architecture using preferably open-source technologies and platforms. The software solution must be platform independent so as to be deployed on any version of Windows such as Microsoft Windows 7/Microsoft Windows 8/ Microsoft Windows Server It is also noted that software solution should be compatible with 32 Bit or 64 Bit versions of the above Windows. 3.3 Some quantity of goods may be rejected (after physically checking the quality). Application Software shall have feature to track the rejected material. The system should facilitate Return Material Authorization (RMA) for handling return material to vendors and also from the users. 3.4 System should have capability to generate barcodes for items to be arrived; and generate/print labels; that is attached to each item. This helps in granular tracking, and avoids manual entering of data (separate modules). Barcode generated is placed on inventory, to keep track of it as per as-is barcode generation capability of the system. 3.5 Binning list is generated by Application Software, auto-suggesting multiple bins for same product, as per the availability of space/bins (Binning/Put away Algorithms). 3.6 GUI is updated for stock location and storage space of inventory in the warehouse. 3.7 On the basis of Requisition order, Pick List is created for items in the warehouse. 3.8 On picking, product is verified through the barcode and inward/outward of inventory is processed. 3.9 Reports in following Formats shall be created: i. Physical Inventory Count ii. Warehouse - Location wise Storage iii. Product Information iv. Daily Stock Ledger v. Consolidated Stock Ledger vi. FSN Report. (For Fast-moving, Slow-moving and Non-moving items) vii. Product Opening Balance viii. Product Aging Report ix. Product Barcode Levels x. Product Transaction Details xi. Purchase Order Report xii. Expiry Date Tracking Report 3.10 The system should provide the stock status of the available inventory, and the material reserved against the confirmed sales / dispatch-orders. Page 2 of 15

3 3.11 There should be a provision to track various attributes / details of the items; & maintain product-categories The system should have provision to maintain replenishment level / safety stock level for various products. If the stock goes below the safety level, the items are replenished Inventory Count Report is required, and the system should facilitate checking / updating Physical Inventory. The system should generate Inventory Count and Inventory Valuation report The system should have provision to track the consumption of item(s) i.e. Consumption analysis of various products (FSN Report - Fast-Slow-Non Moving products) Daily Stock Ledger tracks the details of total material in and material out The software should have the functionality to add multiple file attachments to various transactions One should be able to view specific user inward/outward history There should be provision for a user to return the items (Outward return), and receive a credit-memo The Application software should facilitate easy integration and have functionality to import and export data The Application software should have a web-interface also. There should be provision for viewing the information over the web, at any of the mentioned locations Approval workflow should be available The system should be customizable as per the unique requirements / business processes; to facilitate flexibility/ extensibility The software should have the functionality to add file attachments to various transactions The software should facilitate to configure Access Rights / Security options, at multiple levels. The access rights should be based on the user-rights / roles Concurrently, Five users shall use the Database server and the updation from scanning till GUI update shall not be more than 5 Seconds The Software should have feature of Facilitating Backlog Data entry The Software should have inbuilt Backup and Restoration Facilities The Software shall ensure that there is no duplicity of information loaded into the Database The Software should have Return to inventory Feature. Return to inventory all materials issued to a work order or other issues, with user-specified locations, updating quantity and entering reason code and updating the work order for materials returned The Software should have Expiry Date Tracking Feature. Page 3 of 15

4 3.32 The Software should have Feature to Reserve some of the items for specific user. It shall ensure that reserved items should be locked for specific user and not available for other users. 4.0 Security & Management: 4.1 Fault Tolerance Requirements: The system shall be able to withstand the single component failure for the following major components of the system: Server Failure: Two Ethernet Links to server shall be provided by using teaming feature of networking. If one of the Links has failed, other Link should take over automatically without any interruption on GUI. Failure of any of the Link shall be annunciated on the Store Keeper Stations as well as on Server. Server should keep the log of the System Failure, Historical Data & System Change Logs etc. Failure of the Server should not cause any loss of data. Store Keeper Station Failure: Two numbers of the Store Keeper Stations are provided. Both Store Keeper Stations are identical and will work independently. Full Inventory can be controlled from any of the Store Keeper Station. Failure of one Store Keeper Station shall be annunciated on other Store Keeper Station as well as Server and failure shall be logged in the failure log. If one of the Store Keeper has failed then operator will have to shift to other operating station. Communication Failure: The IMS shall have the capability to check the integrity of communication; it shall alert Store Keeper by pop-up in case of failure in communication is detected. All failures or errors shall be logged automatically to a log file in Server. This Log file shall be accessible to the System Administrator only. 4.2 Diagnostics: The diagnostic screen of IMS shall be provided to diagnosis the system architecture which will aid the user to diagnose the system faults. 4.3 Safety and Security Requirements: Only designated and authorized personnel shall have access to the system. The Server shall be under lock and key, and user Ids and passwords shall protect the software. Following are some of the Security Features Software shall have: Secure login Password encryption Page 4 of 15

5 User Creation and setting grants by administrator Role and responsibility based access Ability to manage access to authorized functions based on the roles represented in the account. The proposed solution must implement a multi-level security across various tiers and software layers of the IT platform Right & permission for IT use & others The System configuration shall not be normally altered. However, if required, it shall allow to be altered only by a person with the highest access privilege (System Administrator). Windows Key, Ctrl + Alt + Delete keys, Task bar shall be disabled when the application software is running. Administrator alone can shutdown & restart the system. USB Ports of the Store Keeper Station shall be disabled, only Administrator shall be able to enable it. 4.4 Data Archival Requirement: The following minimum data pertaining to the system operation are to be stored: Inventory Log: This data will have the log of all the Inventory performed using the IMS. The information that will be logged with every Inventory is date & time, Material Name, and Quantity etc. This data will be stored & will be displayed in the report format mentioned earlier in this document. System Logs: The system log shall maintain the log of all the events. This shall include the starting of any software, user login, and user logout. This data will be stored in Oracle/SQL Server based Database Server & will be displayed in the report format mentioned earlier in this document. The data of last one year should be kept in the database for the operator. The old data shall be backed up in the alternate files & then backed up data will be deleted from the main database. The appropriate schedule for taking Backup shall be suggested by Bidder. It shall be possible for the System Administrator on any later date to view the backed up data in the report formats. 4.5 Maintainability Requirements: The IT staff shall maintain the system. Comprehensive troubleshooting procedures for modification & maintenance shall be provided by the Bidder. 4.6 Environmental Conditions of site: Temperature: Page 5 of 15

6 The Servers & other PCs, Ethernet switches etc. will be located in the Stores Main Building. They shall be able to with stand the temperatures up to 45 degrees centigrade. Humidity: The system shall be able to stand relative humidity up to 90 % at 55 degrees. Dust: The PCs shall be located in the Stores Main Building which shall be dust free. EMI/EMC: The Store Building area shall be free from electrical noise in that no heavy electrical equipment like motors, transformers etc. shall be located in it. The computers shall be appropriately shielded and electrically isolated. 5.0 Software Security & Management: It shall have two Role based security levels with password protection. It shall be possible to create multiple users & assign users with individual and group rights. It shall be possible to track user s actions. Software shall be capable to create the following users with different privileges/roles. 5.1 Administrator: This user shall have access to all the features of the Software including following features. Administrative Features like Creation/addition, Deletion and Modification of Users & Groups, Assigning different privileges to them, Stock Entry & Adjustment. Report Format Creation & Modification. 5.2 Store Keeper: This user shall have access to only following features of the Software. Barcode Generation. Barcode Label Creation Barcode Scanning & Inventory Data Entry. Report Generation & Printing. 6.0 Schedule of Quantity: 6.1 Barcode-Codification of 7,500 items. 6.2 Supply, Design & Development of Licensed version of Client-Server based Single Integrated System with, Oracle/SQL Server (Licensed Version) based Database Management System Inventory Management System with GUI & Reporting Feature for both Storekeeper Stations Barcode Generation and Barcode Label Design Software for both Storekeeper Stations. (Note: Tenderers are informed to quote installation, development & commissioning job on Lumpsum basis and not on man-day basis. Quote on man-day basis is not acceptable.) Page 6 of 15

7 7.0 Existing Hardware Components of Inventory Management System: Tender No.: NRBPSU/03/MIC/UPT/1159 A Following are the Hardware components of Inventory Management System are available at the site as per System Architecture given in this document: S/N Item Make Model Quantity 1. Server HP 01 No. 2. Store Keeper Stations HP 02 Nos. 3. Barcode Printer Intermec PD Nos Port Network Switch D-Link 02 Nos. 5. Hand held Barcode Scanner Motorola LI Nos. 6. LaserJet Network Printer HP HP 401dn 01 No. It may be noted that if any software or hardware not mentioned herewith to complete the user requirement shall be the responsibility of the Bidder to make the system functional as per Tender Specifications. 8.0 Pre-bid Meeting: A Pre-bid Meeting shall be arranged to address the quarries of Bidders with advance intimation to Bidders. 9.0 Inspection & Testing: The material covered under the indent scope shall be inspected and tested. Following points may be noted by the Bidder. The Bidder shall submit the report on Barcode-Codification along with item details. The Bidder shall intimate the user at least two weeks advance intimation to BARC. The QAP of IMS shall be submitted by the Bidder for approval. After Development of GUI, same shall be submitted for approval of BARC. The Bidder shall design the Report Formats with online Data Update as per Bilingual Format (English & Hindi) given by BARC. As and when scanning of any item is done, it should accordingly be reflected in the relevant reports. The Bidder shall implement the two level role based Security. Inventory shall automatically get updated in database, GUI & in report as item move inward/outward after scanning. Page 7 of 15

8 The data retrieval time shall not be more than 5 seconds after scanning the barcode and any command issued by Store-keeper. It is not applicable for printing big reports Qualification Criteria: Vendors shall be evaluated technically for their technical and financial capabilities. The firm should have executed minimum two similar jobs in Inventory Management in Industrial Warehouse Delivery Schedule: Once order is placed, The System shall be installed tested and commissioned at site within Eight Months after placement of PO Training: Three days Training for five Engineers of NRB for complete Familiarization/ Modification of the offered System shall be in the Scope of Bidder Safety Analysis: The Bidder shall give the postulated failure and its effect on Inventory Management Software (IMS) and data integrity. The remedial ways should also be explained to retrieve the data. The safety aspects will also be analysed. Software Requirement Specifications (SRS) for the proposed System shall be submitted by Bidder to BARC for approval. Development job shall be taken up only after SRS approval Project Deliverables: SRS Test plans Duly filled Compliance Statement given in Annexure-II of the Technical Specifications. Acceptance Plan User manuals Implementation Report/ plan Equipment specifications Detailed work plan Disaster Management & recovery plan Monthly Progress Report Quality control & assurance Report Hardware / software requirement specification. Page 8 of 15

9 15.0 Documentation: Three sets of Programming as well as Operation & Maintenance (O&M) Manuals along with editable Softcopy (CD/DVD) of the same shall be in the Scope of Bidder. The software should have context sensitive screen level help, as per various fields displayed on the screen. Along with this, traversing the menu / software for various requirements enlisted above should be documented in the form of a simple Programming Manual Facility Management: The Software Maintenance Support for One Year shall be in the Scope of Bidder (Optional) Place of Delivery: The place of delivery of these items is INRP Stores, Tarapur (Maharashtra). ************************* Page 9 of 15

10 Annexure-I List of Common Stock Items Group Group Group Name 01 Laboratory Glassware 02 Welding 03 Chemical 04 Cleaning 05 Sanitary & Public Health 06 Clothing & Necessities 07 Pipe & Pipe Fittings 08 Oils & Lubricants 09 Paints, Varnishes & Thinner 10 Packaging Materials 11 Compressed Gases 12 Electrical Items 13 Tools 14 Stationary 15 Hospital Surgical & Drugs 16 Hardware Items 17 Metal 18 Photographic Stores 19 Insulating Materials, Plastic & Rubber Goods 20 Building Materials 21 Maintenance Spares 22 Metal & Gauges 23 General Utility 24 Vehicle Spares 25 Capital Equipments 26 Furniture & Fixtures 27 Electronics 28 Machine, Instruments and Appliances 29 Firefighting Equipments 30 Computers (Software & Hardware) 31 Radiation Hazardous Items 32 Crockery 33 Instruments Fittings 34 Spares (General) 35 Miscellaneous Page 10 of 15

11 Annexure-II Compliance Statement Tender No.: NRBPSU/03/MIC/UPT/1159 A S/N Description Compliance Yes/No 1 BARC s Tarapur warehouse contains approx. 7,500 inventory items which will be categorized in Major Categories as listed in Annexure-I. Codification & Barcode generation of the items shall be done and updated in the database. Design & creation of Server-Client based database is required and is to be maintained in the IMS. 2 Some quantity of goods may be rejected (after physically checking the quality). Application Software shall have feature to track the rejected material. The system should facilitate Return Material Authorization (RMA) for handling return material to vendors and also from the users. 3 System should have capability to generate barcodes for items to be arrived; and generate/print labels; that is attached to each item. This helps in granular tracking, and avoids manual entering of data (separate modules). Barcode generated is placed on inventory, to keep track of it as per as-is barcode generation capability of the system. 4 Binning list is generated by Application Software, auto-suggesting multiple bins for same product, as per the availability of space/bins (Binning/Put away Algorithms). 5 GUI is updated for stock location and storage space of inventory in the warehouse. 6 On picking, product is verified through the barcode and inward/outward of inventory is processed. 7 Reports in following Formats shall be created: Physical Inventory Count, Warehouse - Location wise Storage, Product Information, Daily Stock Ledger, Consolidated Stock Ledger, FSN Report. (For Fast-moving, Slow-moving and Non-moving items), Product Opening Balance, Product Aging Report, Product Barcode Levels, Product Transaction Details, Purchase Order Report, Expiry Date Tracking Report 8 The system should provide the stock status of the available inventory, and the material reserved against the confirmed sales / dispatch-orders. 9 There should be a provision to track various attributes / details of the items; & maintain product-categories. 10 The system should have provision to maintain replenishment level / safety stock level for various products. If the stock goes below the safety level, the items are replenished. Page 11 of 15

12 Compliance Statement (Contd ) S/N Description Compliance Yes/No 11 Inventory Count Report is required, and the system should facilitate checking / updating Physical Inventory. The system should generate Inventory Count and Inventory Valuation report. 12 The system should have provision to track the consumption of item(s) i.e. Consumption analysis of various products (FSN Report - Fast-Slow-Non Moving products). 13 Daily Stock Ledger tracks the details of total material in and material out. 14 The software should have the functionality to add multiple file attachments to various transactions. 15 One should be able to view specific user inward/outward history. 16 There should be provision for a user to return the items (Outward return), and receive a credit-memo. 17 The Application software should facilitate easy integration and have functionality to import and export data. 18 The Application software should have a web-interface also. There should be provision for viewing the information over the web, at any of the mentioned locations. 19 Approval workflow should be available. 20 The system should be customizable as per the unique requirements / business processes; to facilitate flexibility/ extensibility. 21 The software should have the functionality to add file attachments to various transactions. 22 The software should facilitate to configure Access Rights / Security options, at multiple levels. The access rights should be based on the user-rights / roles. 23 Concurrently, Five users shall use the Database server and the updation from scanning till GUI update shall not be more than 5 Seconds. 24 The Software should have feature of Facilitating Backlog Data entry. 25 The Software should have inbuilt Backup and Restoration Facilities. 26 The Software shall ensure that there is no duplicity of information loaded into the database. Page 12 of 15

13 Compliance Statement (Contd ) S/N Description Compliance Yes/No 27 The software solution application must have been developed in multi-tier Webtechnology architecture using preferably open-source technologies and platforms 28 The software solution must be platform independent so as to be deployed on any version of Windows such as Microsoft Windows 7/Microsoft Windows 8/ Microsoft Windows Server It is also noted that software solution should be compatible with 32 Bit or 64 Bit versions of the above Windows. 29 The Software should have Return to inventory Feature. Return to inventory all materials issued to a work order or other issues, with user-specified locations, updating quantity and entering reason code and updating the work order for materials returned. 30 The Software should have Expiry Date Tracking Feature. 31 The Software should have Feature to Reserve some of the items for specific user. It shall ensure that reserved items should be locked for specific user and not available for other users. 32 The software shall comply with Fault Tolerance Requirements as per Clause 4.0 of the Technical Specifications. 33 The software shall comply with Software Security & Management as per Clause 5.0 of the Technical Specifications. 34 Schedule of Quantity: 34.1 Barcode-Codification of 7,500 items Supply, Design & Development of Licensed version of Client-Server based Single Integrated System with, Oracle/SQL Server (Latest Version) based Database Management System. Inventory Management System with GUI & Reporting Feature for both Storekeeper Stations. Barcode Generation and Barcode Label Design Software for both Storekeeper Stations. 35 The Bidder shall comply with Inspection & Testing as per Clause 9.0 of the Technical Specifications. Page 13 of 15

14 Compliance Statement (Contd ) S/N Description Compliance Yes/No 36 The Bidder shall comply with Qualification Criteria as per Clause 10.0 of the Technical Specifications. The Bidder also should submit all supportive documents for the same. 37 Once order is placed, The System shall be installed tested and commissioned at site within Eight Months after placement of PO 38 The Bidder shall provide Three days Training for five Engineers of NRB for complete Familiarization/ Modification of the offered System. 39 The Bidder shall comply with Safety Analysis as per Clause 13.0 of the Technical Specifications. The Bidder also should submit all supportive documents for the same. 40 The Bidder shall comply with Project Deliverables as per Clause 14.0 of the Technical Specifications. The Bidder also should submit all supportive documents for the same. 41 The Bidder shall provide Three sets of Programming as well as Operation & Maintenance (O&M) Manuals along with editable Softcopy (CD/DVD) of the same. 42 The Bidder shall indicate cost of Facility Management for One Year as Optional. The same shall not be included in the main offer. 43 The place of delivery of these items is INRP Stores, Tarapur (Maharashtra). ************************* Page 14 of 15

15 DVD DVD DVD Tender No.: NRBPSU/03/MIC/UPT/1159 A Figure 1 Indicative Architecture Report Printer (Network Type) Wireless Bar Code Scanner Report Printer (Network Type) Wireless Bar Code Scanner Future provision Store Keeper - 1 Store Keeper - 2 Expandable to Store Keeper - 5 7x 8x 9x 10x 11x 12x 7x 8x 9x 10x 11x 12x Printer 1 for Bar code generator (Network Type) Ethernet C A x 2x 3x 4x A 5x 6x 1x 2x 3x 4x 5x 6x B 8 Port Ethernet Switch Printer 2 for Bar code generator (Network Type) Server for Inventory Database Inventory Management System Title:- for Stores ( For Software) Design by:- S. Kaushik Drawn by:- Rekha Approved by:- K.K.M.H. DWG. No. Page 15 of 15

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