RFQ for Project Parivartan: Scope of Work (SOW)

Transcription

1 RFQ for Project Parivartan: Scope of Work (SOW)

2 Contents Contents... 2 Scope of Work Purpose of this Document Project Background Project Objectives Implementation Approach and Plan General Terms and Conditions relating to Scope of Work High Level Scope of Work Project Preparation Phase Formation of Teams/Committees Project Charter Project Office setup Training Strategy Familiarization training Specialist Training Training Server Phase Deliverables Framework Formulation Phase Business Process Study (As-is) Technical Training on Business Intelligence Tool Business Process Transformation Organization Change Management Setup of Development and Test Environments Phase Deliverables Conference Room Pilot Application Configuration Customization Business Process Demonstration and Review Finalization of Business Blueprint Phase Deliverables Realization Phase Custom developments and BI

3 Interface / Integration Development Unit and Integration Testing Supply and Installation of Infrastructure for Production and DR Setup Preparation of Data Migration templates and Scripts Configuration Review Phase Deliverables Final Preparation Phase Training Plan and Go-Live Criteria Data Conversion and Migration Training to Divisional Functional and Technical Expert teams Users Creation and Authorizations Training to Divisional End users Stress and Volume Testing Phase Deliverables Go-Live and Hand Holding Phase Go-Live Hand Holding Performance Monitoring and Tuning Audit of the Implemented Solution System administration Phase Deliverables Project Finalization Phase Project Finalization Phase Deliverables AMC and Support Phase Software Maintenance Support Performance Monitoring and Bug Fixing IFS Life Cycle Support (LCS) Note: A separate confirmatory order will be placed for IFS Life Cycle Support after satisfactory completion of hand holding support (ref para ) and review of IFS Product Version upgrade roadmap Operations Support (Functional) Annual Technical Support (ATS) for Oracle Database Hardware Maintenance Support Additional Manpower Support Annexures Annexure-S Centralized ERP Implementation Groups

4 Annexure-S1A Proposed Project Plan Annexure-S Broad Expectations and Key Objectives of the Project Annexure-S Business Processes Implemented in existing ERP Annexure-S Functional Requirement Specifications Annexure-S Technical Requirement Specifications Annexure-S Specialist Training Solution Technology Annexure-S Experience Criteria for Subject Matter Experts for BPT Annexure-S Integration with Other Applications Annexure-S9A Bill of Materials for Production Setup Annexure-S9B Suggested Bill of Materials for Test and Development Setup Annexure-S9C Suggested Bill of Materials for Backup Solution Annexure-S9D Suggested Bill of Materials for DR Solution Annexure-S9E Suggested Bill of Materials for Oracle Software Annexure-S10A Performance Requirements Annexure-S10B Test for Performance Requirements Annexure-S10C Test for Performance Requirements Note: For the purposes of this test, the result (for WAN) is to be achieved in the WAN having a maximum bandwidth of 40 Kbps per client for logged in user Annexure-S Team Profiles CVs Annexure -S

5 ERP Functional Audit Remediation Annexure-S SLA matrix for Software Maintenance support and Additional Support Manpower Annexure-S Detailed Scope of Work for BI Implementation Annexure-S Minimum Specifications for PMO Annexure-S SLA matrix for Hardware Maintenance support Annexure-S Deliverables of the Audit of Implementation Annexure-S Pre Qualification Criteria for Auditor Annexure-S Scope of Audit

6 Scope of Work 1.1 Purpose of this Document The objective of this document is to solicit proposals from the prospective bidders for Turnkey Project on Upgradation of existing IFS ERP system at HAL. 1.2 Project Background Currently, 22 of HAL s Divisions have implemented ERP application - IFS in an independent and phased manner on separate instances. The major modules under use include Configure and Make to Order (Manufacturing, Quality etc.), Distribution (IMM, Customer Services, Out-sourcing etc.), Financials, Maintenance Repair and Overhaul, Human Resources, Payroll, Service Management and Enterprise Asset Management etc. In addition to the ERP application, these Divisions also have several in-house developed applications and reporting platforms to cater to the information requirements at various levels in the organization. A few Divisions/units, where ERP is not currently implemented, also depend on in-house developed applications and reporting platforms. Due to the largely decentralized information technology landscape, there is variation in methodology of business process execution and monitoring across the organization. In order to meet the challenges of evolving business scenarios and to ensure sustaining competitiveness and customer focus, HAL has initiated Project Parivartan, a comprehensive Business transformation exercise. Project Parivartan is expected to be driven by an upgraded and centralized ERP, which will form a strong foundation to spearhead future growth. This exercise will enable HAL to streamline and standardize business processes across the organization and to adopt some of the global best practices being followed in similar industries. 1.3 Project Objectives In pursuit of its objective for value maximizations and seamless Integration of all its business units, HAL intends to upgrade its existing ERP to a centralized instance for the entire organization. The key objectives envisaged in this Integrated ERP Solution are: 6

7 1. Standardization, Rationalization and Integration of business processes and systems across HAL to deliver business value, through consolidation of data and rationalization of processes to achieve Operational Excellence. 2. Measurement of KPIs, Generation of process efficiency scorecards, Early warning on exceptions, Alerts using Business Intelligence tools/cpm to achieve informed decision making, quicker Turnaround time for Financial Transactions, Reporting, Analysis, Feedback and improved accountability. 3. Integrated Planning mechanism comprising of Master Production Schedule, MRP, Shop Floor Scheduling, Procurement Planning, Outsourcing Planning etc. considering targets, capacity and constraints to improve utilization of resources as well as on-time delivery. 4. Optimization, Automation and Simplification of Processes by use of intelligent data capture devices like Barcode scanners to enable efficient and accurate use of system. 5. Centralization of ERP Processes & Data and integration with other applications (PLM, Biometric Attendance system, existing non-erp applications like PAR,MAT etc) to provide Enterprise wide visibility of relevant information and bridging Digital Disconnect across business units 6. Integration of Supplier Relationship Management (SRM) functionalities with ERP to facilitate enhanced Collaboration so as to achieve improved supply chain efficiency. 7. Implementation of Corporate Governance and Risk Compliance (GRC) Norms through System driven controls, checks & balances for achieving transparency, tighter adherence to regulations and statutory requirements in the financial transactions and Operations. 1.4 Implementation Approach and Plan The project is envisaged to be executed by a competent System Integrator (SI), on a turnkey basis, with responsibility for all the aspects of the project. The project is to be carried out in three stages viz., (1) Business Process Transformation (BPT) (2) Implementation (3) Support. Each stage comprises multiple phases with different activities. To start the activities under next stage, it is mandatory that preceding stage key activities, required to meet 7

8 the business objectives from that stage are completed and written communication is issued by HAL. Project Plan (Stages and Phases) Stage I BPT Project Preparation Framework Formulation Conference Room Pilot Stage II - Implement ation Realization Final Preparation Go-Live and Hand Holding Project Finalization Iterative for Pilot and Rollouts Stage III - Support AMC and Support for 5 years Each stage comprises of multiple phases with different activities. Broad timelines proposed for each activity/ phase/ stage are indicated in Annexure -S1A. The methodology to be deployed by the SI to implement the ERP solution will have different work elements and activities. All these activities and the work elements should coherently focus on achieving the following key results Quality of the solution deployed Customer satisfaction while deploying and during usage Successful implementation in terms of completeness and timely accomplishment of the outcome While there are different techniques and tools available as a part of the methodology, the following are expected to be part of the implementation methodology to be adopted by the SI. a. Workshops with different stake holders for capturing business requirements, creating awareness of best practices, communicating the changes, building consensus on process design, for signing off the deliverables etc. These need 8

9 to be organized at different intervals and in different places throughout the duration of the projects as demanded by the context. b. Stake holder consultation other than workshops, with those stake holders who will be identified by HAL, for the purpose of critical inputs, review, suggestions, process description etc. c. Review sessions with different stake holders for signing off the deliverables, walking through the deliverables for facilitating quick understanding d. Documentation of proceeding recording the developments, discussions, deliverables, using standard methodology and native tools available with the ERP solution e. Work standards/practices for documentation, configuration, testing, data migration etc. Tentative list of Divisions / units proposed for Pilot and rollout groups is placed at Annexure-S1 (Centralized ERP Implementation Groups).HAL reserves the right to interchange the Divisions in the pilot/ rollout groups depending on the ease of roll out, geographical, technical and administrative constraints, at that point of time. 1.5 General Terms and Conditions relating to Scope of Work 1. The Bidder responding against this RFQ shall be deemed to have read and understood the Scope of Work and have responded to the same. The Bidder will be responsible for the complete implementation of proposed solution and supporting the operation of the proposed solution during and post implementation as per the contract. 2. SI and OEM shall participate in monthly meetings with HAL Project Management and ITSS Team and provide updates on Project progress, Risk parameters (if any), Resource requirements, immediate next project steps, and any obstacles in project. This meeting is meant to be a forum for seeking and getting approval for project decisions. Other than the planned meetings, in exceptional cases, HAL/SI/OEM may call for meeting with prior notice to all other parties. 3. In addition, SI shall submit to HAL a written progress report of the Project every week against the project plan. SI shall also report exceptions and issues that require action along with proposed effective solutions and timelines for implementing such solutions to remedy such issues. SI shall suggest the formats and contents of the weekly progress reports at the start of the project preparation 9

10 phase which will be approved and finalized by HAL. HAL reserves the right to ask SI/ OEM for the project review reports other than the standard weekly review reports. 4. The bidder, while responding to this RFQ document via various formats for Technical/ Price Bids etc. must ensure that all necessary Hardware, Software, Licenses, Implementation, Training, Annual Technical Support, Documentation, Support & maintenance, Integration Tools/software etc. for creating and sustaining the entire Integrated Solution have been factored suitably. All the components required for completeness of the project to meet the broad expectations are to be considered, even though it is not explicitly mentioned. Any additional cost, not factored suitably in the response, but necessary for completeness of the Integrated Solution shall be solely borne by the SI. 5. User feedback and internal review: a. The SI is expected to build adequate mechanisms to get the feedback from different users of the ERP Solution during different stages of the project. These users/stake holders for giving feedback will be identified by HAL. b. The SI is expected to deploy in this project the expertise gained through experience of similar projects carried out earlier by OEM. It is expected that all the key deliverables will go through a review with these OEM experts. Similarly the SI is expected to deploy all the quality assurance mechanisms as per international quality standards for this project. c. The SI should clearly indicate up front what are the deliverables which will go through internal review, what type of expertise will be deployed for these reviews and what are the deliverables which will follow the quality assurance plans. If any of the deliverables are not acceptable to HAL or its appointed experts, it will have the right to seek deployment of experts from SI/OEM to review the deliverables. 6. Mechanism to adopt feedback/audit findings: There are three types of feedback for the deliverables from the statutory / Government agencies, from the users/stake holders of HAL and from the internal experts of the SI/OEM. The following is expected from the SI on these feedbacks/audit findings. a. All the feedback will be discussed with HAL and based on the guidance of 10

11 HAL, will be incorporated into the project b. Since the feedbacks/audit findings for any rework is by nature correcting the inadequacy of quality of the work produced in the first place, additional effort incurred by SI towards these reworks will be without any obligation to HAL. c. SI has to build in adequate mechanisms to control the risks of time over runs possibly due to effort required to rework bad quality deliverables d. SI has to indicate in the beginning and during the start of each phase how it plans to take feedback and the mechanisms to incorporate the feedbacks into the project plan and deliverables. SI will report to HAL how the feedbacks have been incorporated into the project deliverables and take a sign off from the designated authority of HAL. 7. Issue Management: An issue is a formally identified matter that may hinder progress on a project or program and about which no agreement has yet been reached. Those items that require documentation, formal investigation and approval should be managed as issues and this Issue management methodology has to be proposed by the SI. 8. Since this is a fixed price project with clearly identified scope of solution and services, the SI is expected to complete the project without raising any requests for change and seeking the payments for them Obligations of ERP OEM i) Supply of ERP Software & Licenses The ERP Product OEM will be responsible for supplying the latest versions of ERP application licenses and related software, integration tools and support the Bidder for installing the same. The licenses shall be supplied by the ERP Product OEM only on the basis of written requisition of HAL. The ERP Product OEM shall carefully consider the functional scope of work and support the SI in providing a solution (base ERP software/ industry and/ or functional solutions) that best meet HAL's requirements. HAL is a complex organization conducting design, manufacturing and MRO of Aircrafts, Helicopters and Aeroengines. Looking forward, the HAL expects this project to be the source of providing business intelligence to aid in strategic decisions. 11

12 The ERP product OEM shall provide necessary assistance to the System Integrator for achieving the functionalities in the Software so as to meet the Business Expectations as mentioned in this RFQ. A tentative list of Broad Business Expectations is placed at Annexure S2 and tentative details are also available under FRS (Annexure S4). For this purpose, ERP Product OEM should deploy senior business consultants (as per Annexure R1J) and also assist the SI in deploying the Subject Matter Experts (as per terms of this RFQ) to drive the following as mentioned under para 1.8.3: Process Standardization and Optimization Process Simplification Enhancement Decision Support System using BI Centralization Planning Methodology Integration with other Applications The ERP Product OEM shall supply: Core ERP software & licenses (Latest version). Advanced/Additional modules & related components software & Licenses (Latest version) such as Crystal Report, Oracle Autovue as required. Tools, accessories, documentation and provide a list of the same. Tools and accessories shall be part of the offered solution. Product Documentation: Two sets of Product Documentation in soft copy to be supplied along with licenses and shall include but not limited to following: Technical manuals Installation guides User manuals System administrator manuals Toolkit guides and Troubleshooting guides All the above documents mentioned or any other standard documentation for the product should be included in the cost of the license. Hardcopies of documents, if any requested by HAL, shall be provided. All the tools, accessories, software and 12

13 media supplied under the contract shall be original copies and warranted against damages or not working, for 90 days from the date of installation and will be replaced without any cost to HAL. Add-on Modules should have sufficient provisions to meet the functionality &business requirement keeping the ERP user licenses as mentioned above. ii) Software Maintenance Support The ERP Product OEM shall provide support, maintenance & upgrades for all the software products versions (ERP Licenses) supplied as mentioned in the Bill of Material as mentioned in scope of work section iii) Leading Business Process Transformation HAL strongly feels that the success of this project to derive optimum Business benefits depends on Business Process transformation exercise. This exercise will require inputs on the best practices being followed on IFS Platform globally and also in other Public Sector Units along with Technological capabilities built in the IFS Solution to integrate with the other devices such as Barcode scanners etc. Therefore, it is obligated that OEM will assist SI in identification of suitable Subject Matter Experts in line with the qualification criteria mentioned in the RFQ and also associate with the Subject Matter Experts to devise the Framework Formulation. ERP Product OEM shall deploy Senior Business Consultants along with the System Integrator project team to drive the overall business process standardization and Optimization. iv) Participation in Program Management Office HAL s experience in ERP implementation indicates that strong project governance is critical to timely and successful completion of the project. ERP Product OEM s participation in the Program Management Office in the following areas is mandatory: a) Program Manager The program manager from the ERP Product OEM need to have a deep understanding of offered ERP product and Solution, identify the top issues, and drive the resolution process.hal expects the ERP Product OEM Program Manager shall work towards a timely delivery of the ordered activities in accordance with the terms as set forth. The Program Manager should focus in these areas during ERP project implementation 13

14 Insight on achievement on Business benefits intended from this project and to steer the vision accordingly To ensure that the information required at various levels to assist in strategic decision making starting from Board of Directors, CEOs and GMs level is met in a efficient way using tools like Dashboards, BI reports etc. Identifying potential areas for performance improvement of the core business processes, technical stability of the ERP solution, data consistency and stable operation of critical interfaces and operations readiness. Identifying potential areas for optimization of ERP Software solution. Coordinating the support process for ERP solution till the start of AMC and Support phase. To co-ordinate & resolve the issues raised by implementation team, requiring intervention from IFS Global R&D. Implementation of recommended actions (including providing reports on support related topics) resulting from ERP's deliverables. Provide guidance to support team on the use of ERP tools, if required. Work with project team in sharing relevant best practices with End User Team. The services should also include the following: Project Review and Monitoring Drive Quality Review Process Participate in Project Steering Committee meeting and CAB Meeting Escalations to steering committee and CAB Oversee Change Management b) Organization Change Manager ERP Product OEM shall deploy one senior Change Management Consultant, who will define and drive the Change Management strategy evolved from Business Process Transformation across the HAL, seamlessly aligned with the implementation methodology. The Change Manager from ERP Product OEM shall conduct the assessment, recommend strategy for Change Management, align the change 14

15 management program with the implementation methodology and coach change agents of HAL on how to drive change across all units. The key deliverables are: Getting the sponsoring leaders to align on the benefits, goals, metrics and accountabilities Getting business unit managers to own the success of the implementation and to drive the realization of benefits Change Management along with HAL Team Preparing, training, and supporting the power users who will be using the system regularly to input data and conduct business transactions. Availability of the System, Confidentiality and Information Security aspects Integration of ERP with different systems of HAL including PLM v) Project Review Project Review will take place at the end of each phase of implementation. Project review should cover project management, implementation road map, key deliverables of the phase, and critical success factors. This is required at the end of each major milestone defined in the project. vi) Business Blueprint Review The solution review should cover the application design and business process parameters. The objective of this exercise is to review the business blueprint / model proposed / gaps identified inert system. The review team should make suitable recommendations towards use of ERP functionalities and features and shares the practices followed in other similar implementations. The ERP Product OEM should carry out solution review at the end of critical phases in the project. This review should be conducted in the functional area (functional modules) identified and across these modules for the purpose of integration. vii) Technical Review Technical Review will be an analysis of the technical implementation components and operational procedures, such as security, backup, performance management, 15

16 printing, and desktop operations. This review shall be conducted after each go-live as per the scope of work. viii) Development and Customization Review Development and Customization Review will help determine whether the design and customization adheres to proven standards such as upward compatibility where custom developments or enhancements to the ERP systems are planned. The scope of this review will be to study programs and applications that have been developed explicitly for HAL (Customizations). The feedback provided will mainly deal with ways and means of optimizing the custom developments to achieve better performance. ix) Hardware/ Infrastructure Sizing ERP Product OEM shall certify the hardware sizing for the Production setup prepared by the System Integrator as mentioned in section Such sizing shall necessarily factor optimal re-use of HAL s existing hardware inventory. The sizing estimates must consider all aspects of sizing such as server configuration, storage, network, type of platform, number and type of users, HAL s expected service levels, desired response time etc. HAL also expects that the sizing estimate is backed up by appropriate testing undertaken by ERP Product OEM to validate the sizing estimate (Ref Annexure R2A format of Test Certificate). x) Transfer of Source Code ERP Product OEM (IFS) will transfer the complete source code to HAL subject to the confirmation that the source code provided by IFS will not be used for any unauthorized purpose/ IPR infringement. In case the policy of ERP Product OEM does not allow transferring the source code, the ERP product OEM shall arrange for an Escrow Agreement with HAL, at no cost to HAL, through a reputed Indian Agency. The source code has to be verified jointly by HAL and IFS before entering into the agreement. The Escrow agreement, if required, to be formalized before or during Project Finalisation Phase. The SI shall submit an agreement letter from ERP Product OEM acknowledging the scope of work as detailed in this RFQ and confirmation to Obligation of ERP OEM as indicated in Annexure R2C of RFQ. 1.6 High Level Scope of Work 16

17 Following is the high level scope of work. Detailed Activity wise scope is mentioned in subsequent sections. 1. To undertake Business Process Transformation exercise to arrive at Framework formulation so as to meet and exceed the Broad Functional Expectations (refer Annexure-S2) through filling up of gaps. An indicative list of Processes of major functional areas is placed in Annexure-S3 (Business Processes Implemented in existing ERP), which is followed in present IFS (ERP) system implemented at various Divisions. 2. To provide the ERP solution for meeting the Functional Requirements Specifications listed under Annexure-S4. The list of the Functional requirement, at Annexure-S4 is indicative and the associated requirements are not explicitly mentioned. In addition, the solution must also cater to all the business requirements arising out of BPT stage. 3. To ensure that the offered solution (along with hardware platform) will match the Technical Requirement Specifications listed under Annexure S5. The sizings mentioned in the document are the bare minimum and the bidder shall offer the required sizing to comply with the following. Commercials to be considered accordingly in the proposal. The offered sizing shall meet the required performance parameters given by HAL, in the above document, during pre-despatch inspection. The Sizing shall be assessed and certified by the ERP-OEM for the offered solution. The ERP-OEM shall submit a Certificate of Guarantee stating that the offered hardware platform (including make and model) will meet the required performance parameters in production servers up to fully loaded condition with users. 4. To establish Project Office, Test Environment, Development & Production Environment, DR setup for the complete requirement of this project as per guidelines mentioned under Technical requirement in the Scope of Work. 5. To implement and roll-out the ERP software along with all its components including required training across the HAL Production units, R&D Centres and Offices. Also to 17

18 make the solution available to the stake holders such as Suppliers and Customers as per the functional scope. 6. To undertake the Change Management programme, so as to bring in control, manageability and required buying-in among the stake holders required for effective implementation and transition. 7. To undertake data and application migration activity for seamless end user experience. 8. To provide Functional & Technical support for the complete solution till the end of AMC and Support phase complying to, but not limited to, the following: a. Incident/Problem Management Monitoring, Tracking and Closing Incidents / Problems reported by the users b. Configuration & Release Management Maintaining the latest and all previous versions of the software source code configuration and its release management to various environments like Development, Test and Production c. Service Desk Ensure proper manning of service desk as per the SLA requirements d. Service Level Management Maintain, Track and Control Service Level agreements as defined by HAL e. Capacity Management - Ensure optimum capacity and its availability of various resources to meet the service requirements Activity wise scope of work is detailed below: 1.7 Project Preparation Phase The major activities / deliverables during this phase would be as follows: Formation of Teams/Committees Activity: Formation of Teams/Committees Project Preparation Phase Scope The Bidder shall provide list of personnel from SI and OEM for various committees and teams for the project. SI has to setup a Project Management Office with the following structure during the entire project duration from project launch to project post-implementation support: Steering Committee consisting of the HAL s top management, CEO from the SI, CEO/ Senior representative delegated by CEO from IFS 18

19 India and Representative from IFS Global at the Director Level (on as required basis). The Steering committee will conduct monthly review of the project progress, Risk parameters (if any), Resource requirements, immediate next project steps, and any obstacles in project. The Steering committee meeting will be a forum for seeking and getting approval for project decisions. All relevant records of proceedings of Steering Committee should be maintained and shared with the Steering Committee and Project Management Office. Other than the planned meetings, in exceptional cases, HAL may call for Steering Committee meeting with prior notice to the Bidder. Project Management Office (PMO), consisting of a Program Manager and Project Manager from the HAL, Program Manager and Functional Integration Consultant (Change Manager) from IFS, Project manager and PMO-in-charge from SI. The Project Management Office would do weekly and monthly meetings and provide weekly and monthly reports like Progress against the Project Management Plan, Status of all risks and issues and status of Testing. Other than the planned meetings, in exceptional cases, HAL may call for meeting with prior notice to the SI. The formats and contents of the weekly and monthly progress reports will be finalized at the start of the project preparation phase. HAL reserves the right to ask the SI for the project review reports other than the standard weekly review reports. Business Process Transformation (BPT) Team will consist of Subject Matter Experts hired on mutual agreement between SI and IFS, Representatives from IFS, SI and Team of FUNCTIONAL EXPERTS from HAL. Core Group, consisting of functional experts, technical experts and infrastructural experts provided by the SI and IFS, Members from the Functional Expert Resource Pool and ITSS Members from HAL. Power User Group consisting of the end users/power users in HAL, and the support team (resources from both HAL and SI). The Qualification and Experience of all the personnel should be in-line with the details as at Annexure-R1J. The CVs of all the personnel to be submitted at the beginning of project preparation phase in the format mentioned at Annexure- S11. HAL reserves the right to request for a change of resource, if HAL is not 19

20 Team Criteria satisfied, any time (even post-approval) due to capability and/or performance limitations/unsuitability or any other constraint decided by HAL. The SI shall promptly provide substitute for the same by providing forthwith similar or higher experience, qualification and capability. In case, there is a requirement for substitution/change of resource by SI/OEM, the same shall be effected with due approval from HAL and SI/OEM shall ensure smooth transition at no cost to HAL. Further, the SI/OEM shall, at no additional cost to HAL, augment its resources to recover implementation gaps and delays whether in the opinion of HAL or in its own opinion, as the case may be. The CVs of Subject Matter Experts to be submitted at the beginning of project preparation phase in the format mentioned at Annexure-S11. SI must ensure that proposed SMEs are decided in consultation with OEM (IFS).Various Project Teams and committees consisting of HAL, SI, and ERP OEM will be notified with respective responsibilities. NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Providing list of SI/ OEM 1. Formation and 1. Nomination of personnel for different teams notification of teams Program Manager, 2. Providing detailed CV of all in consultation with Organization Change team members proposed to be IFS and SI. Manager and other associated with the project OEM Representatives (including Subject Matter for various teams for Experts for BPT) the project. 2. Assistance to SI in identification of suitable Subject Matter Experts in line with the qualification criteria mentioned in the RFQ Project Charter Activity: Project Charter Project Preparation Phase Scope The Bidder should prepare the Project Charter consisting of: Implementation Methodology. 20

21 Team Criteria Project Organization chart. Detailed Project Schedule with a detailed Project Plan detailing all tasks including the person in charge, resources allocated, timelines for each activity (within the phase timelines accepted by the SI in Annexure-R2H), milestones, black-out period and deliverables. Project Risk Management Plan. Project governance mechanism including Escalation Procedures. Resource deployment plan. Help desk setup & operation Plan. Minimum 20% of the team should be from OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Preparation of draft project 1. Approval of Project 1. Review & Feedback charter Charter. 2. Presentation at Required Levels 3. Revision(s) by Incorporating feedback from stakeholders 4. Getting approval from HAL Project Office setup Activity: Project Office setup Project Preparation Phase Scope The Bidder should setup the project office at a location provided by HAL in Bengaluru. The space allocated for project office may be in multiple premises with nearest network connectivity within approx. 500 meters. The project office setup will comprise seating space for 40 personnel from System Integrator, OEM and HAL (including min.15 personnel from HAL). The bidder should make necessary infrastructure setup for the project including office furnishing, computers/laptops, project management software tool, printers/multi-function Printers, UPS, Network points/components (Active and Passive), projectors, stationery, accessories etc. required for the smooth conduct of the project. In addition, bidder shall also setup necessary infrastructure (Projectors, White board, furniture etc.) for adequate number (Minimum 3 nos.) of discussion rooms. The project office should also have facility (including desktops) to provide hands-on training for a batch of 20 personnel. HAL will provide covered 21

22 office space with basic amenities. Minimum infrastructure requirements for project office are detailed in Annexure-S15. The SI is responsible for installation and maintenance of PMO setup during the project and will be the single point of contact for the same. In addition, the bidder should maintain a Project Management Portal for showcasing Project Milestones/status online during complete Project Life Cycle. Team Criteria NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Supply and Installation of all 1. Providing covered infrastructure components office space with including hardware and basic amenities software required for Project Office setup. 2. Supply and Installation of all infrastructure components required for Discussion rooms. 3. Managing and maintaining all infrastructures in the project office and discussion rooms till the end of support period Training Strategy Activity: Training Strategy Project Preparation Phase Scope SI shall submit a document containing training strategy with the following information: Team The facilities, support materials and program including mode of training (standard/ self-paced). List of training areas for training to be provided to Core team, end users and technical users. Duration, frequency and venue of training. NIL 22

23 Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Preparation of draft training strategy 2. Revision(s) by Incorporating 1. Approval of Training Strategy by Project Management Team. feedback from project management team 3. Getting approval from Project Management Team Familiarization training Activity: Familiarization Training Project Preparation Phase Scope The SI should provide familiarization training of minimum 5 days to the HAL s ITSS and 3 days to Core Team members with the aim to provide an overview of the solution and understand the capabilities of modules. The training should cover at least the following areas: IFS Application overview System functionalities (for each module) and basic configuration System Security features Business Intelligence and KPIs Introduction to reports, interfaces, customization, forms, Administration, Access Control and workflows etc. Team Criteria NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Conducting familiarization 1. Deputing the training for HAL s Core participants for the group. training 2. Providing Training material, Attendance reports and participant feedback forms to HAL. 23

24 1.7.6 Specialist Training Activity: Specialist Training Project Preparation Phase Scope a) To Provide Specialist training for 2 weeks duration for 15 HAL Personnel by OEM Specialists, on Core ERP Technology Areas. The main objectives of specialist training are: To understand the detailed IFS architecture to assess feasibility of process mapping to meet business requirements To explore capabilities of IFS ERP solution to integrate with third party and in-house developed applications To learn global best practices in aerospace /manufacturing industries based on previous experience of global IFS team To understand and assimilate effective use of KPIs and Business Intelligence tools to facilitate Corporate Performance management decision making. The Specialist training on Core ERP Technology Areas should cover the following: IFS Product Technology - Foundation Layer, Layered Architecture, Customization (Development outside the core) possibilities in the latest IFS Application version that would get implemented. Interaction with Research & Development teams to understand in depth the Integration layer of IFS (IFS Extended Server) and various options available for interfacing with 3rd party products and technologies such as Barcode, Single sign on, PLM, Biometric Attendance, in-house developed applications etc. Use of IFS Solution Manager to manage large number of application messages and queues. Configuration, tuning and troubleshooting of IFS Middleware server including Oracle Weblogic as an embedded platform IFS Advanced System Administration training, segregation of duties, GRC, IFS Security Framework New features in latest version of IFS Corporate Performance Management and business decision support 24

25 systems Site visit to one Global Aerospace Industry The training must be arranged at Global Aerospace / R&D Center of Excellence of OEM. Appropriate training materials and practice exercises to be provided. Training feedback should be taken after each session and inadequacies if any to be addressed. The bidder to arrange for Training Space, Boarding, Lodging and Local Conveyance for all the participants during the Training, without any additional cost to HAL. Cost towards travel for HAL personnel will be borne by HAL. Team Criteria Team of Specialist trainers will be 100% from OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Coordinating between 1. Deputing the participants 1. Conducting specialist OEM and HAL for for the training training for HAL s successful conduct of 2. Coordinating travel, identified teams. training boarding and lodging for 2. Obtain feedback from HAL personnel participants and address inadequacies, if any. 3. Providing training material to participants Training Server Activity: Training Server Project Preparation Phase Scope The SI shall establish a training server of the base ERP product at HAL s premises for HAL to have hands-on experience of the configured standard processes of the product. The training server should comply with the minimum hardware specification mentioned in Annexure-S9A Sl. No 3. At this stage no software licenses will be procured. Team Criteria NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Supply and Installation 1. Acceptance certificate of Training Server with 25

26 Base ERP Product. 2. Getting acceptance certificate from ITSS Phase Deliverables The deliverables for this phase shall include infrastructure and signed off documents covering but not limited to the following: 1. Composition of various teams/ committees with roles and responsibilities. 2. Equipped Project Office 3. Approved Project Charter 4. Training Strategy Document 5. Familiarization Training for the ITSS and Functional Expert Teams. 6. Specialist Training 7. Training Server setup 8. Project Management portal showcasing Project Milestones/status online. 26

27 1.8 Framework Formulation Phase The major activities / deliverables during this phase would be as follows: Business Process Study (As-is) Activity: Business Process Study (Asis) Framework Formulation Phase Scope To carry out an As-is study of existing processes of HAL. To visit all departments in the HAL Divisions considered for pilot implementation phase, interact with functional users and IT coordinators for the purpose of this study. For other Divisions, a concise study can be made on changed processes by way of brief interaction with IT Team. This Business Process Study will enable the Project Team to get first hand understanding of the business processes that will be implemented at HAL through the Integrated Solution. It would also help them understand the specific role played by each module / system in the existing ERP and identify other existing on-erp systems, which would be retained after implementation of the Integrated Solution. Team Criteria NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Conducting As-is business 1. Coordination by ITSS and process study for all HAL Divisions covered in pilot phase. Divisional IT heads of pilot Divisions. 2. Preparation of draft As-is 2. Sign Off by HAL Project document. 3. Presentation to HAL s ITSS, Management Team functional experts and Project management team. 4. Revision(s) by incorporating feedback. 5. Getting approval from Project Management Team 27

28 1.8.2 Technical Training on Business Intelligence Tool Activity: Technical Training on Business Framework Formulation Intelligence Tool Phase Scope This training will be of 1 week duration including architecture, modeling, Report/ KPI/ Dashboard development, Data Extraction from ERP and other systems etc. for 15 HAL personnel and will be provided by ERP OEM. Appropriate training materials and practice exercises should be provided for the team. Theorem should obtain training feedback after each session and address inadequacies if any. Note: SI need not to bear any Cost towards travel expenses, boarding, lodging etc. for HAL personnel, within India Team Criteria Team of trainers will be 100% from respective OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Coordinating between 1. Deputing the participants 1. Conducting BI training OEM and HAL for for the training for HAL s identified successful conduct of 2. Coordinating travel, teams. training boarding and lodging for 2. Obtain feedback from HAL personnel participants and address inadequacies, if any. 3. Providing training material to participants Business Process Transformation Activity: Business Process Framework Formulation Phase Transformation Scop e This exercise is to be led by SME (Subject Matter Experts) as per Experience mentioned under Annexure-S7 and supported by senior Team members from ERP OEM. SI will have to take approval of HAL for deputing SME as per the Annexure- S7 and other team members of BPT Team. Based on the As-is Business process study, the exercise, should identify and suggest opportunities and options for Business Process Transformation (BPT). 28

29 This BPT effort should result in Business Process Optimization across the enterprise like removal of non-value added activities, automated steps wherever applicable etc. The BPT team shall augment the findings of As-is study with best industry practices and HAL requirements, and arrive at proposed global business template. The team should provide multiple process mappings for each business activity with corresponding benefits and challenges. The team should also identify the processes which are not mentioned in the As-is document, but are required for completeness of the Integrated Solution. The team shall prepare and submit the entire end-to-end integrated business process and workflow chart with granular activities and integration of the proposed ERP solution with other applications/ systems. The team shall suggest optimum strategy for rolling out Global Business Template. The business process features available in existing IFS ERP should be made available, either as it is or with improvement in the upgraded solution. A brief listing of existing IFS ERP process is placed at Annexure-S3. In addition, Functional Requirements as listed under Annexure-S4 shall be provided in the upgraded solution. The list of the Functional requirement, at Annexure-S4 is indicative and the associated requirements are not explicitly mentioned. In addition, the solution must also cater to all the business requirements arising out of BPT stage. The functionalities which are not mentioned in the shared existing processes but are required for completeness of the optimal Integrated Solution shall form the part of the Functional Scope and have to be provided at no additional cost to HAL. It will be the part of the exercise undertaken by the BPT team to arrange for inputs through various workshops and also the buying-in for the best re-engineered solution. Adequate number of such workshops to be planned considering the size of the organization. BPT activity will focus on the following: Process Standardization and Optimization ERP Product OEM shall deploy senior business consultants along with the System Integrator project team to drive the overall business process standardization. HAL has units having various processes running, ERP Product OEM should be able to 29

30 recommend HAL on how to standardize and harmonize the business processes based on standard and global best practices available in their ERP solution. As part of these services provided by the ERP Product OEM, HAL expects ERP Product OEM to focus in following areas during ERP project implementation. Identifying potential area for standardization of business processes in the functional areas covered as scope of this implementation Preparing necessary templates and strategy for standardization and governance mechanism for sustaining the standardization process Change Management Strategy Document Identifying potential areas for optimization (continuous improvement) of ERP Software solution. Forming a systems group, for executing and maintaining the standardization program. Data migration and Cut-Over strategy. Process Simplification The BPT exercise should focus on simplification of business processes by incorporation of state-of-the-art tools like Barcode Scanners, etc. The proposed solution should ensure minimal system navigation and user clicks. This should enable HAL to reduce data capturing effort resulting in improvements in productivity, system usage and performance. A tentative list of components required to carry out the Business process simplification is indicated at Annexure S15 - Components Required for Undertaking BPT. However, these components to be supplied only after written communication from HAL on as and when required basis. Enhancement The team should identify the processes which are not mentioned in the As-is document, but are required for completeness of the Integrated Solution and to incorporate best industry practices. The suggested enhancements shall cater to the needs of all HAL stakeholders including Customers and Suppliers. Decision Support system using BI The BPT exercise should include the design of Business Intelligence (BI) landscape in HAL with capability of providing on-line information to facilitate strategic, tactical and operational decision-making. 30

31 The BPT exercise should identify &demonstrate standard KPIs used in aerospace industry. HAL shall identify additional KPIs / modification to standard KPIs, if required. The team should work in close conjunction with the HAL functional Experts to identify improvements that could be brought out through the solution and realize the same. The team shall identify the baseline/benchmark for all the KPIs, duly approved by HAL, which will be used for comparisons. The BI landscape should also include design of Dashboards and early warning systems (Alerts) catering to four levels (Board, Complex, Divisional and Operational Levels) of management. The Proactive mail/message alerts should be classified by severity of event and level of reporting for each business process. Centralization As part of the BPT exercise, the BPT team should provide master plan and methodology for centralized single instance ERP implementation with unified Master data like Parts, Suppliers, Account Codes, and Work Centers etc. This should include detailed Data Migration Strategy with type of data to be migrated and strategy for unification of code across HAL and Data Cleansing and Formatting. This shall be in line with the requirements mentioned in the activity mentioned under i.e. all master and transaction data to be migrated for seamless experience of the user. Planning Methodology The BPT exercise should particularly focus on incorporating an industry standard planning methodology aligned with the HAL corporate mission of global competitiveness and world class performance standards. This planning methodology should enable HAL to execute MRP for different intervals to arrive at Purchase/Production plan, configure Production Schedule, and daily/weekly/monthly work center wise loading plan with rescheduling features. Integration with other Applications Over the years, HAL has developed/procured various application systems to support its business. These systems provide certain business benefits to HAL, which HAL intends to improve from the proposed solution. Indicative list of applications is given in Annexure-S8.BPT Exercise will device action plan for integration of such system with proposed solution, to derive the best business benefits. 31

32 In cases where data has to be transferred from IFS to another application, SI shall ensure availability of required data as per mutually agreed formats/mechanisms such as CSV, XML, web services etc. In cases where data has to be transferred from other applications to IFS, HAL shall ensure availability of required data as per mutually agreed formats/mechanisms such as CSV, XML, web services etc. and SI shall ensure the transfer of data to IFS.SI shall provide appropriate middleware/ monitoring mechanisms to ensure uninterrupted data transfer across the platforms. SI shall develop necessary integration scripts, with support from HAL, required for integration of existing applications like Divisional Production/Finance/IMM/HR Dashboards, e-procurement integration, MAT/PAR, PLM etc. with the newly implemented solution to ensure un-interrupted services for end users. Proposed Global Business Template to be arrived after Multiple level discussions across the functional experts and users of Harland shall cover the following: Multiple process mappings (based on practices followed by Aerospace Companies in supply chain, manufacturing, planning, MRO etc. and practices followed by Maharatna Companies in the areas of Materials Management, Finance, HR etc.) for each business activity with corresponding benefits and challenges, including detailed process map for required enhancements to meet the Broad Expectations and fill gaps. KPIs to be measured and monitored at various levels for each business process Detailed Data Migration Strategy for consolidation of data (Master & Transactional) across HAL Divisions. Strategy for unification of codes across HAL as appropriate. Strategy for Data Cleansing and formatting. Mapping of Overall Organization structure in the Integrated Solution Mapping of proposed Business processes to Integrated Solution capabilities/features Definition of parameters for system configuration. Details of Customizations to be done. Proactive mail/message alerts classified by severity of event and level of reporting. 32

33 Details of reports - standard and customized with templates. Details of applications integration approach Defining reports from the system leading to adherence to Governance and Risk Compliance (GRC) Norms and Enterprise level Integrated Financial Parameters. The BPT team will make presentations about proposed business template to HAL s Functional Experts Team which will select the process to be implemented out of the multiple process mappings suggested. After incorportaing the suggestions, BPT team will make presentations to the following HAL teams: (1) Divisional COMs (Committees of Management) of pilot Divisions (2) Complex COMs (For Divisions other than pilot Divisions). After incorporating the suggestions of the above HAL teams, BPT team and Functional Experts Team will present to CAB the policy changes required for implementing the processes identified in Propsed Global Business Template. After incorporating suggestions by CAB, the proposed business template will be signed off by HAL functional experts team. Team Criteria BPT Team will comprise Subject Matter Experts as per Annexure-S7 and remaining resources from ERP OEM. Responsibility of SI Responsibility of HAL Responsibility of BPT Team 1. Co-ordination 1. Provide strategic 1. Carry out Business between HAL and direction and necessary Process Re-engineering. BPT team. support to BPT team. 2. Sign-off and co-ordination 2. Prepare Proposed Global Business Template. by Functional Experts. 3. Presentation to HAL Functional experts team 33

34 and incorporate the feedback. 4. Presentation to Divisional and Complex COMs and incorporate the feedback. 5. Presentation to CAB about Proposed Global Business Template and policy changes required. 6. Incorporate changes and getting Sign-off from HAL functional experts Organization Change Management Activity: Organization Change Framework Formulation Management Phase Scope SI shall focus on building awareness in HAL employees on benefits of Project Parivartan project, changes (if any) to processes, resolution of issues and employee s concerns. SI shall proactively work with HAL to address the project needs and gain buy-in and involvement of all the stakeholders in achieving the change. During the whole exercise, stakeholders awareness, understanding and commitment to new ways of working should be raised. Change management plan should include the following: Impact Assessment Identification of changes to the current functioning, organization structure, roles and responsibilities of ERP users, current capacities (training to the existing resources) etc. Assessment of change readiness Identification of the extent to which HAL is currently equipped for the change, key potential blockers and enablers within the structure, processes and staff for implementing the changes. Change management approach Assessment and advice on the optimal way of getting from where HAL is to where it needs to be, for successful implementation of the Project and to mitigate all the project risks. Change plan Road map to effectively achieve/implement all the changes for success of the project. 34

35 Team Criteria Change governance Mechanism Appropriate decision making and review structures for current and future changes. Change Management Workshops - SI is required to conduct the Change Management Workshops for all HAL employees in a phased manner in line with the implementation plan. These workshops shall be conducted at HAL premises. The Change Management Workshops shall be conducted for three levels (Workmen, Junior and Senior management) in the Organization. The workshop content and material shall be designed with specific focus on the requirements of each of these levels. SI shall conduct minimum two workshops (of minimum 1 day duration) for each group of employees at each Division / Business unit of HAL. The Change management plan must include parameters for measuring the success of above change management workshops through written satisfaction level of participants. NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1 Preparation of Change 1. To approve management plan document. Change 2 Presentation on change management management plan to HAL s plan document. Functional Expert, ITSS, Project 2. Deputation of Management Team HAL personnel 3 Revision(s) by Incorporating for Change feedback management 4 Getting approval from Project Management Team workshops. 5 Conducting Change management workshops Setup of Development and Test Environments Activity: Setup of Development and Test Environments Framework Formulation Phase Scope The SI shall establish the development environment for this project at HAL premises. Development environment includes all the hardware &software required for training and development and excludes the Production and DR environment. Test environment includes all the hardware &software required for testing of the 35

36 solution. The development and test environment shall be for the entire solution landscape, including Add-on engines & 3rd party solutions. The development and test environments should comply with the minimum specification mentioned in Annexure-S9B. In no case, the sizing should be less than the minimum specifications laid out elsewhere in this RFQ. All hardware components supplied as part of the test and development environment should have OEM support for a period of not less than 7 (seven) years from the date of installation. Along with the bid, the bidder shall submit Manufacturer s Authorization Forms from respective OEMs authorizing the bidder for supplying the items and confirming the technical support for the above mentioned duration. Team Criteria NIL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Supply, Installation and 1. Acceptance certificate configuration of Development by ITSS. and Testing environment. 2. Getting Acceptance certificate by ITSS. 3. Administration and maintenance of the Development and Testing environment. The bidder shall be responsible for taking backups and ensuring security of backup media Phase Deliverables The deliverables for this phase will include sign off documents covering but not limited to the following: 1. As-is Study Document 2. Technical Training on Business Intelligence Tool 36

37 3. Industry best practices for each business process followed /proposed in Herewith multiple process mappings and corresponding benefits and challenges 4. Business Process Template Document 5. Data Migration Strategy Document 6. Change Management Plan Document 7. Change Management Workshop Sign Off 1.9 Conference Room Pilot This Phase aims to arrive at the Business Blueprint byway of defining finer details of Business Process Template, configuring the same in the system and confirm the same with hands-on functional users (Power users). The major activities / deliverables during this phase would be as follows: Application Configuration Activity: Application Configuration Conference Room Pilot Scope The SI should configure the ERP application with required Master Setup/ parameters to demonstrate the standardized (across HAL) Business Process Template. This configuration should consider ERP centralization with reporting/ processing requirements at various levels of organization hierarchy.si shall arrange the required minimum number of Licenses for demonstration / Demo version of the same. Team Criteria 20% HAL, 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1 To Configure the ERP 1 To liaise with SI team to 1 To assist SI and application as per ensure appropriate verify suitability of proposed solution. system configuration application based on training inputs configuration for (ITSS). Business requirements Customization Activity: Customization Conference Room Pilot Scope The SI should customize the ERP application with source code changes required, if any, to implement the signed Global Business Template during the Framework Formulation Phase. The Objective is to present the ERP system to the users / 37

38 functional experts in a format as close to the final system as possible. Team Criteria Note: In case customization is continuing till the time of Business Process Demonstration, proposed activities (step by step) may be presented in document/presentation format and the customization be completed during realization. 20% HAL 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1 To customize the ERP 1 Participate in application as per customization activities Global Business under SI guidance. Template Business Process Demonstration and Review Activity: Business Process Conference Room Pilot Demonstration and Review Scope The SI will demonstrate the configured and customized ERP solution to HAL Functional Users to evaluate the configured application on suitability for business functions, user friendliness, data analysis capabilities and system performance. The SI shall demonstrate the complete solution in an activity wise manner e.g. such as bills payable, shop floor inspection, vendor collaboration etc to the Power Users and Functional Experts. The SI shall create test scenarios step by step in the solution and take the feedback from functional user on mapping of Business function and user friendliness. These activities in conference room pilot phase should be conducted in an iterative manner by fine-tuning the configuration and customization based on functional user feedback. In case of issues involving multiple business functions, the process needs to be discussed and revised accordingly and demonstration has to be repeated. Team Criteria 20% HAL, 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1 To demonstrate 1 To depute 1 To fine tune the solution offering the business functional users based on business requirements functions as from different identified during demonstration. configured in ERP functional areas. application and to 2 To facilitate 38

39 reconfigure / customize based on feedback. 2 Getting signoff for each business process from HAL Functional Expert. 3 Presentation to HAL s functional experts, ITSS and Project management team on feedbacks during the demonstration which are the variations in the signed Global Business template. demonstration the solution. of Finalization of Business Blueprint Activity: Finalization of Business Blueprint Conference Room Pilot Scope Based on the Business Process Demonstration and Review activity, a Business Blueprint document, outlining the final system configuration for each Business process including standard reporting templates and KPIs, shall be prepared and submitted for approval by HAL. Team Criteria 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1 To prepare Business 1 To review the list of issues 1 To assist SI in Blueprint based on raised by stakeholders and preparation of activities conducted in resolution proposed by Business Blueprint Framework Formulation SI/OEM based on activities 39

40 Phase, Conference Room Pilot 2 Give multiple presentations to Stakeholders and obtain Feedback. 3 Revise Business Blueprint 4 To get a sign off of the agreed processes and list of issues (open as well as resolvable) from the Stakeholders. Open issues will be further examined at Realization Phase. Unresolved issues if any at the end of Realisation phase will be discussed in the Steering Committee & CAB 2 Sign off Business Blueprint pertaining to relevant Business Process Cycle (Functional Experts). conducted in Framework Formulation Phase, Conference Room Pilot and Stakeholder Feedback Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: 1. Demonstration of configured and customized ERP Solution for implementing Business Process Template 2. Conference Room Pilot acceptance certificate for each business process 3. Signed off Business Blueprint Document outlining each business process 1.10 Realization Phase During this phase of project, the Bidder will configure and carry out the required customization for the application as per the finalized Business Blueprint. 40

41 The major activities / deliverables during this phase would be as follows: Custom developments and BI Activity: Custom developments and Realization Phase BI Scope SI shall develop all the identified Custom developments as per the Business Blueprint. Any changes necessitated with respect to cross-functional requirements need to be incorporated. These customizations should augment the developments carried out and fulfill the business activities presented in document format during Conference Room Pilot phase. The SI shall also develop all the Dashboards (including identified KPIs) and establish the Business Intelligence (BI) landscape during this phase. The development of BI will be undertaken in such a manner that all HAL units/divisions going Live will be automatically plugged to the BI platform. BI database shall be updated automatically at pre-defined frequencies. The Bidder has to keep provisions of incremental changes in BI from ERP data whenever required. Team Broad scope for BI features will include, but not limited to: Development and deployment of well-designed interface which includes user administration, security and development features to create and maintain reports, charts, etc. Bidder should make a provision to incorporate changes in the BI reports during Go-Live at different phases including Final Go-Live. Sharing of reports/queries, through portal, across the enterprise based on role based access. Creating a Business Intelligence dashboard personalized by job role. Development of charts and/or reports representing key performance indicators (KPIs). User access control to dashboard applications. IT/ End User should be able to develop custom reports. The detail scope of work regarding BI is contained at Annexure-S14. Note: The work relating to this activity will extend beyond the completion of this phase and shall continue till Project Finalization 20% HAL, 20% OEM Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 41

42 1. To customize the ERP application as per Business Blueprint Document and address the issues raised by stakeholders 2. Develop BI Dashboards at Division, Complex and Corporate Level. Incorporate changes in the BI reports during Go- Live at different phases including Final Go-Live. 1. Review the customization activities and BI Dashboards 1. To provide domain expertise and support on customization efforts by SI in application fine tuning and BI. 2. Development Review to determine whether the design, customizations and implementation adheres to proven standards such as scalability, upward compatibility etc Interface / Integration Development Activity: Interface / Integration Realization Phase Development Scope SI shall develop and test all the identified Interfaces/Integration for integrating with non-erp applications as per the Business Blueprint, cutting across the Business functions. A tentative list of applications along with requirements for integration with ERP is available at Annexure -S8. Team Criteria 20% HAL, 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To develop and test 1. Providing technical 1. To provide support on interface/ necessary interface/ inputs for in-house integration by SI. integration facilities developed system. with existing 2. Review the interface/ applications of HAL. integration 42

43 Unit and Integration Testing Activity: Unit and Integration Testing Realization Phase Scope The SI shall demonstrate the realized processes to HAL Functional Users to evaluate the configured application on suitability for business functions and system performance. The SI shall prepare the testing plan for unit testing of each business process, arrange for test data and record outputs. Any changes necessitated shall be corrected and retested. The SI shall also assist HAL team in performing system integration test to evaluate the end-to-end system features. Team Criteria 20% HAL, 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To demonstrate the 1. To perform hands-on 1. To provide support business functions as testing on the solution for HAL/ SI team configured in ERP and to provide feedback / during unit and application. suggestions on Business integration testing. 2. To prepare testing plan requirements fulfillment 2. To fine tune the and scripts, in (Core Users assisted by solution based on consultation with HAL for IT Teams). business unit testing and integration requirements if testing. 3. To prepare sample master data required for testing. 4. To arrange for test data, required record the output and retest after changes Supply and Installation of Infrastructure for Production and DR Setup Activity: Supply and Installation of Infrastructure Production and DR Setup Scope Hardware/Infrastructure Sizing Realization Phase The successful bidder will be responsible for server, storage and network sizing for the Integrated Solution. The successful Bidder would have to identify infrastructure 43

44 requirement specification including requirement for Business Continuity & Disaster Recovery site. The sizing needs to be done keeping in mind the following : HAL s requirement for performance, response time and scalability as mentioned under Annexure-S10A, S10B and S10C to be considered and sizing of IT infrastructure to be arrived by M/s IFS. While considering the Hardware following service Level requirements should also be considered. Guaranteed uptime (not less than 99.99%) During its entire lifespan for the infrastructure with uninterrupted spares & services. Such lifespan shall not be less than 7 (seven) years. M/s IFS should certify the specifications including make and model of the recommended Hardware infrastructure as per Annexure R2C. The bidder would be responsible to conduct necessary site visits of HAL Data center and DR site to ensure that the offered solution will be accommodated and integrated with the existing infrastructure without requirement of any additional materials or services. If any additional material/services are required the same are to be considered during sizing / commercials. Supply and Installation of Hardware The SI should supply and install servers, storages, applicable network components and accessories (e.g. SAN switches, Racks etc.) for the proposed Integrated Solution in line with broad Solution architecture diagram in Annexure-S9. The detailed BOM along with their minimum specification requirements for all supplied infrastructure components is indicated in Annexure-S9A, S9B, S9C,S9D and S9E.The infrastructure as supplied above should cater to HAL s requirement for performance, response time and scalability as detailed below : The server/system should have provision for up-scaling the size (Memory and Storage) by minimum of 100% with additional required components. The storage should have provision for up-scaling the size by minimum of 200% with additional required components. Production Database servers should be configured in Real Application Cluster (RAC) mode. High Availability (HA) mode to be configured for all applications/servers in the production environment. Configuration of DR Site using Oracle Data Guard. All hardware components supplied as part of the production and DR setup should have OEM support for a period of not less than 7 (seven) years from the date of 44

45 installation. The SI should not propose any component or sub-component that is likely to be declared end-of-sale within 24 months of award of contract. If, the OEM declares any of the components or sub-component end-of-sale within the said period, the SI will replace the proposed component/sub-component with an equivalent or better alternative that is acceptable to HAL at no additional cost and without causing any performance degradation and / or project delays. Along with the bid, the bidder shall submit Manufacturer s Authorization Forms from respective OEMs authorizing the bidder for supplying the items and confirming the technical support for the above mentioned duration. The make/family of the Database Server, Application Server and Storage of the supplied hardware should match with the make/family specified in the test certificate submitted along with the bid as per Annexure-R2A. The supplied hardware should comply with pre dispatch inspection requirements as mentioned in Annexure-S10A (Performance Requirements).During Pre-dispatch inspection if it is found that the hardware supplied as per quoted BOM is not able to perform satisfactorily as per the Annexure-S10, the additional hardware and software components required, has to be borne by the SI without any additional cost implications to HAL. The pre-dispatch inspection may be repeated till HAL is satisfied with the performance requirements. The pre-dispatch inspection has to be conducted without any additional cost to HAL. SI is responsible for establishing the DR Setup in such a way that Synchronous Replication between Production Setup & DR is ensured while taking care of complete data integrity and protection from different forms of data corruptions such as Block level corruptions, user level corruptions etc. RPO (Recovery point objective) should not be more than 15 minutes. The DR site is planned at IT Department of Helicopter Division, HAL at Bangalore. The Complete solution must provide high availability, with active-active configuration at Production and DR site, with no single point of failure for the complete system. The Hardware for DR should be of similar family of servers as in the Production environment. HAL will not be responsible, if the Sl has not provisioned some components, subcomponents, assemblies, sub-assemblies as part of bill of material in the bid, and later at implementation stage, requires the same for meeting the functionality or performance criteria. The Sl will have to provision the same, to meet the solution requirements, at no additional cost and time implications to HAL. SI shall provide an integrated solution after due consideration to the compatibility issues between various components. If there is a problem with compatibility 45

46 between components, the SI should replace the components, with an equivalent or better component that is acceptable to HAL, at no additional costs to HAL, without any project delays. The Complete solution must ensure data safety and integrity in the event of communication channel operation failures, software and hardware operability failures. The SI will be the single point of contact for HAL regarding Installation, Configuration, upgrade & maintenance of all hardware (Servers, Storage, Network components etc.) supplied with the proposed solution. Supply and Installation of Software The SI will be responsible for supplying the ERP application licenses and related software, integration tools and installing the same. License requirements are mentioned in Annexure-R3A, R3B and R3D of RFQ. HAL reserves the right of deploying the licenses based on the actual project progress. The licenses shall be supplied by the SI only on the basis of written requisition from HAL The licenses shall be provided to HAL within 2 weeks of such requisition by HAL. The bidder shall supply the latest applicable versions of required software: Complete suite offer software including Add-on modules, IFS Report Designer (for Order Reports), BI/CPM Software, SRM and CRM Operating Systems, Database software Third Party software like Crystal Reports, Backup Software, Virtualization Software etc. The software/ user licenses supplied as above should have perpetual validity. All software/ user licenses shall be in the name of Hindustan Aeronautics Limited. The software licenses should not be restricted based on location/hardware/ application and HAL should have the flexibility to use the software licenses for other requirements, if so required. Along with the licenses, the SI should supply Product Documentation (Hard Copy / Soft copy) including but not limited to: Technical manuals Installation guides System administrator manuals Toolkit guides and Troubleshooting guides/ FAQs for technical and 46

47 functional area. All the above documents mentioned or any other standard documentation for the product should be included in the price of the license. All the tools, accessories and media supplied under the contract shall be original copies and warranted against damages or not working, and will be replaced without any cost to HAL. HAL shall have exchange or swap rights for the ERP licenses and add-ons, permitting the future trade-in of unused licenses or add-ons in exchange for more usable licenses or add-ons of the same value with same discount being applicable. ERP End User licenses offered to HAL shall have the right to use all the features of the ERP as per privileges assigned. Administrator privileges for all hardware/software components including servers, storage, switches, databases, ERP software, BI software etc will be solely with HAL. The SI will be the single point of contact for HAL regarding Installation, Configuration, upgrade & maintenance of all software (ERP software, Add-on Engines, 3rd party software etc.) supplied with the proposed solution. Training a) To Provide training for minimum 4 days duration as per Annexure-S6, for 3 HAL Personnel by Product OEM Specialists, on Solution Technology Areas(OS, Storage Administration, Backup Solution Administration, Network components Administration etc.) preferably in lab setup. The OEM shall provide appropriate training materials and practice exercises for the team. Theorem should obtain training feedback after each session and address inadequacies if any. The OEM shall arrange for Training Space. b) To Provide training for 6 days duration, for 5 HAL Personnel by Database OEM Specialists, on Database Administration (Oracle and SQL-Server Administration). The training to be arranged at OEM training facility. The training should cover administration of database for ERP, BI and other solution components. 47

48 The OEM shall provide appropriate training materials and practice exercises for the team. Theorem should obtain training feedback after each session and address inadequacies if any. Team Criteria Note: 20% OEM, 20% HAL HAL will issue the approval for pre-dispatch inspection of infrastructure components required for production and DR setup only after successful completion of Stage I.(i.e. after successful completion of Conference Room Pilot) Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To arrange for Pre-dispatch inspection of Infrastructure for Production setup. 1. To depute persons for pre-dispatch inspection of production setup. 2. To demonstrate the system 2. Verification of performance capability as production hardware per Annexure-S10A during pre-dispatch. (Performance Requirements) 3. Supply and installation of infrastructure for Production 3. Verify the installation of production & DR setup and DR setup. 4. Provide Installation 4. Getting Installation certificate certificate after from HAL after successful installation at HAL site successful installation at HAL site 1. To verify suitability of infrastructure as per solution requirements. 2. Verify Bill of material and 3 rd Party software usage Preparation of Data Migration templates and Scripts Activity: Preparation of Data Migration templates Realization Phase and Scripts Scope The SI shall prepare scripts / templates for migration of data to new system as per data conversion / centralization strategy and propose data conversion procedures. These scripts shall take care of mapping of existing ERP data with the proposed system data structures. Team 20% HAL, 20% OEM Criteria 48

49 Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To prepare the scripts / 1. Review and test migration 1. To verify suitability of templates for data scripts/ templates under data migration/ migration and test the same. 2. To undertake the testing of the data conversion and migration to the new system, as part of system integration testing. guidance of SI. centralization scripts/ templates Configuration Review Activity: Configuration sign-off Realization Phase Scope The SI shall demonstrate mapping of each business process in the Integrated Solution in detail to HAL team and obtain their feedback and submit for approval by HAL. The SI shall incorporate approved changes, test the same in development environment with HAL team and update the relevant documents including Business Blueprint. All updates should be approved by HAL. Team Criteria 20% HAL, 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1 To demonstrate To review solution configuration To verify the final integrated solution to document pertaining to relevant solution configuration HAL team. Business Process Cycle document 2 To prepare the final (Functional Experts assisted by solution configuration ITSS). document Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: 1. Customization patches on base solution 2. Interfaces / scripts/ Patches for integration of other applications with ERP 49

50 3. Unit Testing Acceptance Certificate for each Business process identified in the Business Blueprint 4. Integration testing acceptance certificate for the complete solution 5. Pre-dispatch inspection certificate for production and DR setup infrastructure 6. Supply of all hardware and software components for production and DR setup 7. Installation certificate for each hardware and software component for production setup 8. Data migration templates / scripts for each business process 9. Review of Solution configuration document 10. Phase completion Certificate based on reviewed solution configuration document Final Preparation Phase This Final Preparation Phase shall be carried out for each Division that shall Go-Live in Pilot and rollout groups. Some of the important activities / deliverables during this phase would be: Training Plan and Go-Live Criteria Activity: Training Plan and Go-Live Criteria Final Preparation Phase Scope The SI should prepare the detailed plan for Go-Live after getting approval from HAL. The Go-Live plan should identify the training requirements and schedule for training the end-users at different locations and different user departments. The SI in consultation with HAL should define the criteria for Go-Live and the timelines for the same. Team Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1 List of activities to be 1. Approve the Go-live completed, as criteria for criteria and training Go-Live. plan 2 Detail training plan including course content, duration, batch size, location and dates. 50

51 3 Getting Approval for Golive criteria and training plan Data Conversion and Migration Activity: Data Conversion and Migration Final Preparation Phase Scope Existing data of all Divisions (IFS-ERP data/ Data required for new ERP functionalities stored currently under non-erp applications) need to be ported into the central database after cleaning, standardizing, harmonizing and correcting the data as required. SI is responsible to collect the data, analyse it and populate into the system. Characteristics of Raw materials and standard parts like specifications, condition, different dimensions to be segregated using Master Data Management (MDM) tools and after vetting by the user data to be migrated to New ERP Example of Raw Material: Specification : Steel - 30KHGSA Condition: Annealed Standard: OST Type= Hollow Bar Description1= Inner Dia Dim1 = 4 Unit1=mm Description2= Outer Dia Dim2 = 8 Unit2=mm Description3= Dim3 = Unit3= All the Divisions Master data need to be Extracted Cleaned Standardized / Rationalized Centralized Harmonized Master data needs to be harmonized with old transaction data, wherever applicable. All old transactional data need to be migrated in the Central Production Server and user should be able to view those data seamlessly in the new system after doing 51

52 necessary corrections in the master data based on the new codification, policy etc. For example, if a part A101 is assigned a central code as B203 during codification, and we need to see all the purchases against the part no B203, it should be possible by issuing a query with the part no B203 to see all the variants (such as A101) and historical data from all Divisions. The SI shall do following as a part of Data migration Extraction The Master data and transaction data pertaining to each Division to be extracted from the respective Division data base based on the Pilot / Rollout priority. Cleaning / Standardization / De duplication / Rationalization Remove unwanted / wrong / duplicate data Standardize similar data / codification Standardize nomenclature / description across Divisions Harmonization New Master data to be updated in the old transactions where old codes existed with provision for referring old master data. Re-codification Wherever required, new codes / naming conventions to be developed. Loading The transformed or processed data needs to be loaded into an intermediate or a staging location before quality testing and migration into Production Database. Quality Testing The validated data will be tested by users as per new business process mapped by checking all the transactions. Also the old transaction will be checked and verified for harmonization and completeness. SI shall also develop necessary integration scripts, with support from HAL, required for integration of existing applications like Divisional Production/Finance/IMM/HR Dashboards etc. with the newly implemented solution to ensure un-interrupted services for end users. Team 20% HAL, 20% OEM Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Identification of duplicate 1. Check the migrated 52

53 /abnormal data 2. Development of scripts for data conversion 3. Migration of corrected data to new ERP 4. Testing and verification of migrated data 5. Migration of Cut-over data, if required 6. Getting certification for completion of migration of data data to ensure completeness by Power Users assisted by IT Teams 2. Certifying completion of data migration activity(core Users assisted by ITSS) 3. Review of Data extraction, Cleaning, re-codification and Harmonization Training to Divisional Functional and Technical Expert teams Activity: Training to Divisional Functional Final Preparation Phase and Technical Expert teams Scope The SI shall provide hands on training to Divisional Functional and Technical Expert teams as follows Training for Divisional Functional Team: This team should be trained in Business processes and features of ERP product in respective modules which have been included in the scope for HAL with special emphasis on cross functional impacts of each activity. Both transactional data entry and master data setup / configuration aspects should be covered. Training for Divisional Technical Team: This training should cover Business processes and features of ERP product in respective modules in ERP, cross functional impacts, master data setup / configuration, data migration scripting, development of ad-hoc queries, reports development, troubleshooting etc. The SI should provide appropriate training materials and practice exercises for the team. The SI should obtain training feedback after each session and address inadequacies if any. The training will be conducted in batches separately for pilot group of Divisions and each roll-out groups of Divisions at a centralized location, preferably Bangalore. 53

54 The SI shall preparation and submission to HAL in adequate copies of the training material and end user manuals. End user manuals should cover how to use concepts (step by step screen shots) for all modules of the solution being implemented. Team Criteria Note: Cost towards travel expenses, boarding, lodging etc. for HAL personnel will be borne by HAL. Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Batch wise hands on 1. Deputation of training during each participants as per implementation phase schedule. separately. 2. Providing of adequate training material 3. Collection of training feedback and report inadequacies if any Users Creation and Authorizations Activity: Users Creation and Authorizations Final Preparation Phase Scope The SI shall create a set of roles for various business activities in consultation with HAL. SI shall define a format for user authorization matrix in line with principle of Segregation of Duties which will be approved by HAL. The SI shall create all users as per the user authorization matrix. Team Criteria 20% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Create a set of roles for 1. Approve Authorization various business activities matrix for each user. 2. Creation of user authorization matrix in line with principle of Segregation of Duties 54

55 3. User creation as per authorization matrix 4. Defining reports from the system leading to adherence to Governance and Risk Compliance (GRC) Norms Training to Divisional End users Activity: Training to Divisional End users Final Preparation Phase Scope The SI shall provide hands on training to Divisional Power users teams and end users as follows Training for End Users: End-user training should cover specific step by step activities covering different functional / process aspects of the system relevant for different end-user segments. Training should enable end-users to independently handle their day to day operations and know the relevant reports / MIS in his/ her respective area of work. The training provided to ERP end users should be of minimum 2 days duration for each functional area. Team Criteria The SI should provide appropriate training materials and practice exercises for the team. The SI should obtain training feedback after each session and address inadequacies if any. The training would be conducted batch wise at each of the Division of HAL under implementation. Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Process-wise hands on 1. Deputation of training to end users of participants as per each Division. schedule. 2. Providing of adequate 2. To provide required training material infrastructure for enduser 3. Collection of training training 55

56 feedback and report inadequacies if any Stress and Volume Testing Activity: Stress and Volume Testing Final Preparation Phase Scope Stress and Volume Testing will take place at HAL data center as per Annexure- S10B (Performance Requirements). The bidder should simulate post-go live environment for users using standard Performance measurement tools. At the beginning of this activity, the performance testing environment and the method of conducting the performance testing to determine system performance against the response time targets will be specified by OEM &SI in consultation with HAL. If the bidder is unable to perform this test but the system performance is satisfactory as per the criteria of Annexure -S10C with full load of Pilot sites, then 10% of the cost of Production Hardware comprising of Database Server, Storage and Application Server (Ref Annexure R3C Item No 1, 2 and 4) will be kept on hold. The payment will be released only after Final Go-live at all locations if the performance (as per the criteria of Annexure -S10C) is found satisfactory. The cost incurred, if any, in order to meet the specified performance criteria, shall be borne solely by the SI. Team Criteria 20% OEM, 20% HAL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Carry out Stress and 1. Review Stress and 1. Assist SI in Stress and Volume Testing as per Annexure-S10B (Performance Volume Testing under SI guidance. 2. Certifying the system Volume Testing in line with approved plan. Requirements). performance report 2. Fixing of identified (ITSS). problem Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: 56

57 SL No. Phase Deliverables 1 2 End-user Training plan Training courses, mode of training, venue of training and schedule of training List of participants Trainer details Schedule and Criteria for Go-Live Parameters to be considered for Go-Live. Sign-offs required for Go-Live. KPI target values and KPI monitoring plan. 3 Definition of cutover strategy and plan Data migration report indicating conclusion of data migration as per the plan Data extraction carried out. Data cleansing undertaken. 4 Data posting on ERP application. The schedule of data loading (master & cut-over data). Process wise Comparison report of data exist in new against existing system System administration document Data management and backup procedures 5 Security procedures User responsibilities Disaster recovery plan. 6 Warranty Management Plan of the complete solution. 7 KPIs/Dashboards for BI. 8 Training Attendance, user feedback and training material. 9 User authorization matrix in line with Segregation of duties (SOD) 10 Stress and Volume Testing satisfactory report if performed 1.12 Go-Live and Hand Holding Phase This Go-Live and Hand Holding Phase shall be carried out for each Division that shall Go- Live in Pilot and rollout groups. Some of the important activities / deliverables during this phase would be: 57

58 Go-Live Activity: Go-Live Go-Live and Hand Holding Phase Scope The SI shall ensure that the data transfer is completed during the black-out period (The period during which ERP Server is not available to end users due to pre Go- Live activities) and new System is released forthwith for the operations to HAL. The transactions that are carried out during the black-out period shall be incorporated by the SI for smooth transition to the new System. The SI shall plan that black-out to be as minimum as possible (in-line with the approved project plan) as it will hamper HAL operations which are very critical. The entire data to be transferred to the new System should be kept ready before start of black-out period. As part of go-live readiness, the SI would be responsible to successfully demonstrate matching of trial balance and balance sheet in old and new ERP system, taking into consideration line items details with values. Adjustment entry provisions on the solution should conform to global best practices. Team Criteria 30% OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Ensure completeness of 1. Certifying the fulfillment Assist SI in Go-live activities data in new system of Go-Live Criteria 2. Demonstrate matching of trial balance and balance sheet of old and new system, taking into consideration line items details with values. 3. Getting acceptance for Go- Live criteria from HAL 58

59 Hand Holding Activity: Hand Holding Go-Live and Hand Holding Phase Scope On-site Hand Holding Support The SI shall provide post Go-Live, on-site, Hand Holding and support for a minimum period of ninety (90) days by deploying on-site support staff at each implementation unit/division. On-site Hand Holding Support should aim at holistic solution for issues reported including educating the user, participating in cross functional discussions and knowledge transfer to Divisional HAL functional and technical team. The changes, if any, that arise during the roll-out phases shall be applied to the Business Blueprint and the latest version to be rolled-out to the already implemented locations and subsequent roll-out locations. The SI shall be responsible for smooth transition between on-site support and helpdesk support. Any issue left unresolved at the end of hand holding will be automatically moved to Centralized handholding support. The Support services during this period shall be provided to HAL at no additional cost. Centralized Hand Holding Support During this phase the Bidder shall provide on-site resources at HAL s centralized location for the following: Provision of software upgrades and patches and resolution of software bugs Training of HAL personnel on upgrades / New features Support to HAL s users through provision of access to telephone / fax / e- mail / Video conferencing. Logging and resolution of problems through deployment of onsite personnel. Assistance with recovery from operator errors, system errors or hardware failures; Operational assistance with special processing events (end of year close off, tax reporting etc.) Enhancement & Bug fixing. Any other activity/ service/ supply as per the terms of Software Maintenance Support(1.14.1) and not covered above specifically Duration of Centralized Handholding Support: The centralized handholding 59

60 support will start after 3 months of first site Go-Live and will continue till the start of Software Maintenance Support Phase as per clause Issue resolution time during handholding Support shall be same as Software Maintenance Support. The Support services under this period shall be provided to HAL at no additional cost. Team Criteria 50% HAL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Deploy onsite support 1. Certifying the Issue team log and issue 2. Maintain the Issue log with resolution. resolution (Divisional IT Head). 3. Latest version to be 2. Participate in rolled-out to the already implemented locations in handholding activity under SI guidance. case there is a change of business blueprint. 4. Smooth transition between on-site support and centralized support Performance Monitoring and Tuning Activity: Performance Monitoring and Tuning Scope Go-Live and Hand Holding Phase Performance Monitoring and Tuning will take place at HAL data center as per Annexure-S10C (Performance Requirements).This activity will be performed after the go-live of the pilot and each of the roll-out groups. If as a result of performance testing, HAL determines that one or more system performance requirements have not been satisfied, then each of these requirements will be recorded as a defect with a severity classification of High. The cost incurred for the fixing of the Problem shall be borne solely by the Bidder and such cost shall not be reimbursed by HAL. 60

61 Team Criteria 25% OEM, 25 % HAL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Comply with 1. Verify the Performance 1. Perform test for Performance Test results performance requirements requirements by and recommend solution incorporating necessary to fulfill the findings. changes in system as suggested by OEM. 2. Getting approval of compliance of performance requirements Audit of the Implemented Solution Activity: Audit of the Implemented Solution Scope Team Criteria Go-Live and Hand Holding Phase Within 1 year of the Go-live of all sites, a Functional and Technical audit of ERP should be conducted by a reputed external Audit agency in co-ordination with HAL and OEM. The Audit agency should be CERT-IN Certified. Prequalification criteria for the Auditing agency are available at Annexure-S18. The Scope of work for the audit is available at Annexure-S19. The deliverables to be submitted as a result of the audit carried as above is listed in Annexure-S17. All corrective actions arising out of audit should be promptly attended concurrently by the System Integrator by augmenting its resources, as may be required, without any additional cost. Joint signed statement by system integrator and ERP Product OEM of having implemented the corrective measures should be submitted to HAL. SI shall submit the compliance report for such audit observations within 1 month of audit being completed. 50% External Audit agency,25 % OEM, 25 % HAL Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Comply with audit finding 1. Review audit report 1. Assistance in performing 61

62 by incorporating necessary changes in system as suggested by auditor. 2. Getting certification of compliance on audit findings and submit to HAL. 2. Approve corrective actions incorporated the audit and implementing recommendations in the solution to fulfill the findings System administration Activity: System Administration Go-Live and Hand Holding Phase Scope The SI shall perform the following system administration activities till the beginning of Software Maintenance support as mentioned in section Installation, Configuration, administration, trouble shooting and performance tuning of all servers (database, applications etc.) Database software installation, memory allocation and usage monitoring Backup, recovery and all other DBA related activities Test the Backup Installation of applications and related tools Database/ERP/Operating System/3rd Party Software patch/service pack updates. Ensuring appropriate knowledge transfer so that HAL team can take care of system administration tasks. Team Criteria The SI will be responsible for requirements like database setup, application patching, operating system patching, database tuning, database synchronization etc. The system administration for the entire solution will be the responsibility of the SI till the beginning of Software Maintenance support as mentioned in section However, HAL resources should be part of system administration team. 20% HAL 10%OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. Carry out all system 1. Participate in system 1. Assist SI to Carry out all 62

63 administration activities administration activities system administration required for complete under SI guidance. activities integrated solution Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: 1. Go-Live certificate as per the criteria set for Go-Live 2. Division wise Issue log and resolution with details of Time of issue registering and resolution HAL personnel who raised the issue 3. KPI achievement report KPI planned vs. achieved Actions required to achieve the KPI s 4. Closure document of all issues raised during the hand holding support Period. 5. Document certifying the matching of line items of the Trial Balance with values. 6. HAL Certified Report for Performance Monitoring and Tuning 7. Audit compliance report Project Finalization Phase Some of the important activities / deliverables during this phase would be: Project Finalization Activity: Project Finalization Project Finalization Phase Scope The SI should confirm successful completion of the project as per scope of work and project documents. The SI should ensure that the Broad Expectations and Key Objectives of the project as mentioned in Annexure-S2 are achieved and Following Key deliverables are handed over to Project Management Team of HAL. 1. Finalized and Approved Standard process template (Business Blueprint) including additional features accepted for implementation 2. Comprehensive Hardware Architecture Map for the proposed solution indicating number and types of servers, storage and related accessories for management of total solution - separately for Production, Development, Quality/ Testing and Disaster Recovery setups. 63

64 Team Criteria 3. Comprehensive Software Architecture Map indicating type, version and number of licenses for Application, RDBMS, Third party software and integration tools for the complete solution - separately for Production, Development, Quality/ Testing and Disaster Recovery setups. 4. Detailed specification of the hardware, relevant networking components, system software, application software, third party software, integration tools and utilities as provided in the Architecture maps. 5. High Level System Design Document for the ERP Application along with detailed Database design Document. 6. List of deployed Reports/ MIS / KPI / Score Card / Dashboards with detailed information 7. Periodic Audit/ Review reports during the Project 8. Latest Setup files for IFS Application, BI, RDBMS, OS and any other third party software/tools 9. CD/DVD of System Manual 10. CD/DVD of Administration Manual 11. CD/DVD of End-User Manual. End-user manual should be updated to include customized features 12. CD/DVD of Context Sensitive Help files. Help files should be updated to include customized features 13. CD/DVD of Documentation for System Backup/ Archival 14. CD/DVD of Documentation for Test Setup creation / updation 15. CD/DVD of Documentation for Creation and Deployment of Formatted and ad-hoc reports including BI Reports 10%OEM Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To prepare and hand over the deliverables to HAL 1. To verify and accept the deliverables 1. Assist in preparing the deliverables Phase Deliverables The deliverables for this phase will include signed off documents covering but not limited to the following: 1. Deliverables as mentioned in the scope 64

65 2. Project Completion Certificate along with Go-Live certificate of all the Divisions as per scope 1.14 AMC and Support Phase Software Maintenance Support Activity: Software Maintenance AMC and Support Phase Support Scope Software Maintenance Support to be provided for ERP and database, for a period of 5(five) years, starting from 1(one) year after final Go-Live or 3 months after key objective fulfillment as per Annexure - S2, whichever is later as part of this contract. For this, required numbers of resources have to be deployed onsite with support from IFS Noida/Global. By agreeing the terms of this RFQ, the SI also agrees to provide support, on placement of order by HAL, for further 5 years at the same rates and terms and conditions after completion of five year Software Maintenance Support period.si should submit an undertaking from ERP OEM to provide support for the ERP Software for a period of at least 7 years from the date of Final Go-Live of ERP, without any obligation on HAL to upgrade to higher version. SI should ensure that the Software Maintenance Support as required for IFS Applications including all its components is arranged from the OEM s resources/ OEM certified resources only. A letter of confirmation on support from OEM to be submitted by SI before first site Go-Live. The Support requirements for the entire solution should be co-ordinated by the onsite support team for AMC and Support Phase. The SLA requirements for Software Maintenance Support are detailed in Annexure -S13. The Response and resolution time to be maintained for issues reported during Software Maintenance support(performance Monitoring & Bug Fixing & LCS - Operations Support) will be as follows: Priority Definition Max Max Response Resolution Time Time High All or part of the Software/Solution is unavailable 1 Hour 6 Working resulting in serious consequences for normal hours Business Transactions for all applicable groups of 65

66 Medium Low users. E.g.; Complete System / a module/ site unavailability tested at site of Production setup, data replication to DR site not functioning etc. Full/ Partial loss of any business critical Software feature for any number of Users. E.g.: Users in a Division are not able to run a particular report, a particular user is unable to create a PO/ Shop Order etc A low impact problem that affects the efficiency of users but has a simple workaround OR Minor errors/ Documentation issues fall into this severity. 4 hours 1.5 Working Days 1 Two Weeks Working Days Unlimited Support from IFS through telephone / Fax / / Video Conferencing /Installation visit as required should be provided as part of the support. OEM shall visit the ERP installation quarterly to ensure the quality of services rendered. Major components of Software Maintenance Support are: Performance Monitoring and Bug Fixing Major activities in this component include : a) System Uptime Maintenance Minimum uptime of 99% per quarter to be maintained for production setup excluding hardware components. Uptime will be calculated based on the following formula: System Uptime= (Total Time Planned Unavailability Service Unavailability) * 100 (Total Time Planned Unavailability) Total Time (TT) means the total hours in the given quarter. E.g. 91x24=2184 hours in the first quarter of financial year (Apr-May-Jun). Planned Unavailability (PU) - means the number of hours in the given quarter during which the Services unavailability is requested by the SI to carry 66

67 out system up-gradation/configuration changes if required and approved by HAL. In such cases, HAL should be given prior notice for planned unavailability at least 10 days in advance. Service Unavailability (SU) means number of hours in the given quarter during which the solution is unavailable for business users due to unscheduled disruption/failure. b) Fixing of Bugs Fixing of Bugs to be ensured as per the response and resolution time matrix mentioned above. Indicative examples for bugs can be: Performance issues: Report/Process which was working fine but has become slow due to data growth. Functionality not working as envisaged in IFS Application including all its components and Database. SI shall provide a helpdesk along with software platform for HAL to report all software bugs with provision for categorization and tracking. Software Maintenance support team shall supply and install bug fixing patches after testing to ensure un-hindered business operations. c) Performance Checking and Tuning The support team should conduct pro-active maintenance and performance tuning for the solution to ensure optimal performance and availability. Daily report on backup execution, Data replication to DR site, system performance parameters like average CPU utilization, memory utilization etc. should be submitted to HAL Help Desk Co-ordinator. Quarterly health checkup should be conducted and detailed report should be submitted on: 1. Whether Replication, Archival, compression etc. are happening correctly 2. Backup s integrity 3. Trend for database growth 4. System consistency with respect to versions, latest patches, etc 5. Recommendations for performance improvement 6. Performance test for a list of business activities as per Annexure-S10C. To perform these tests, mutually agreed open source network analysis tools (like Wireshark) can be used. 67

68 7. To generate report on violation of SoD (Segregation of Duties) as per GRC norms and generation of reports if required as per recommendation of security audit IFS Life Cycle Support (LCS) Life cycle support shall be provided for the integrated solution including ERP, BI/CPM, SRM and CRM to comply with the response and resolution time matrix mentioned above. Major activities in this component include : a) Upgrades for ERP software HAL to be informed in advance about release of all the upgraded versions of ERP and provided with the required software without any extra cost to HAL. SI /IFS will demonstrate the features in the upgraded version on the Test Server. Also a detailed Project plan for undertaking the upgrade along with required customizations will be submitted to HAL. The plan should cover activities involved, different types of manpower required and effort in terms of man days. HAL will review the need for upgrade after considering the scope, Functionality change, customization effort, Data Migration effort, overall cost, etc. Implementation in the Production environment will be undertaken by SI and IFS in case HAL decide to go for upgradation. The cost towards customization if required as per the need of layered architecture and training for the upgraded version will be borne by HAL. All other activities are to be carried out as part of the LCS without any extra cost. In the event of no applicable upgrades for any of the software components within IFS portfolio during the payment period under consideration, SI shall provide a certificate from IFS for the same. b) Security patches and updates for changes in the eco-system All the security patches and updates for the Licensed IFS Products to be provided to HAL as part of the LCS without any extra cost to HAL. Supply and installation of patches will be undertaken only after written approval for testing. The patches and updates should be able to keep up with changes in solution environment like Operating System, Browser, Database, Java Versions, Dot Net, new technologies etc. HAL shall be informed in advance about availability of patches as applicable to the environment. In the event of no applicable security patches/ updates for any of the software components during the payment period under consideration, SI shall provide a certificate from IFS for 68

69 the same. Actual installation of patches in production environment to be carried out after successful testing. c) Compliance with Indian Statutory Requirements. Supply and installation of Product Updates to meet Indian Statutory Requirements in terms of Tax Structures, Financial Reporting etc. Such patch/updates are to be promptly developed, supplied and implemented to match the statutory timelines by IFS. d) User Trainings i. Periodic hands-on training (minimum 2 days per batch) to users on various ERP processes /activities: Training should be imparted to a minimum of 6 batches per quarter (Each batch with users) and rating/feedback by participants to be recorded. The training may be conducted in classroom / video conferencing mode as per HAL requirement. Class room trainings will be conducted at HAL premises in Bengaluru. For all types of training, training materials must be shared with participants through an online mechanism. The training should be imparted by skilled personnel with at least 3 years working experience in the ERP solution. Before each batch of training, nominations for trainers along with relevant credentials (experience etc.) shall be submitted to HAL helpdesk coordinator for approval. In addition, SI shall also provide an online platform for self-paced learning of users. ii. Annual Hands-on Classroom Technical Training (minimum 2 days per training) to HAL s technical team (batch of personnel):the scope of the training will include but not limited to the following: 1) Report Designing and deployment. 2) New Features and Custom Developments 3) Business Intelligence 4) Integration architecture e) Disaster Recovery LCS Team is responsible for switching to Disaster Recovery Setup in the event of non-availability of production setup and recovery of database/ applications in the event of crash. Business continuity mock-drills should be conducted on a yearly basis to ascertain functioning of high availability and disaster recovery. 69

70 Note: A separate confirmatory order will be placed for IFS Life Cycle Support after satisfactory completion of hand holding support (ref para ) and review of IFS Product Version upgrade roadmap Operations Support (Functional) A dedicated Operations support team shall be stationed at a central location in HAL premises at Bengaluru to resolve IFS operational issues raised by HAL as per resolution and response time matrix mentioned above.si shall provide a software platform for HAL to report all software support issues with provision for categorization and tracking. The Operations support helpdesk (onsite) should be operational to cater to the business requirements of HAL. i.e. from 9:00 AM to 6.00 PM for six days every week and skeleton manpower on Sundays/holidays. The broad scope for Operations Support will be including but not limited to the following: Record issues/queries/requests received through telephone/mail, generate appropriate tickets for each issue for further tracking and record solution with user feedback. Troubleshoot the issues reported and identify, implement and document the solution. Educate users on the solution Troubleshoot and rectify reports, custom fields/screens and BI dashboards, test, and get concurrence from IT coordinator Bring to the notice of HAL Helpdesk coordinator, If resolution for any reported issue is delayed Maintain / Update Documentation / user manuals for all changes made to the entire solution Any erroneous operation requiring backend support. Technical Assistance to HAL Support Team in Maintenance of masters Troubleshoot and rectify issues in printing a document/report/ bar code due to change in printer model /printer settings. 70

71 The type/experience and minimum number of onsite personnel required for the support is as follows: Support Personnel with No. of Years of Experience in IFS Solution and associated Technology/ Module Minimum Number of Persons Reqd. Support Personnel on the rolls of (a) (b) (c) Support Consultant (1 to 3 years) 6 SI Senior Support Consultant (3 to 7 6 SI/IFS years) Support Project Manager (> 15 Years) 1 IFS Onsite people should be provided with support from IFS India Team as well as IFS Global. Due to HAL s information security reasons, Production servers will not be connected to internet but can be accessed from any location within HAL Wide Area Network. The personnel deployed for the Software Maintenance Support will be interviewed / tested by HAL for required competencies for the role. SI shall, at no additional cost to HAL, augment the resources to meet support requirements as the need arises. HAL reserves the right to request for a change of support resource, if HAL is not satisfied, any time (even post-approval) due to capability and/or performance limitations/unsuitability or any other constraint. SI/IFS shall promptly provide substitute for the same by providing forthwith similar or higher experience, qualification & capability. In case, there is a requirement for substitution/change of resource, the same shall be effected with due approval from HAL helpdesk coordinator and to ensure smooth transition at no cost to HAL Annual Technical Support (ATS) for Oracle Database SI shall Inform HAL in advance about availability of Security Updates, Patches and Upgraded versions for Oracle Database software. Supply and installation of Security Updates, Patches and new versions/releases of Oracle Database software. When installing in the live environment, compatibility with existing software to be taken care. Access to Oracle Metalink using internet connection. Onsite support in the case of database crash Provide patches through metalink as released by Oracle wherever required Review of Database performance Reports. 71

72 Up-gradation of Oracle Software will be carried out as per the IFS R&D procedures as compatible to the Hardware, other Software and Current version of IFS The L1 support team will consist of a DBA who will address issues and carryout the activities mentioned above. Centralized/Web based training on Oracle Database features by ERP OEM for a period of 3 days annually. Offshore support for installation of additional licenses. Technical literature/documentation (soft copy). Note: Invoice for Software Maintenance Support can be raised on quarterly basis on 01 st Apr, 01 st Jul, 01 st Oct and 01 st Jan or part thereof along with necessary documentary proof for all activities covered in the scope mentioned in Following activities must be completed before raising the invoice for the above activities: a) 95% of the reported bugs( reported in the quarter and carried over from last quarter) and all issues with high priority raised during the quarter are resolved b) All upgrades/ Updates/ Security Patches released during the quarter are handed over to HAL along with the Software, required Software Tools, Procedures and Documentation. Necessary Demonstration on Test Server for updates and in IFS Test Lab for version upgrades is demonstrated to HAL. All Updates/ Security Patches authorized by HAL should have been implemented as of date of raising of invoice. In case no Update/ Upgrade/ Security Patch is released during the quarter, a certificate to this effect from the ERP OEM is to be produced. c) All upgrades/ Updates/ Patches required for Compliance with Indian Statutory Requirements are handed over to HAL along with the Software, required Software Tools, Procedures and Documentation after necessary demonstration on Test Server. All Updates/ Upgrade/ Patches authorized by HAL should have been implemented as of date of raising of invoice. In case of no Update/ Upgrade/ Patch, a certificate to this effect from the ERP OEM is to be produced 72

73 d) DR setup is tested and found working satisfactorily and mock drill for DR setup undertaken during the quarter ending 30th June. e) 90% issues logged under Operational Support (reported in the quarter and carried over from last quarter) and all issues with high priority raised during the quarter are resolved. Team Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To comply with the 1. To liaise with SI/ OEM 1. To provide scope of work as team for Software comprehensive envisaged above. Maintenance Support Software Maintenance 2. SI will be the single point of contact for HAL for all solution related issues. activities (ITSS) support as per scope of work Hardware Maintenance Support Activity: Hardware Maintenance AMC and Support Phase Support Scope SI should ensure that the comprehensive AMC for components of production, DR, test and development setup along with storage solution and Oracle RAC is arranged from the respective OEMs only with 24 X 7 Comprehensive support for a period of 5 years from the date of the acceptance (after installation, commissioning and Trial-run for seven days) by HAL. Support confirmation letter for the said duration and scope from each OEM in this regard should be submitted by the SI at the time of supply. Copies of Support orders placed on the respective OEMs for the said duration by SI shall be submitted to HAL on installation of the Hardware and Database components. The Support requirements for the entire solution should be coordinated by the onsite support team for AMC and Support Phase. In case of any hardware change, necessary support shall be provided to ensure smooth transition of operating environment till the completion of AMC and Support phase. Bidder should submit, along with the bid, authorization letter from OEMs of Servers, storage and backup solution of production, DR and Test & development 73

74 setup, committing back to back technical support with spares availability for at least 7 years for quoted products mentioning tender number against which authorization is being provided. The Bidder shall provide AMC for Hardware and Networking components at the same annual price for another 5 years after completion of 5 years support period if ordered by HAL. The broad scope for Hardware Maintenance Support will be including but not limited to the following: Support for Production and DR site for solution monitoring, management and administration. Quarterly onsite visit by respective hardware OEM for health checkup of all critical hardware components like Servers, Storage and backup solution, report submission and resolution. Inform HAL about availability of fixes/security patches etc. applicable to the Hardware, Operating Systems and Databases. Supply and install patches/firmware updates to keep up with changes in environment like Operating System Versions, new technologies etc. based on request by HAL. Replacement of faulty components wherever applicable. Note: As per HAL IT Security policy, faulty Hard Disks/ Storage Media, if any, will not be returned and will be considered as property of HAL. On-site support by respective OEM for Configuration changes/patch installation in any hardware component. On-site support for Hardware performance monitoring and configuration finetuning, if required. SI shall Inform HAL in advance about availability of Security Updates, Patches and Upgraded versions for Oracle RAC software. Supply and installation of Security Updates, Patches and new versions/releases of Oracle RAC software. When installing in the live environment, compatibility with existing software to be taken care. Minimum uptime of 99% per quarter to be maintained for the hardware components of production setup. Uptime will be calculated based on the following formula: System Uptime= (Total Time Planned Unavailability Service Unavailability) * 100 (Total Time Planned Unavailability) 74

75 Total Time (TT) means the total hours in the given quarter. E.g. 91x24=2184 hours in the first quarter of financial year (Apr-May-Jun). Planned Unavailability (PU) - means the number of hours in the given quarter during which the Services unavailability is requested by the SI to carry out system up-gradation/configuration changes if required and approved by HAL. In such cases, HAL should be given notice for planned unavailability at least 10 days in advance. Service Unavailability (SU) means number of hours in the given quarter during which the solution is unavailable for business users due to unscheduled disruption/failure. For production setup, failure of components in high availability mode will be considered as service unavailable after 24 hours/ next business day of failure even though the component is operational because of high availability. Note: Invoice for Hardware Maintenance Support can be raised on quarterly basis on 01 st Apr, 01 st Jul, 01 st Oct and 01 st Jan or part thereof along with necessary documentary proof for all activities covered in the scope mentioned in Following activities must be completed before raising the invoice for the above activities: a) All Updates/ Patches/fixes released during the quarter are handed over to HAL along with the Software, required Software Tools, Procedures and Documentation. All Updates/ Patches/fixes authorized by HAL should have been implemented as of date of rising of invoice. In case no Update/ Upgrade/ Patch/fix are released during the quarter, a certificate to this effect is to be produced. b) Health checkup during the quarter for critical hardware components like Servers, Storage and backup solution has been completed and all issues identified there-in have been resolved. c) 95% of issues reported during the quarter against Hardware Maintenance Support are resolved. The SLA requirements and penalties applicable for Hardware Maintenance are detailed in Annexure-S16. 75

76 Team Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To comply with the 1. To liaise with SI/ OEM 1. Respective product scope of work as team for Annual OEMs to provide envisaged above. Technical Support / comprehensive 2. SI will be the single point AMC activities (ITSS) annual technical of contact for HAL for issues related to entire support / AMC as per scope of work. solution 1.15 Additional Manpower Support 1.15 Additional Manpower Support Scope SI shall provide on-site additional manpower support as ordered by HAL on requirement basis. The additional manpower may be ordered by HAL at any point after Framework Formulation phase and payment for the same will be done on the basis of actual hours consumed on submission of invoice. The personnel may have to visit HAL locations for system study and user interactions, if required by HAL. Nominations for the resources along with relevant credentials (CV, experience certificate, Copy of consolidated marks card of professional degree, Competency certificate) shall be submitted to HAL Helpdesk coordinator for approval. The deployment of all manpower support personnel would be assessed by HAL in totality (through interview/test) and HAL reserves the right to request for a change, if HAL is not satisfied, any time (even post-approval) due to capability and/or performance limitations/unsuitability or any other constraint. SI shall promptly provide substitute for the same by providing forthwith similar or higher experience, qualification & capability. In case, there is a requirement for substitution/change of resource by SI, the same shall be effected with due approval from HAL helpdesk coordinator and SI shall ensure smooth transition at no cost to HAL. Change Requests: The man-hours quoted can also be used to implement Change Requests by HAL. Effort estimate (in man-hours) to be submitted by SI along with Process, deliverables, solution capability and its justification and the same will be validated by a Committee of HAL to confirm the genuineness of the effort. The Change Request configuration, implementation can be undertaken by SI from an 76

77 offsite location at their Office for which the attendance sheet duly certified by the SI project Manager to be submitted. Additional manpower may be required under the following categories: a) Manpower for Software Development The resources proposed under this category should have minimum of 2 years experience in ASP.NET development with knowledge on IFS Architecture basics. The resources will be used primarily for Development, modification, migration, integration of web based Applications, dashboards/mis etc. b) Manpower for IFS Functional Support The resources proposed under this category should provide functional support for modules like Manufacturing, MRO, Finance, IMM, HR-Payroll etc. and should have at least 5 years of IFS implementation / support experience in case of Team Leads and at least 2 years of IFS implementation / support experience for other consultants. These resources will be used mainly for activities such as functional support for development of custom screens, new reports/dashboards, process study and mapping for new feature implementation, Accounts closing etc. c) Manpower for DBA, Report Development The resources proposed under this category should have minimum of 2 years experience in Database Administration / System administration/ Report Development/ PL/SQL programming with knowledge on IFS Architecture basics. The resources proposed under this category should provide technical support for reports/bi dashboards development, Database/ ERP Application/ Operating System administration, Backup/Recovery etc. Team Criteria Responsibility of SI Responsibility of HAL Responsibility of OEM 1. To comply with the scope 1. To liaise with SI/ OEM 1. Respective product of work as envisaged team for Annual OEMs to provide above. Technical Support comprehensive annual 2. SI will be the single point activities (ITSS) technical support as per of contact for HAL for all scope of work. solution related issues. 77

78 Annexures 78

79 Annexure-S1 Pilot Group: Centralized ERP Implementation Groups Helicopter Division including Helicopter Complex Office Helicopter MRO RWRDC Aircraft Division including Bangalore Complex Office Overhaul Division LCA Division Roll-out Group I : ARDC including Design Complex Office MCSRDC Facility Management Division HAL Hospital, Bangalore TAD, Kanpur Division TARDC Kanpur IJT, Bangalore Accessories Division, Lucknow including Accessories Complex Office Avionics Division, Korwa Roll-out Group III : Roll-out Group II : AMD, Nasik including MiG Complex Office AURDC Nasik AOD Nasik Engine Division, Koraput Sukhoi Engine Division, Koraput Gas Turbine R&D Centre, Koraput Corporate Office Roll-out Group IV : Engine Division, Bangalore AERDC, Bangalore IMGT CMD Avionics Division, Hyderabad SLRDC, Hyderabad Strategic Electronic Factory, Kasargod Aerospace Division, Bangalore HAL Management Academy Foundry & Forge, Bangalore TTI, Bangalore Liaison offices - Delhi, Mumbai, Chennai, Vizag Customer Services - Delhi Barrackpore Division Other units 79

80 Annexure-S1A Proposed Project Plan Proposed Project Plan Stage Activity SOW Ref. Start Month End Month Key Objectives Project Preparation Phase Formation of Teams/Committees Project Charter Project Office setup Training Strategy Familiarization training Specialist Training Mobilization of the Project, Establishment and furnishing of about 40 seater office duly connected with HAL LAN.Conducting required training to kick off. Training Server Phase Deliverables Framework Formulation STAGE 1 : BPT Business Process Study (As-is) Technical Training on Business Intelligence Tool Business Process Transformation Organization Change Management Setup of Development and Test Environments Phase Deliverables Design & create buying-in for the Solution to meet the objectives of Standardization,optimization, Harmonization and centralization of the Processes. Ease of Use and simplification of the Processes. Design of Dashboards for different Levels, Defining of KPIs and alerts. Game changing scenario by use of Integrated Planning, Scheduling and Collaboration with Stake holders Conference Room Pilot Application Configuration Customization Business Process Demonstration and Review Finalization of Business Blueprint Buying In of Solution devised in above phase through a Conference Room Pilot for Hands on Functional Users. Creation of a Business Blue print by incorporation of Required changes suggested by Functional Users Phase Deliverables

81 Realization Phase Custom developments and BI Interface / Integration Development Unit and Integration Testing Supply and Installation of Infrastructure for Production and DR Setup Preparation of Data Migration templates and Scripts Configuration in Development Environment, Testing, Data Preparation, Hardware Installation and Testing Configuration Review Phase Deliverables Final Preparation Phase Training Plan and Go-Live Criteria Data Conversion and Migration STAGE 2 : IMPLEMENTATION Training to Divisional Functional and Technical Expert teams Users Creation and Authorizations Training to Divisional End users Stress and Volume Testing Phase Deliverables Go-Live and Handholding Phase Go-Live Data Migration, Cut Over, User Training Hand Holding Performance Monitoring and Tuning Audit of the Implemented Solution System Administration Go Live for Pilot Site. Hand Holding Support for 90 days on each site after Go-Live and till last site Go-Live from centralized support help desk. This will include all bug Fixing and User Problems resolution. Phase Deliverables Rollout Group1 Rollout Group 1 Master Data Conversion and Migration/Updating Rollout Group 1 Transaction Data Conversion and Migration Rollout Group 1 End User Training to Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-1 sites. On-site Support for 90 days and thereafter support from centralized support. This will include all bug Fixing and User Problems resolution. Rollout Group 1 Handholding Support * Rollout Group2 81

82 Rollout Group 2 Master Data Conversion and Migration/Updating Rollout Group 2 Transaction Data Conversion and Migration Rollout Group 2 End User Training Rollout Group 2 Handholding Support * to Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-2 sites. On-site Support for 90 days and thereafter support from centralised support., This will include all bug Fixing and User Problems resolution. Rollout Group3 Rollout Group 3 Master Data Conversion and Migration/Updating Rollout Group 3 Transaction Data Conversion and Migration Rollout Group 3 End User Training Rollout Group 3 Handholding Support * to Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-3 sites. On-site Support for 90 days and thereafter support from centralised support., This will include all bug Fixing and User Problems resolution. Rollout Group4 Rollout Group 4 Master Data Conversion and Migration/Updating Rollout Group 4 Transaction Data Conversion and Migration Rollout Group 4 End User Training to Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-4 sites. On-site Support for 90 days and thereafter support from centralized support., This will include all bug Fixing and User Problems resolution. Rollout Group 4 Handholding Support * Project Finalization Phase Project Finalization Phase Deliverables Ensure that the Broad Expectations and Key Objectives of the project as mentioned in Annexure-S2 are achieved and Key deliverables are handed over to HAL AMC and Support Phase STAGE 3 : SUPPORT Centralised handholding Support * * Centralised Handholding Support will continue till the start of Software Maintenance Support Phase as per clause

83 Hardware Maintenance Support Hardware Maintenance support shall be provided for a period of five(5) years from the date of installation Software Maintenance Support * 102 Software Maintenance support shall be provided for a period of five (5) years starting from one year after final Go-live or three months after Key objective fulfillment as per Annexure- S2 of RFQ whichever is later * In addition to the mentioned timelines, for each Go-Live site, On-site Support for 90 days and thereafter centralized support till the commencement of Software Maintenance support shall be provided as per clause Note: 1. Scope of work for each of the above phases is elaborated under Scope of Work. 2. The timelines mentioned above in each phase are tentative and in the response (Annexure R2H), Bidder can propose timelines for each phase mentioned above; but the total duration till project finalization phase should not exceed 30 months from the Kick-off. 3. Any bid with total duration till project finalization phase exceeding 30 months will be summarily rejected. 4. Delay in each phase completion, with respect to the above timelines accepted by the bidder will be the basis for calculation of liquidated damages/penalties, post award of contract. 83

84 Annexure-S2 Broad Expectations and Key Objectives of the Project Sl no Broad Expectations from Project Parivartan Existing Gaps/Challen ges Examples Key Objective Fulfillment Criteria 1 Planning : Project based and MRP using 3 year Task Long term/ Short term Project Based Planning at Divisional and Centralized level for Aircrafts / Helicopters using available capacity C Class items to be planned using MRP Rough cut planning and Plant Balance (Load vs Capacity) to be run for few iterations and later when satisfied with Load vs Capacity report, final Project based planning & MRP to be run to get Production Schedule and Loading Schedule. Constraint based scheduling to be considered Weekly Production Schedule can be re-run at the end of the week after entering actual production delays Production Schedule for outsourced items with need dates to be separately printed / viewed for monitoring purpose BOI schedule for purchased items / raw materials with need dates to be run separately considering lead times etc. and will be used for PO generation. Summary of Plant Balance (Load vs Capacity in Hrs) to be printed and Detailed Report of Plant Balance work centre / Function wise like Turning, Milling, Grinding etc. to be printed to Lack of functionality Tracking of complete Aircraft with project based planning Long term / Short Term Planning Constraint Based Scheduling Make v/s Buy Decisions Integrated Manufacturing, Outsourcing and Procurement Planning Plant Balance (Load vs Capacity in Hrs) Auto generation of MPRs based on considering existing stock & delivery schedule Execution of Planning Engine to create - Annual Production(MFG) Plan for at least 2 Aircraft/ Helicopter projects - Annual Procurement Plan for at least 2 Aircraft/ Helicopter projects - Annual Plan for Outsourcing items for at least 2 Aircraft/ Helicopter projects Report for activities leading to shortfall into annual planned production of Helicopter/Aircraft. The activities to be considered based on their critical path and should include - Non-availability of BOI, Raw Material - Delay in loading of supplier Division. - Delay at outsourcing Vendor end. - Delay in Manufacturing/ Assembly at a Work centre 84

85 know the surplus and deficit capacities of machines at the shop floor. Kit Loading Plan and % of component shortage while preparing the kit. 2 Collaboration with suppliers & Vendors SRM portal in the internet side with features like Procurement alerts Payment Status Mail to Vendors on PO Rough-cut and Firm Schedule linked to overall production plan/ schedule Collaboration with Outsourcing Vendors : Vendor can see the Outsourcing Plan generated by HAL with progress Provision to vendor to enter his delivery schedule (Date of delivery, qty etc.), which is to be linked with HAL Production Schedule Provision to vendor to enter receiving dates of Drawing, Raw Material, Tools etc from HAL Provision to link outsourced parts with Aircraft no and Kit no in HAL production schedule to know the shortages Provision to vendor to enter his loading schedule and progress of jobs broadly. Data entered by vendors to be flown to Intranet side by scheduled scripts for HAL MIS reports relating to Outsourcing 3 Customer Interface Selected Data from IFS Server to be transferred to Indian Air Force HAL data Sharing Interface at Intranet about: - AOG, ROH (Cat-D), RMSO data to be viewed by No virtual connectivity No virtual connectivity Production status at vendors facilities Real-time requirement/ specification change alert to vendors Procurement alerts Planning for outsourced parts Payment Status Mail to Vendors on PO Production status of ordered items to Customers Data from ERP to be updated in Intranet Server for Indian Air Force HAL data Sharing Production status and delivery schedule update by a total of at least 10 different vendors belonging to at least 3 different HAL Divisions. Overdue delivery and payment status mail alerts to at least 10 vendors belonging to at least 3 different HAL Divisions. Availability of AOG, ROH and RMSO data belonging to at least 3 Divisions of HAL for 2 Customers. Availability of online Price Catalogue to at least 2 different 85

86 customer and can give his comments for reconciliation purpose. - IAF can update Status at customer end (like BOC- Brought-On-Charge details of items, Stock of items at Customers premises for loan) in CRM portal CRM data to be transferred to Internet for Online enquiry, quotation and order placement, Product catalogue, and Maintenance Manuals and Production/ROH/ delivery status and related data. 4 Online Aircraft Shortage monitoring system (Aircraft Clearance Chart) with drill down facility at Assembly and Component level Lack of Efficient planning 5 Simplification of processes Customization / Implementati on gaps 6 Standardization Heterogeneou s system 7 Efficient, easy use of system Non availability of integrated technology tools like Barcode scanner etc. 8 Seamless flow of inter Divisional Decentralized implementati Interface Production schedule Annual Procurement plan Kit wise shortage monitoring of Aircraft / Helicopter Shop order Inspection (Tagging/ Rejection/ Rework etc.) Modification Compliance Process Uniform Codification for Part master, vendor master, Chart of Accounts etc. Process standardization across Divisions/ units Uniform output formats Integration with Bar Code for: Shop floor operation reporting Material issue Receipt of material from vendors Material Gate passes and security entry Enterprise wide centralized customers of HAL. Availability of Kit-wise shortages monitoring and Aircraft clearance chart for at least 3 HAL Divisions, one of which must be an MRO project. Availability of Mod compliance status for at least 2 different fleets belonging to 2 different HAL Divisions based on data available in HAL Database Uniform formats for MPR, PO and RR across HAL. Single master chart of accounts across HAL. Single vendor directory for entire HAL. Usage of Bar code in at least 3 HAL Divisions for: Shop floor operation reporting Material issue Receipt of material from vendors Material Gate passes and security entry At least 3 centralized purchases conducted 86

87 process on procurement Inter Divisional Transactional Orders (IDTO) Loading to other HAL Divisions for operations Inter Divisional control accounts (IDCA) 9 Integrated Design/ Manufacturing/ MRO view 10 Accountability through enterprise performance measurement Decentralized Implementati on No integration with PLM Lack of process benchmarking and visibility 11 System to ascertain data integrity Absence of complete checks and balances 12 Score Cards at shop, dept, Division, complex, company level to measure health and identify actionable points No integration of BI tools with system Design change alerts to production/ outsourcing/ MRO agencies Near Real-time information flow between PLM and ERP Engineering change Management from Design to Manufacturing Work center wise daily/ weekly schedule Linking the delay in production to reasons attributable to Man, material and machine. Machine Break down Report through Asset Management Functional Audit Observations made during the external audit. (Annexure S12) Process Efficiency scorecards Internal Lead time Benchmarking for MPR to PO process covering at least 3 Divisions each. Online reconciliation of IDCA across all HAL Divisions. Integration of ERP and PLM for at least 2 different projects. Near Real-time design change alerts to production/ outsourcing/ MRO agencies for at least 2 different HAL Divisions. Work center wise daily/ weekly schedule for at least 3 different HAL Divisions, of which at least 1 must be an MRO Division. Online Availability of reasons for production delay for at least 2 major projects belonging to at least 2 different HAL Divisions. Compliance of all Functional Audit Observations made during the external audit. At least 10 different score cards at Shop/Department./Divi sion Level belonging to different business processes e.g. IMM, Outsourcing, Planning, Manufacturing, MRO, Plant maintenance etc. At least 10 different score cards at complex/ company level belonging to different business processes e.g. IMM, Outsourcing, 87

88 13 IT Resource Optimization Decentralized Implementati on 14 On time delivery Lack of planning and scheduling 15 Cost monitoring at work center level, group level, dept level etc. linked to each project 16 Consolidation of Company-wide Financial Reports Implementati on gaps Decentralized implementati on 17 Bills Receivable Process Implementati on gaps 18 Ensuring better Quality No existing process 19 Enterprise wide visibility Non availability uniform item master, KPIs/ alerts Reduced maintenance over heads Optimized Hardware Efficient Change Management Monitoring of Production plan vs. Actual performance Mail Alerts of Reports Functional Audit Observations made during the external audit. (Annexure S12) Labour Reporting and On-line cost ledger Online Balance Sheet and P&L Accounts Capital and Performance Budget Tracking of Bills of Customers Serviceability monitoring at Customer bases. Flying hours recording Online Flight Log book Enterprise wide Visibility of Inventory availability Non-moving inventory analysis Consolidated Financial Statements Searching of Skill sets Searching of Machines Tool History Card Plant maintenance etc. Monitoring of Production plan vs. Actual performance for at least 3 different HAL Divisions, 1 of which must be an MRO Division. Online cost ledger generation for at least 3 different Divisions of HAL, at least 1 Division will be MRO Division. # Generation of HAL wide Balance sheet, P&L accounts and other Financial Reports for at least 1 financial year, incorporating last Financial year figures. Online generation of all types of Customer invoices for at least 3 HAL Divisions (with 1 MRO Division). Serviceability monitoring and Flying pattern monitoring Rejections monitoring for at least 3 different fleet belonging to 2 different HAL Divisions. Visibility of non-moving inventory across HAL. Online Machine inventory and availability data across HAL. 88

89 20 Integration with existing system/ applications System architecture 21 Disaster Recovery Impractical due to Decentralized Implementati on 22 Reporting on Security/ Compliances Lack of auditing tools for operating breach of compliance expectations 23 High availability and Load Balancing Only Production Instance 24 Online Reports on AOG(Aircraft on Ground), Cat-D, RMSO, Fleet Mgmt. Lack of functionality Integration with SRM, CRM, Biometric Attendance System etc. Integration with NC/CNC Machines Near Site Disaster Recovery Setup Segregation of Duties Governance and Risk Compliance High availability and Load Balancing Architecture Consolidated Reports with Drill down facilities Integration with Biometric attendance system Report of the Mock Drill carried out to test the functioning of High availability and Load Balancing Segregation of duties matrix for all ERP users of at least 3 HAL Divisions. Report of the Mock Drill carried out to test the functioning of High availability and Load Balancing 25 Rejection Analysis with Defect and Cause Codes 26 Project Management Module to be linked with ERP data 27 Remediation of all Functional Audit Observations Lack of functionality Lack of Functionality/ Complexity of Patching to Existing System Online Reports on Rejection of inhouse Mfg of Parts Monitoring of Rejections and Control Plan Tracking of project status highlighting milestone delays for at least 3 different projects. Compliance Report on all points listed in Annexure S12 # - In case the Go-live at all Divisions happen 3 months or more after April, then the bidder has to submit an undertaking that the functionality will be shown in the subsequent Year closing 89

90 Annexure-S3 Business Processes Implemented in existing ERP Finance Area Business Event Relevant IFS Screen Bills Payable - Local & Foreign - Invoicing Process Financial concurrence of the Purchase order Purchase order / Authorization Recording of Gate Entry on receipt of material. Bills Payable - Local & Foreign - Payment Process Approval of charges and Generation of GIT Entries RR Finalization and Printing of RR Recording and posting of Supplier Invoice matching with Receipt in case of Invoice against PO (Can be services or goods) Recording and posting of Supplier Invoice without PO. Authorize invoice for payment. Accounting for Liquidated Damages (LD) while creating invoice. Creation of purchase order Generation of Advance Payment Proposal as per the PO terms & conditions Payment against Proposal Payment Advice Cheque Printing Process Receipt of confirmation from bank regarding opening of LC. Payment against Proposal Payment Advice Execution of LC payment to supplier Creation of Sight Draft Computation of ERV AS 11 entry at year end Imprest entries Bank Reconciliation Gate Entry Register Purchase Order Arrival Supplier Invoice Entry Supplier Invoice Entry Supplier Invoice Entry Supplier Invoice Entry PO Payment Tab in the Purchase Order. Supplier Payment Schedule Supplier Cheque LC Entry Payment Tab in the Purchase Order. Supplier Payment Schedule Documents Through Bank Supplier Offset Currency Revaluation Mixed Payment BRS 90

91 Bills Payable - TDS Specifying TDS deductions at invoice/payments Creation of Liability after TDS treatment. Payment of TDS collected to authorities Filling up of Challan Preparation of TDS Certificate Supplier Invoice Entry/ Manual Supplier Payment Supplier Invoice Entry Manual Supplier Payment TDS certificate updation of challan Order Report Book keeping Creation of JV Voucher entry Simulation JV Voucher entry Material Accounts/Stores Gate entry Arrival Receipt against purchase order Unreceipt of arrival Raw Material issue to shop floor on a shop order Raw Material Unissue from shop floor. Material issue to other Division Material un-issue from other Division Shop supplies Un-issue Shop supplies Capital issues Un-issue from capital issues Transfer of material from one location to other. Scrapping of items Positive Counting Difference Negative Counting Difference Receipt of finished goods from shop floor. Un-Receipt of finished goods from shop floor. Delivery to customer Return from customer Adjustment for increase of inventory value. 91

92 Adjustment for decrease of inventory value. Accounting of WIP at vendor in case of outsourcing orders (including in-house operations) Accounting of WIP at vendor in case of outsourcing orders where no operations will be performed by HAL, only raw material will be supplied by HAL Accounting of items sent for Repair to external agency Costing Issue of material against shop order Inventory Transaction History / Shop Order Labor booking against operations in process sheet Material send for sub-contracting Material received from sub-contracting Store Credit of the parent part against the shop order Booking of other expenses such as Royalty / Intangibles Cost book entry of Royalty / Intangible expense Delivery of Customer Order Labor Transaction History Labor Transaction History Labor Transaction History Inventory Transaction History / Shop Order Payment Manual JV Inventory Transaction History / Customer Order Tooling - DRE Issue of material against shop order Inventory Transaction History / Shop Order Labor booking against operations Material send for sub-contracting Material received from sub-contracting Store Credit of the parent part against the shop order Transfer from WIP to WIP-DRE DRE through expense route Labor Transaction History Labor Transaction History Labor Transaction History Inventory Transaction History / Shop Order Manual JV Manual JV DRE through BOI route DRE Amortization DRE in Cost books only such as Foreign Technician Amortization Manual JV Manual JV Manual JV MRO Costing Receive of part for repair 92

93 Report direct labor for operations Issue of Material for DI/ PS Work Orders Issue of top part for disassembly Receive the parts after disassembly and close the shop order. Issue the dis-assembled part for disposition/inspection Issue Material for disposition. Scrap of the customer owned item from disposition Issue the part to be repaired Issue material for repair Receive the repaired part into inventory and close repair order Issue dis-assembled parts for re-assembly Issue material for Assembly Receive the top part which has come for repair/ overhauling and close the order. Deliver the Repaired/ Over-hauled part Bills Receivables Customer Order for Cost plus case Customer Order Create a stage claim Creating Pick List/Load list and Inspection of the same Generate report for getting cost details Adding taxes (Sales Tax, Service Tax etc. on relevant components) and Creating Invoice on cost-plus basis LD recording Post Invoice Adjustment of advance Generate Final Claim Stage Billing Load List Order Reports Load List-RMB Show taxes - RMB on invoice lines Customer Invoice Customer Offset Customer Invoice Differential Invoicing (for sales invoice and final claim) PC/FPQ Price List Sales Price List 93

94 Invoicing (Manufacturing/ Fabrication) Sales Quotation Customer Order for PC/FPQ Mile Stone Stage claim Customer payment (receipt advance) Close stage claim Creating Pick List/Load list Adding taxes (Sales Tax, Service Tax etc. on relevant components) and Creating Invoice on FPQ basis Post Invoice including LD Final Claim Differential Invoicing (for sales invoice and final claim) Sales Quotation Customer Order Customer Order Stage Billing Mixed payment Stage Billing/close stage billing invoices. Load List Load List-RMB Customer Invoice Customer Invoice MRO Registration of accepted annual task Annual Task Create a stage claim Induction and repair/ overhaul of the part Accumulation of costs in MRO work order Creating Pick List/Load list Adding taxes (Sales Tax, Service Tax etc. on relevant components) and Creating Invoice on Cost-plus basis LD recording Post Invoice Adjustment of customer's advance Final Claim Stage Billing Pre defined process MRO work order / Cost Lines Load List Load List-RMB Show taxes - RMB on invoice lines Customer Invoice Customer Offset Customer Invoice Differential Invoicing (for sales invoice and final claim) DRE Creation of DRE Customer Invoice Manual Customer Invoice Outstation Repair Offset with customer advance Creation of Customer Order, service request and prepare work order Customer Offset Customer Order - RMB - Create Service Request 94

95 SIT Sales IDTO Sales Issue the material for out-station repair Recording of labor hours booked. Unissue of material - for any material returned Create an Outstation Repair order invoice. Create Customer Order for the eventual customer with Consignee as the Division Recording of SIT production Deliver the goods to the Division Customer Order is created on the Division as Customer. Report for actual cost incurred is generated and vouchers are passed for Inter Divisional control accounts Work Order MR Work Order Work Order MR Customer Order Customer Order Pre-defined Process Rent Recurring Invoice for rent Instant Invoice Service Tax Accounting Supplier Invoice with Service Tax Payment to the supplier Customer Invoice with Service Tax Payment received from the Customer Setting Off - Service Tax Supplier Service Tax (Invoice) Sales Service Tax (Invoice - BR) Service Tax (Payable) Service Tax (Recoverable) VAT Supplier Invoice with VAT Supplier Customer Invoice with VAT VAT (Payable) Sales Payments to be made on net basis. Cost Estimation Masters Configuration for Cost estimation Basic Data for Cost Estimation: Estimated Currency, FMI, MHR master, Cost Elements, Cost Templates Inventory Part Category Identify the parts for cost estimation Specify Monthly PPE factor for imported items, efficiency rate and Price basis Interim Order Head Interim Demand Head--> Input Template 95

96 Calculate Detail Cost and Rollup costs including LS-POH, LS- NPOH, LR-POH and LR-NPOH calculation Generation of cost estimation format Calculate Detail Cost and Rollup costs - RMB Interim Demand Head Evaluate Rules - RMB at Interim Demand Head Interim Order - Cost Estimation Fixed Assets Create a Purchase order for the Fixed Asset to be purchased. Receipt of Fixed Asset, RR preparation and RR finalization. Gate Entry. Register Purchase Order Arrival. Creation of Invoice against the RR Capitalization of Fixed Asset (Transfer from CWIP to Capitalization Accounts) Depreciation of Fixed Asset Generate Fixed Asset Ledger In case of Sale of Object Transfer of asset to other Division. Fixed Asset Object Depreciation Proposal Order Report Fixed Asset Object Fixed Asset Object Capital Budget Creation of Project Program Project Basic Project Details Sub Projects Budget Allocation for Sub-Projects Sanction for extra amount over and above already sanctioned amount Approve Budget Creation of Activity info Creation of Requisition for purchasing capital item through Capital Budget Creation of Purchase Order Release Order Receiving Project Details Overview -Sub Projects Overview -Sub Projects RMB on Line- Budget Budget Activity info Activity info/procurement TAB Activity info/procurement TAB Purchase Order Predefined process 96

97 Invoice Surrender Surrender Amount Saving Amount Appropriation from Surrender/Saving Appropriation To Other Project Closing of Sub-project Budget for Financial Year Creating a budget version Initiate the start values Allocate the budget amount against GL. Save and allocate the amount for the budget version Budget variance can be seen on general ledger screen Invoice Budget Appropriation/Surrendering - Surrender/Saving TAB Appropriation/Surrendering - Surrender/Saving TAB Appropriation/Surrendering - Appropriation TAB Appropriation/Surrendering - Appropriation TAB Budget Budget Version RMB on the line/budget Version RMB on the line/budget year amount RMB on the line/allocate all year values General ledger/balance analysis. HR Area Business Event Relevant IFS Screen Employee-Organization Create a New Employee Employee Files / New Employee Wizard Update / Modify Employee Information Terminate Employee Change Position & Job Assignment Employee Files Terminate Employee Change Position & Job Assignment Organization units / Organization Structure Organization units / Organization Structure 97

98 Position / Position Structure Job Grades / Job Details Misc. Access and Set-up window - Generate Document Position / Position Structure Job Grades / Job Details Word Template Definition Training Preparation of training Plan Department wise Training Plan Approval of Training Plan Creation of training events Receipt/Compilation of Nomination for training event After the approval P&A intimates employees about the training program. Execution of training Payment Advise to finance for Paying Trainer and employee for TA/DA in case Training is Outstation Evaluation and Feedback Updating of employee Records N/A Training Event -RMB Publish Employee Training Plan Training Event-RMB Confirm Training Event -RMB Complete N/A Evaluation on training Event & Evaluation on Participant Training Event RMB Attend Promotion Time Scale Promotion Scheme (TSP) Promotion Career Plan Promotion (CPP) Promotion from Grade I-II Promotion from Grade II - III Promotion from Grade III-IV Promotion from Grade IV-V Promotion from Grade V-VI Promotion from Grade VII & Above Open Selection Promotion Promotion Promotion Promotion Promotion Promotion Promotion PRE-DEFINED PROCESS 98

99 Recruitment Process Disciplinary Promotion from Workmen to Executive Grade IMS Promotions A complaint is raised from Department level and forwarded to P&A Dept. for further action. Enquiry is conducted in various sittings / hearings Proposal for award of punishment/order Award of punishment After award of punishment an Employee can make an appeal for his punishment Confirmation of punishment Identification of areas of Induction Workmen Direct/ Indirect/ XSM, on contract Officer Regular/ XSM on contract Processing on identified areas of Induction Recruitment Authority Calling for Applications Registering of applications Scrutiny of Applications Selection of Candidates Offer of Appointment Medical Examination Final Offer of Appointment After the Joining, the establishment Section will update employee data Promotion Promotion Complaints And Enquiry Complaints And Enquiry Disp Authority Tab Complaints And Enquiry - Punishment awarded Man Power Planning Job Based Roster Points Personnel Requisition Job Opportunity Advertisement Applicant Information Generate Initial Candidate List Evaluation Job Candidate/Job Candidates Generate provisional offer of Appointment letter Appoint Candidate Generate Final offer of Appointment letter Employee Wizard Employee Files 99

100 Induction/Familiarization Employee Induction Program IMM Area Business Event Relevant IFS Screen Material Planning MPR Clubbing (for Project Items) Purchase Requisition (Non-Project Items/R&D items) Purchase Requisition (C Class items) through Re-order level Purchase Requisition for Service Contracts/AMC and Capital Items Print MPR Dynamic Order Processing/ Purchase Proposal for DSPG/ Purchase Requisition for Proposal Purchase Requisition Create Order Proposal Purchase Requisition Order Reports Purchase Requisition (Project Items) - Release Purchase Requisition -- > RMB --> Release Purchase Requisition (Non-Project Items/R&D) - Release Purchase Requisition -- > RMB --> Release Purchase Requisition (C Class items) through Re-order level - Release Purchase Requisition for Service Contracts/AMC and Capital Items Print Proprietary Certificate and Note Sheet to be sent to approving authority Authorize Purchase Requisition (Project Items, C Class Items)) Authorize Purchase Requisition (Non Project Items) MPR Amendment Re-approve Material Purchase Requisition Print MPR Amendment Purchase Requisition -- > RMB --> Release Purchase Requisition -- > RMB --> Release Order Reports--> Proprietary Certificate / Note Sheet Purchase Requisition Purchase Requisition Purchase Requisition Purchase Requisition Order Reports --> MPR Amendment 100

101 Tendering MPR details are viewed in the System when it is received from Material Planning Department RFQ preparation Purchase identifies the suppliers for whom RFQ has to be sent A Note Sheet is prepared for necessary Approval for Tendering Print RFQ RFQ is sent to all identified supplier(s) Tender Opening Tender Summary sheet is updated after the Tenders are opened and are signed by finance and Commercial Department Quotation Entry Technical Evaluation by User dept Commercial Bids are opened for the Technically Accepted Bids Commercial Details Entry Comparative Statement for Quotation is prepared for Commercial Evaluation Identify L1 Supplier Purchase Requisition Tender Entry Tender Entry-Select Suppliers (RMB) Order Reports- Note Sheet Order Reports- RFQ Tender Entry -Issue (RMB) Manual Manual Tender Bids Tender Bids - Offer Details (RMB) Manual Tender Feedback Commercial Bid entry restriction(single/two) Commercial offer details Identified through CSQ. Purchase Draft Purchase Order is prepared against the L1 supplier Tender Bids Terms - Tender to Order (RMB) Draft Purchase Order is prepared against the MPR Purchase Requisition - Requisition to Order (RMB) Review the charges. Attach Authorization template Print Draft Purchase Order Prepare Purchase Proposal for approval from CFA along with Purchase Order Purchase Order Order Reports- Purchase Order Order Report 101

102 draft PO Purchase order Audit & Approval as Per DOP Purchase Order - Authorization Tab (RMB - Authorize) Once the order is approved as per DOP, the Purchase Order is released to the supplier Print Final PO Purchase Order- Release (RMB) Order Reports- Purchase Order Receipt of Order acknowledgement from Supplier Purchase Order - Confirm (RMB) Payment Advice (Advance) Purchase Order Payment Tab- Create Purchase order amendment Make required changes in PO Print PO Amendment IDTO Processing Purchase Order-Create New Revision (RMB) Purchase Order Order Report Purchase order Receipt Receipt of Materials along with relevant documents Manual Only for Import Consignment Create Import Consignment Preparation of Receiving Report (RR) Counting of items Inspection of items Enter the Inspection result, (Scrap / Return/ Rework), if discrepancy is there create MRB Generate PDO/ DPSA, if discrepancy is there Allocate Batch / Serial Number Enter Expiry date for Life expired items Generate Tags Import Consignment Gate Entry Against Invoice /Register Import Consignment Arrival Gate Entry Against Invoice /Register Import Consignment Arrival Gate Entry Inspection Gate Entry Inspection Order Report Purchase Order Receipt Purchase Order Receipt Order Report 102

103 Charges Finalization Receipt of items at Holding store at particular location Gate Entry Charges Purchase Order Receipt Purchase LTBA Identify L1 Supplier Comparative Statement Report Price Negotiation with the L1 Supplier After negotiation if supplier offers revised quote Create Rate Contract from Tender Print Rate Contract for sending to supplier Manual Tender Bids Terms Supplier Blanket Order Report Direct Delivery Create Customer Order against the Customer Release Customer Order Release Purchase Requisition (MPR) Tendering Process a) Tender to Order b) Purchase Order c) Release Purchase Order Receive Intimation (Delivery Note) from Supplier Register Direct Delivery Prepare Supplier Invoice for Payment to Supplier Prepare Customer Invoice for Customer Store Activities Prepare Store Credit for Moving Fabricated Parts to stores and Print Store Credit/ Inspection tag report. Receipt of Item in Holding store Sending out the material to other stores (Issue Items) Receive items Prepare Stock Verification Sheet Print Stock Verification Sheet Counting Process Shop Order -Receive Shop Order Transport Task --> Issue Slip Inventory--> Transaction--> Receive from transit Create Count Report Order Reports- Inventory Count Report Manual 103

104 Update Counting Details Approve Counting and Update Stock Select the part to be reclassified and enter details Material Issue against Pick List (after Reservation) Material Issue against Pick List without reservation (MR) Material Requisition for Non- Project Item Count Per Count Report OR Count per inventory part Count Result Per Count Report Inventory--> Transaction-->Stock Reclassification Issue material from Pick List Manual Issue Shop Order Material Requisition Check for Stock Availability Material Requisition - Lines (RMB- Query - Part Availability Planning) Authorize MR Material Requisition - Lines (RMB- Reserve / Reserve Manually) Issue Material against MR Material Requisition - Lines (RMB - Issue /Issue Manually) Report Picking (Issue Material) Return Material against Shop Order Return Material against MR Report Picking with differences Manual Unissue Shop Order Unissue Inventory Part from Material Requisition Repair Order MPR Preparation Create Purchase Order for Repairing the Item Release of Purchase Order Issue Material against Customer Order Despatch Material to Supplier against Customer Order 104

105 External Sourcing Receipt of Repaired item against Purchase Order Preparation of Annual Production Plan Create ES Proposal from DOP Prepare Planned MSR Prepare RFQ, Call for Quotation Identify L1 vendor Prepare Rate contract / Blanket Order Release Shop Order and Issue of Material Execution MSR Preparation and Release Preparation of PO Dynamic Order Processing New Proposal Creation External Sourcing Proposal - RMB Create PR Ship Material to the Supplier Shop Order - Report - Subcontract - Ship WIP to Supplier Send tools to supplier Receipt of Finished / Semi finished Part Inspection of Items by QC Shop Loading for remaining operations Payment Advice Gate Pass Create new Gate Pass in the System depending on the whether the items are returnable or non-returnable Enter the details of Part / No part lines which are to be sent out against Gate Pass NRGP/RMGP Entry (Status- Created) NRGP/RMGP Entry - Details Approval of Gate Pass NRGP/RMGP Entry (Status - Approved) Issuance of Items against Gate Pass. NRGP/RMGP Entry - Line Details RMB Issue Print Gate Pass NRGP/RMGP Entry - RMB Gate Pass Print Sending Out Material against Gate Pass NRGP/RMGP Entry 105

106 RMB "Gate Out". In case of items are returnable, Return of Material against RMGP Receipt of Material against RMGP NRGP/RMGP Entry (Details RMB - Returned to Inventory) In case returnable materials are not returned then Short Close of RMGP Short Close of RMGP is case of Material is not received back NRGP/RMGP Entry - Line Details RMB Short Close Insurance & Claims Purchase has to fill in the necessary insurance details in the PO Freight Forwarder/ Supplier forwards Receipt details and necessary documents to the Purchase and GI stores as soon as he gets material from Vendor RR/ Import Consignment to be made Insurance Declaration has to be filled by the GI stores Claim is laid on Carrier/Supplier/Insurance company. Purchase Order Manual RR/ Import Consignment Insurance Declaration Insurance Claim Details Customer Services Area Business Event Relevant IFS Screen Price Quotation Receive RFQ/ Unvalidated Customer Order from Customer Sales Enquiry Check the correctness of the part number Accept or Reject the Enquiry Convert Enquiry to Quotation Check the correctness of the part number, if the quotation is not converted from Enquiry Sales Enquiry Sales Enquiry Sales Enquiry Sales Quotation Assign latest modification or alternate if required Check the correctness of the delivery date If price not available in Price list - Estimate Cost Estimation Process 106

107 Specify price basis, check and approve the price Sales Quotation Prepare the Final quotation having Sales Quotation --> RMB -- Release 1) Items approved 2) Unit Price 3) MOQ, if any 4) Validity of Quote 5) Expected PDC 6) Payment and Delivery terms, etc. 7) Items not quoted for, suggesting source of supply if known Create Customer Order Header or Convert quotation to order Record Item-wise details of Order Customer Order Customer Order Release Customer Order Customer Order --> RMB - Release Prepare Order Acceptance with details of 1) Items approved Report: Order Acceptance 2) Unit Price 3) MOQ, if any 5) Expected PDC 6) Payment and Delivery terms etc Release Production Order Receive Order Amendment from Customer and record line level details of amendment DOP Header Customer Order Header --> RMB --> Create Amendment Dispatch Dispatch Reservation Of Items Manual Reservation Identify items reserved against Customer Order and raise MR (Pick List) 1. Create Pick List 2. Print Pick List 107

108 Draw items from store and handover to Shipping Verify Consignment Report Pick List Load List Prepare Consignment Consignment --> RMB -- Change Status to "Prepared" Prepare Q423 (F530) Load List --> Q423 Tab Verify Consignment Consignment --> RMB -- Change Status to "Released" Inspection (Return/Scrap) Inspection Results Handle Customer order in Shipment Inventory Load List--> Document Text /Notes Load List --> RMB -- > Changes status to "Inspected" Dispatch Load List --> RMB -- > Deliver Order Print Q423 Order Reports --> Q423 Overhaul/Repair/Defec t Investigation Record receipt of Q423 & RV Number or Airway bill No in case of Exports. Receiving of Rotables at the GI Stores. Serial Items: Receiving of Rotables/Helicopter for Repair/Service/Overhaul. Load List --> Q423 Tab or General Tab for Airway Bill No. Create "New" Report In 1. Create "New" 2. Import Template Structure 3. Set Structure in Operation 4. Set Current Stress Rating. Create Work Order 108

109 Wizard Non Serial Items: Receiving of Non Serial Items for Repair/Service/Overhaul. Recording of Reason for which, Customer has Sent the Item. Defect Investigation/ Pre Mature Withdrawal/ Repair/ Overhaul. Decision on Inhouse/OEM/ OD Repair. Release of Presurvey JC & RC. Also Release of DI Job Card & Route Card. Collection of item by Progress Create Purchase Order. General TAB Customer PO & Date Requisitions TAB. RMB Structure Receive Order Manual Reservations MRO Object Receive Order - Receive Object Loading of Items to Shops Offering of Rotables for Presurvey to Inspection. Recording of Presurvey Results. Setting Maintenance Level. RMB WorkOrder Status - RMB WorkOrder Status - RMB WorkOrder Status - Calculate Suggested maintenance Level and Apply Baseline. Set Maintenance Level. Reset Maintenance Level Release Work Scope. Release of Disassembly & Assembly JC & RC. Release of Presurvey JC & RC. Release Disassembly Orders. RMB Structure 109

110 Also Release of DI Job Card & Route Card. Release of Disassembly & Assembly JC & RC for Service. Items to be Sent to Departments/Divisions. Release Disassembly Orders. Material Actions - Receive Offering of Dismantled items to Respective Inspection. Material Actions - Receive Inspection Process Operation Log - Add OnValue Release Disposition Orders Raising of PDO's Material Actions - Reserve/UnReserve. Issue/UnIssue. Record Serials or Lotbatch. Release of Disposition Line. Discrepancies Complete. Re-Open Discrepancies. Releasing Job Ticket & Route Card for PDO's Creation of Snags Releasing Job Ticket & Route Card for Snags Raised. Miscellaneous Shop Order Creation. Serial Numbers Mismatch in Dismantled Parts. Create Repair Codes. Re-Open Repairs. Repair Include/Exclude. Approve. Material Review Board - Create. Create New. Out of Operation Resolve Receipt of all items after Rework. Material Actions - Material Receive. 110

111 Release of Assembly Shop Orders Mandatory Replacements. Rejected Items/ "C" Class Items. Release Assembly Orders Material TAB. Order Code = Assembly Material Actions - Issue Store Credit Set Structure Operational / Set Structure Not Operational Return Object Material Actions - Material Receive. Record details of AOG/ Priority Demand Release Emergency Requisition Check existing sales quotation (OPTIONAL) Create new sales quotation (OPTIONAL) Check Outstanding Customer Order Create new Customer Order Check Stock availability and sparability Emergency Requisition Emergency Requisition Emergency Requisition Line --> RMB --> Link to Sales Quotation Emergency Requisition Line --> RMB --> Create Quotation Emergency Requisition Line --> RMB --> Link to Customer Order Emergency Requisition Line --> RMB --> Create Order Availability Planning query Production/ Procurement Process - If stock is not available If dispatch against existing RMSO - Raise Customer Invoice 111

112 Receive Covering RMSO and update Customer PO Number Customer Order Deputation of Team Receive request for on site repair Manual Record Request details Identify if deputation is for Survey or Repair or Survey cum Repair Request Concerned department to nominate Survey/ Repair Team Customer Order Customer Order --> RMB --> Service Request Work Order/Operations Receive and record list of nominated team Work Order --> Operations Tab. Record GM approval reference number and date Work Order-RMB Release Identify and Record the requirement for materials and tools for the outstation work as per repair scheme/ survey report. Create and Release MR 1. Work Order/Materials Tab 2. RMB Release Arrange for material and prepare kit Arrange for tools Work Order/Material tab - RMB Availability planning. Work Order RMB- Tool Availability RMB Release (MR) Reserve material against MR 1. Work Order/Materials Tab, RMB Reserve Draw item from store Work Order --> Materials Tab, select line and issue Work Order --> RMB, change status to "Started" Print Gate Pass and hand over to Party Leader Gate Pass (Returnable/ Non 112

113 Returnable) Security Clearance - Manual Record Time Booking and Material Consumption. Return Tools Service Request for each Object(Helicopter/ Aircraft) will be created against VIM connection type and connect to the main work order 1. Gate Pass --> select line, RMB, select "Return to Inventory" 2. Work Order --> Materials Tab, Select Line and Unissue 1. Gate Pass --> select line, RMB, select "Return to Inventory" 2. Tool Request --> Select Line and Unissue 1. Work Order --> Report In -- Time Report 2. Work Order --> Report In -- Postings 3. Create Voucher Inform Finance about Sale Order Closure Record details in Customer Order Customer Order à Release Transfer Sales Part Line from Work Order to Customer Order 113

114 Record details in Customer Order Deliver Customer Order Maintain Aircraft/ Helicopter/System Raise Invoice based on Customer Ack Q423, Work Done Report, Material Summary (if material used in survey) Transfer Sales Part Line from Tool Request to Customer Order Customer Order Work Order PRE-DEFINED PROCESS Record details of loan request Customer Order Characteristics template Release Loan Customer Order Customer Order --> RMB --> Release Check for the availability of material Reserve material against Order View status of Loan Order or follow-up with concerned department Estimate Cost of Item Query - Inventory Part Availability Planning Customer Order line ---> RMB ---> Manual Reservation for Customer Order lines Customer Order queries Customer Order Inform Customer about material availability Customer Order - Print Confirmation Dispatch Check Outstanding Loan Items PRE-DEFINED PROCESS Consignment Stock Consumption 114

115 Request Customer to Return Loan Receive Item with Issue Voucher Credit to store If approved, inform the customer. Estimate cost and send it to CSD Receive confirmation from Customer Receive Covering RMSO Raise Invoice If available with Customer, record request details Create Purchase Order Quick report Receive Consignment Stock Receive Consignment Stock Customer Order PRE-DEFINED PROCESS Consignment Stock Consumption Customer order PRE-DEFINED PROCESS Purchase Requisition Purchase Order Forward Purchase Order to Customer Order Reports --> Purchase Order Inform concerned department and Progress about availability of loan Purchase Order --> Confirm Receive item and Issue Voucher from Customer Credit to store Record Issue Voucher Number Initiate Fab/ Procurement action for return of loan item Draw item from store and fit onto Aircraft Query: Inventory Part in Stock PRE-DEFINED PROCESS Dispatch Aircraft and mention loan items cleared through Embodiment loan in Work Done Report Inform CSD that Loan to be returned Initiate process of loan return Quick Report Manual Customer Order 115

116 Withdraw item from store Dispatch item with Credit note Receive Customer Ack. Credit Note Copy with Receipt Voucher number PRE-DEFINED PROCESS PRE-DEFINED PROCESS - DISPATCH Manual Receive RMS Order for training Send Acknowledgement Prepare Training Program Check if in-house or on-site training Forward Training Plan to Concerned department Arrange for material, equipment, stationery, etc Conduct Training Request concerned department to nominate personnel for training Receive list of trainers Return of Team Prepare Training Report Forward Training Report to Customer PRE-DEFINED PROCESS Report: Customer Order Acceptance Training Event Training Event Manual Training Event PRE-DEFINED PROCESS Manual Training Event Manual Training Evaluation Manual Customer Complaints Receive Customer Complaint Manual Register Customer Complaint Forward Complaint to concerned department & Competent Authority Action taken to resolve complaint Follow-up with concerned department Support Issue Support Issue - Issue Assignment Change Status to "Open" Support Solution Overview - Support 116

117 Issues Register Solution View and print Solution Overview - Support Issues Status --> Complete Support Solution Intimate Customer on action taken Support Solution --> Generate HTML Page Forward Complaint Register to Competent Authority Overview - Support Issues Technical Publications Receive RFQ for Technical Publications Manual Prepare Quotation Receive RMS Order from Customer for technical publication PRE-DEFINED PROCESS Manual Record RMS Order details Customer Order ---> Release Check if In-house or Outsourced printing Inform PCS to release Shop Order Create and Release Shop Order Print Publication Dispatch Create Purchase Requisition Release Purchase Order Receipt into stores Dispatch Manual Manual Shop Order à Release Manual PRE-DEFINED PROCESS Purchase requisition & Release PRE-DEFINED PROCESS PRE-DEFINED PROCESS PRE-DEFINED PROCESS 117

118 Manufacturing Area Business Event Relevant IFS Screen Master Process Sheet (MPS) Preparation and Management Receive Drawing for a new part. Create Inventory parts in IFS which does not pre-exist. Inventory Part/ General (General Data) Inventory Part/ General (Aviation/ HAL Specific) Inventory Part/ Misc Part Info. Inventory Part / RMB - Part Catalog Inventory Part / Revision Inventory Part / RMB - Part Catalog/ Alternate Parts Inventory Part / Default Locations Inventory part / Planning Data Define Raw Material Specifications Inventory Part / Characteristics tab Create PSL Number Inventory Part/ RMB - PSL Number Generation Create Manufacturing BOM Product Structure - 1. Create BOM in Tentative State Product Structure - 1. Create BOM in Buildable State Updating Product Structure for changes in Design or modifications Product Structure 118

119 Obsolete Product Structure Create Routing Product Structure Routing Jig & Tool Order (J&TO) Define Inspection Operations Define Heat Treatment Operations Define outsourcing operations Define Tools against Operations Update Process Issue Obsolete Routing MSD fills up SMH in routing screen by putting the set up time and unit time. Approve the routing after finalization of SMH Requirement of tools, jigs & fixtures, instruments during PSL finalization Print JTO as per the tools mentioned in Routing Allot part number in the inventory system for the tool created in above step Routing Routing Routing Routing Routing Routing Routing - 1. Fill up SMH Details Routing: Make the state "Buildable" Basic data for tool Allot a tool id Manufacturing standards/ Routing/operation tools- Add the tool id to the operation. 1. Inventory Part - The inventory part number will be the part number of the tool 2. Some of the tools will be manufactured while some are purchased 3.In case of special tool make the inventory part serialized in part catalog Master Process Sheet preparation for the main tool Predefined Process 119

120 Master Process Sheet Preparation & Management Create a MPR / Work order against the J&TO created above 1. MPR Purchase requisition 2. Shop Order for Tools Maintenance of tools /jig / instruments / gauges. Periodic Calibration or Condition Based Calibration of jigs / fixtures / gauges etc Define them as serial/functional object in IFS Maintenance in respective locations and link it to the tool instance 1. Repair structure of jigs / fixtures /gauges 2. Calibration plan ( Periodic / Condition based) in Tool Master 3. Repair Shop order for calibration Material Purchase Requisition for Tools to IMM Convert JTO into manufacturing Order Execute JTO Manufacturing order Store Credit Tools To be Designed Design request to be created Print J&TO as per the requirement of Methods Requirement of tools, jigs & fixtures, instruments during PSL finalization Creation of Inventory Part Create Purchase Requisition (for the Tool)- Planned Status Create a shop order for the required tool quantity Refer Shop Order execution process Shop Order - Receive into PTS Create Change Order (CO) Order Reports 1. Basic data for tool Allot a tool id Inventory Part- Inventory Part 120

121 Attaching the Tool id with the Inventory Part Print J&TO as per the requirement of Methods Standard Tool - To be Procured MPR to be created Create Product Structure for the Tool Creation of Routings Manufacturing Standards/Basic Data for Tool Order Reports 1. Inventory Part 2. Material Purchase Requisition Manufacturing Structure / Product Structure Manufacturing Structure / Routing Production Order Management - Shop Order Execution Tool Shop Order creation and execution Customer Order Receipt from Customers with delivery Schedules for the total supply (RMSO, IDTO, Export) Specifying the (Alternate / Revision) PSL No to be used for the DOP Netting of DOP Release Of DOP Action on MPR Release Shop Orders for Reservation Reservation& Generation of Pick list for fabricated items. Reservation& Generation of Pick list for purchased items. 1. Customer Order - Order Lines Tab - (Planned Delivery date, DOP Connection = Automatic DOP/ Manual DOP, Acquisition=DOP Order) Release the Customer Order 2. DOP Header automatically created on release of customer. DOP Header - Create DOP Structure- Create DOP Structure DOP Header - Net DOP Header - Release Overview Shop Orders - Query of DOP Id Overview Shop Orders Material Allocation screen - Query on Shop Order/component part 121

122 Printing of Pick list for issue of material Printing of - Route Book Printing of - Pick List. Report - Pick List Reports-Route Book. Reports - Pick List. Shop Order Documents handed over to Progress for issue of material and loading Issue of Material from Stores & Collection of Material by Progress. Shop Order material - Issue material Pick List Location - RMB - Issue all Material Printing of Job Ticket. Load Work Center Perform & Report Operations Shop Order Operations Reporting-Operations tab - Operation - RMB - Report Time View Room / QC Check. Shop Order - Operations Tab - Operation No - RMB - Create MRB. Tool Shop Order Execution View Room / QC Check - Entering of Lot Batch & Qty Details. Store Credit Preparation Store Credit Creation Of Dop Header Specifying the (Alternate / Revision) PSL No to be used for the 1. Report - Acceptance Tag. 2. Enter The Lot/Batch No & Qty. 3.Enter Serial Nos reserved for parts manufactured in this shop order. 3. Shop Order -RMB - Reserve Serial No. 1. Info Services - Print Store Credit Report 1. Receive Shop Order -RMB - Build Serial Structures. 2. Receive Shop Order- RMB -Receive parts. Dop Header - Create DOP Header - Create DOP Structure- Create 122

123 DOP Netting of DOP Release Of DOP DOP Structure DOP Header - Net DOP Header - Release Action of MPR Release Shop Orders for Reservation Reservation& Generation of Pick list for fabricated items. Reservation& Generation of Pick list for purchased items. Printing of Pick list for issue of material Printing of - Route Book Printing of - Pick List. Overview Shop Orders - Query of Dop Id Overview Shop Orders Material Allocation screen - Query on Shop Order/component part Report - Pick List Reports-Route Book. Reports - Pick List. Shop Order Documents handed over to Tool Progress for issue of material and loading Issue of Material from Stores & Collection of Material by Tool Progress. Shop Order material - Issue material Pick List Location - RMB - Issue all Material Printing of Job Ticket. Load Work Center Perform & Report Operations Shop Order Operations Reporting-Operations tab - Operation - RMB - Report Time View Room / QC Check. Shop Order - Operations Tab - Operation No - RMB - Create MRB. View Room / QC Check - Entering of Lot Batch & Qty Details. 1. Report - Acceptance Tag. 2. Enter The Lot/Batch No & Qty. 3.Enter Serial Nos reserved for parts manufactured in this shop order. 123

124 3. Shop Order -RMB Reserve Serial No. Bulk Material Issue through Issue Slip Store Credit Preparation Store Credit Create the Issue Slip Header Create the Parts required with the quantity required, From Location and To Location Print Pick list Create Part line in the Issue details to issue the items Update the Issue of Items Update the Issue from location in the Shop Order for which the items are used from the Floor location 1. Info Services - Print Store Credit Report 1. Receive Shop Order -RMB - Build Serial Structures. 2. Receive Shop Order- RMB -Receive parts. Inventory / Transport Task / Issue Slip Inventory / Transport Task / Issue Slip - Part details Order Report Inventory / Transport Task / Issue Slip - Issue details - RMB Select Part details Inventory / Transport Task / Issue Slip - Part details - RMB Execute Shop Order / Material - Issue from location field Receive with Back flash in the Shop Order receive Shop Order receive - Back flash check box ticked Quality Inspection Process in Manufacturing Reporting / Confirming of quantity completed in Shop Order against each Inspection operation Snag recorded during the inspection operation in work order. PDO recorded during the inspection operation in work order Shop Order Operations Reporting-Operations tab - Operation - RMB - Report Time Shop Order Header or Operation / RMB Create MRB Shop Order Header or Operation / RMB 124

125 Create MRB Snag/ PDO report to be printed for deciding the disposition action. Record the disposition action in the system and acknowledgement that the disposition has been recorded Case 1: All parts Accepted Case 2: Rework /Salvage (Rework can be on partial or full quantity ) Activity : Create Rework Demand Case 3: Rejection - Child Activity : Create Rejection Demand Case 3: Rejection - Parent Order Report Change Management/MRB Maintenance/RMB at Line Level -Disposition Action Change Management/MRB Maintenance/RMB at Line Level -Disposition Action Change Management/MRB Maintenance - RMB Create Rework demand Change Management/MRB Maintenance - RMB Create Rejection demand Shop Order Activity: Create a Shop Order for the rejected quantity. Annual Production Plan & Capacity Planning Allotting Serial no. / Lot batch no. At the final inspection operation - creation of MRB for acceptance and printing of Tag. Recording of Demand - RMSO, IDTO, Exports, IDS Labour, Annual Tasks, Tooling etc. Inclusion of Open Shop Orders for Annual Production Plan 1. Shop Order / Lot batch 2. Shop Order - RMB Reserve Serial No Shop Order Header or Operation / RMB Create MRB 1. DOP Header Long Term Material Planning Predefined Process - DOP Processing - part of 'Shop Order 125

126 Execution' Process. Capacity Analysis to find out Overloaded Work Centres Reports - 1. Overloaded Work Centers 2. Project Wise Department wise work load 3. Project Wise Work Centre Wise Load Capacity Analysis to find out Part Numbers in overloaded work centres Reports - 1. Overloaded Work Center Part 2.A report to be provided showing overloaded w/centres & following the critical path. MRO Area MRO Business Event Receipt of Rotables/Helicopter Recording of Part Number, Customer & Serial Number. Creation of Sale Order &Main Work Order. Decision of Internal Repair (Inside Helicopter Division) / Outside Repair (OEM/ Other HAL Division). Release of Initial Set of Presurvey Job Card & Route Card for Rotables & Helicopter Collection of Item by Progress Loading of Items to Shops Offering of Rotables/Helicopter for Presurvey to Inspection. Recording of Presurvey Results. Setting of Maintenance Level & Release of Work Scope Release of Disassembly & Assembly Job Ticket & Route Card for Overhaul 126

127 Release of Subsequent Set of Presurvey Job Card & Route Card for Rotables from Line Helicopter. Release of Disassembly & Assembly Job Ticket & Route Card for Service Movement of Items Between Departments in Helicopter Division Offering of Dismantled items to Respective Inspection. Raising of PDOs/Snags Releasing of Job Ticket & / Route Card for Snags & PDOs. Receipt of all reworked Items. Kitting for Assembly Mandatory Replacements, Rejected Items & Missing Items Collection from Store Store Crediting of Repaired/ CAT 'E' Rotables to Virtual Locations for Shipping. External Repair Predefined Processes Till Creation of Disposition Orders Dispose Components as External Repair Dispatch of Component Receipt of Repaired Component Pre Defined Process - Assembly Order Processing Pre Defined Process - Invoicing against services provided Modification Management Basic Data Setup for Mod MOD Cycle Annual Task Planning Masters for Annual Task Planning Recording Customer Demands for Top Parts - Maintenance Level Wise Defining Customer Demands for Rotables (without Maintenance Level) Setting Up Structural Rotables Release of Annual Task Collation of Demands and Creation of Supplies 127

128 Processing of Shop Orders - Predefined Process Processing of MPRs - Predefined Process Methodizing Maintain Engineering Part Revisions Products Serial Part Info Stress Rating ID Serial Structure Template Transfer Template To Repair Process Enter Default Basic Data Disassembly and Assembly Routings Repair Routings and Structures Discrepancy Codes,Repair Codes,Maintenance Levels Maintenance Level Structures and Routings Part Discrepancy Codes Repair Routings & Structures for each Repair Code Modifications data setup as per MRO 4.3 Maintenance Area Business Event Relevant IFS Screen Breakdown Maintenance Breakdown Slip raised by Shop Supervisor Breakdown Slip received by Maintenance department Section In-charge plans for maintenance and assigns technicians to carry out the work Fault Report Prepare Work Order Prepare Work Order Spares required for Maintenance purpose. Material coordination with Designated maintenance Stores of the Division 1) Query - Inventory Part Availability Planning 128

129 2) Prepare Work Order If enough spares/services not available, then procure spares through PR, Imprest cash Prepare Work Order Perform Time Reporting Report in Work Order Preventive Maintenance - Periodical/Sche duled Finish the Work Order Prepare Preventive Maintenance Schedule (Calendar Generation) Prepare work order Check List for the respective PM plan to be performed Perform Preventive Maintenance action Report in Work Order Separate PM Action Calender Generation Prepare Work Order Preventive Maintenance - Condition Based Maintenance (CBM) Prepare Preventive Maintenance Schedule (Condition Based) 1) Separate PM Action 2) Overview - Measurements 3) Condition Generation Plant/Machine ry Condemnation Cycle PRC 1) Functional Object Info 2) Serial Object Info 129

130 Imprest Cash Cycle Purchase through Imprest Cash 1) Work Order 2) Work Order Report In Payroll Area Business Event Relevant IFS Screen Payroll Process Payroll Master Setup a. Miscellaneous Master b. Account Code Master c. Other Masters Entering & Modifying Transactions e.g. Entitlements, Eligibilities, Adjustments Master setup and processing of Income Tax Finance and Payroll Integration Processing of Salary a. Fresh Employment b. Entitlements c. Eligibilities d. Adjustments e. Other Earns / Deductions f. Loans g. Arrears a. Group Master b. Section master c. Sub Section master d. Perquisite Group Master e. Employee Tax Slab f. Employee Adjustment / Saving / HRA Receipt (TDS) Post Loan Info to Payroll a. Arrears Calculations b. Posting Of Arrears c. Tentative Payroll Processing d. Income Tax Calculation e. Income Tax / Surcharge f. Posting 130

131 g. Final Payroll Processing h. Month End Processing Outside Agency Payments Outside Agency Payments Leave Accounting / Attendance Leave Accounting / Attendance Travel Expense (TA-DA) Other Employee Payments e.g. Medical Reimbursement, Contingency advance and loans etc. Concerned department head shall raise a Movement Order (MO) mentioning the travel details for approval, from Competent Authority (GM/ED/AGM). After approval, an employee fills Travel Authorization Form and gets coordination from HOD. Employee enters the travel details like date and purpose Employee enters the advance request as per the approved Travel Authorization Form The payment is approved Payroll makes the payment against the approved advance request. Once travel is completed, payroll will fill the expense sheet and approve it. Payroll checks it as per TA / DA rules and entitlement of employee according to the Grade / Scale in which employee s falls The balance amount can be adjusted against any other advance payment The balance claim for all employees is generated The remaining payable is paid to the employee Amount recoverable from employees Mixed Payment Manual Manual Expense Sheet (Header) Expense Sheet (Payments) Approve - RMB on Employee Payment Transactions Employee payments - RMB - Create Mixed Payments Expense Sheet - Expenses (RMB-Approve) Expense Sheet - Payment - Connect to expense sheet Payment in Full Mixed Payments Mixed Payments 131

132 Annexure-S4 Functional Requirement Specifications PLANNING MODULE Should support different types of planning engines like MRP / Project Based Planning. In Project based planning the following features are required - Ability to define project activities with details like predecessor, successor, start time, end time, lag,lead time etc. Ability to generate WBS linked with Work flows/ Project schedule using variety of resources like Labour, Material, Capital etc. integrated with Resource availability calendar. The system should facilitate linking of completion of activities(drawings) to PLM drawing completion (through appropriate connector) Ability to manage Baseline,EVM, Project Issues, Project Risks, Integration capability with ERP(like pegging of SO,PO etc.) & other applications. Ability to review Project Cost and Planned Vs Actual schedule in a graphical interface(gantt Chart) with Critical Path Identification and facilitate What-If analysis. Necessary dashboards for monitoring project health and alerts & notification based on events should be part of the solution. Should have provision to capture data like Customer orders, Task, delivery schedules, Production schedules, Manufacturing Process details, Product Structure, Manufacturing timings, Part related information like revision /stock/wip/life etc., Machines and their capability & capacity definition, Machine maintenance plans/ machine breakdowns, Rejections / replacements during maintenance / servicing etc and consider these inputs in the Planning Engine. Should be capable of automated processing for individual / group requirements, for short/medium/long term periods, etc. and delivering results like Capacity, planning Scheduling up to the level of individual work centre/operator, Generation of shop orders, Generation of MPRs, Plan versus actual reports, exception reports, Tracking of status against, orders/products/parts/ workcentres/operator etc. Should have provision for What if analysis for exceptions like machine/material/ operator etc. Some examples of the specific output requirements are as follows: Capacity Planning Engine which gives a graphical depiction of Load Versus Capacity. This engine should be able to simulate changes in Load and Capacity in terms of Manpower or Work Centre. - Companywide Planning Schedule for parts which are to be monitored closely for commitment - Determine the required quantity and timing of the production or purchase of subassemblies and raw materials needed to support MPS - Detailed plan of what is to be produced, considering machine capacity, available labor and batch sizing. Long Term and Short Term scheduling. Monitoring of 132

133 Actual Production vs. Plan. Should be possible to plan the procurement/manufacturing for different intervals like 3/6/12 months Should have provision to generate exception reports detailing lapses in Prerequisites in terms of BOM/Process etc. System should have the provision to define/modify Production/MRO/Ad-hoc etc tasks with different delivery dates and tail/part numbers for different Project/Customers. Should be capable of automatically combining the requirements of a part from all tasks for a defined period and generate a single Requisition-line/Shop-order for that part. Should be capable of automatically combining the requirements of any configurable category of Parts from all tasks for a defined period and generate a single Requisition for that category of parts. The Planning Engine should have provision to run based on the selected category of items. (Example - Standard parts, Forgings, Machined Parts, BOIs etc). The Planning Module should be capable of generating Plan Vs Actual Report with critical path clearly identified. The Planning Module Should support Simulation capabilities with an option to generate procurement/ manufacturing requests. Should support re-scheduling of Production Plans. Should support Graphical representation of Planned vs. Actual execution of Tasks. (Gantt Charts etc). Should consider WIP purchase requisitions, purchase orders, shop-orders (created both outside/inside Planning Module), alternate-parts, p-factor of items etc while arriving at the net requirement. Should be capable of generating comprehensive production/execution schedules. Production Status Work center Monitoring Should support defining firm and forecast tasks with different types of servicing. Should have provision to generate comprehensive adequacy statement for firm tasks. Should have provision for planning of spare Parts for machines and plant equipments. Planning engine should generate purchase requisition and shop order requisition for Outsourcing items Should be capable of generating comprehensive reports regarding the completion of milestones for different tasks/customer Orders. System should have provisions to define monitorable milestones based on the execution of tasks (Customer Orders). Should have capabilities for automatic alerting whenever a work-center is about to get or gets overloaded. Should have provisions to proactively alert person-in-charge on loading for build of WIP against work-centers. LRU PI/PE Should have provisions for generating Capacity versus Load against selected work-center(s)/departments. Should consider Break-down/preventive Maintenance while scheduling. Should have provisions for defining different checks with different periodicities and generating alerts for items due for periodic servicing in Manufacturing/ MRO 133

134 programs Should have provisions for creating Periodic Inspection orders, for items in Stores, different from Manufacturing/MRO orders and carry out Inspection Process. Should support generation of Job-Cards/Tickets for Periodic Inspection orders. MANUFACTURING MODULE Product Structure Routing Ability to generate Product structure (PS) details from PLM and capture EBOM (Engg BOM) and corresponding MBOM (Manufacturing BOM). On modification of Product structure, auto alert mechanism for the WIP work orders which are in old revision. Ability to define default flag for an alternate of the product structure against a part and revision which will be used for creation of shop orders and planning engine. Ability to define Part Revision and applicable alternate against the component parts in BOM. Any Modification in Routing/Product Structure should be controlled through an approval workflow. Ability to define Quality Plan against the PS and save the plan as a template for the part no and corresponding revision. The same plan should flow to the shop order for the said part and revision. Ability to incorporate Special symbols in Quality Plan. E.g.; ± Ω Ψ etc. Ability to define tail number/vehicle serial number applicability at alternate level of product structure. The tail number/vehicle serial number so defined should be enforceable during Shop order Creation. Ability to generate Routing details from PLM On modification of Routing, auto alert mechanism for the WIP work orders which are in old revision. Ability to define default flag for the Routing alternate against the part and revision which will be used for creation of shop orders and planning engine. Should be able to separately administer permission for entry/modification of operation details and timing details. Viewing access to timing information to be restricted to specified users only for outsourcing operations Ability to define Heat Treatment /NDT /special process parameters against the operations. Ability to define the tool id with different versions /revisions against the operation no. Ability to identify the operations (Note Text) which had been modified by Methods Planning Department. All newly added operations in a routing should have zero timing. Should have provision to update the timing by authorized agency. Ability to maintain history of changes done to an operation in routing. Ability to generate alert of WIP shop orders while making new revision buildable Ability to define routing exclusively for FAI (First Article Inspection) which should 134

135 Shop Order Inventory Part exist in Tentative state till the FAI work order is cleared. Further Routing for the part and revision should not be allowed until the FAI alternate is buildable. Ability to restrict release of production shop orders till FAI is cleared. Ability to identify shop order created for FAI Provision to identify tail /part numbers against the shop orders created for detail/assembly based on planning engine output. Ability to utilize Barcode on the requisite documents without installing any additional software, font etc. in client machine. Ability to capture operation clearance from Operator, Supervisor and final inspection. Ability to automatically park shop orders based on the alerts from PLM Ability to have online clearance of Route Book. Ability to offer parts for clearance to external agencies like CRI through the generation of MEMO. Ability to capture labour booking (Individual and Group) Ability to capture CPI (Check Prior Installation) test results Ability to update heat-treatment/ NDT/Special-Process details and generate reports. Ability to report operations, manufacturing receipts and component issues through barcode scanning of the Job Card & Acceptance Tag. Ability to enter the actual inspection results against the quality plan for individual shop- order. Ability to generate Methods Log Entry (MLE) against the shop order. Ability to view the Part Drawing (2D, 3D) against the shop order directly. Production shop orders should not be generated in case FAI shop order (If defined) is not cleared. Ability to issue accepted quantity of manufactured parts from one shop-order to another assembly shop order and auto updation of corresponding transactions(store credit of partial or full qty,issue against MR) Ability to receive into store only accepted quantity based on the TAG, not the Lot Size. Ability to capture accurate transaction details like Labour booking, Material Issue etc. during the Split/Merge of Shop Orders. Ability to configure controls to minimize surplus WIP due to batch production Ability to generate acceptance tag/pdo through a simplified single screen process. Provision to create a PIC (Pre Installation Checks) shop order for component LRU directly against a material line in shop order in which it is required. Ability to track the status of PIC (passed/failed) with associated accounting entries. Should have provision to automatically peg shop-orders to the higher assembly shop-orders based on vehicle serial-no. Ability to create inventory part listing with all the mandatory fields and basic information like Lifed Components,storage conditions, First Article Inspection (FAI)requirement, Part revision, specification,material size,periodic servicing characteristics,time Between Overhaul(TBO), Total Technical Life etc Ability to view Part Drawings (including 3D format) against the part no without installing the native software. Ability to view PLM drawings through hyperlink created as per PLM object Ability to open PLM drawings using embedded viewers(eg. jar files to be installed as plugins) 135

136 Quality General Requirements Engineering change order management for enabling seamless flow of configuration information between design agency, manufacturing & MRO shops with appropriate alerting mechanism. Ability to have centralized item master across the organization for all categories of items (Non project items, Raw Material, consumables etc.) Ability to define FAI requirement against the part no and revision. Should permit modification of inventory unit of measurement with appropriate quantity conversions. Ability to generate the material codes as per pre-specified criteria and link with part master Should have facility to capture the disposition of previous revision/issue in part master on release of higher revision/issue Ability to use same Part No for manufacturing or procurement. Accounting should be based on manufacturing or procurement as the case may be. Ability to capture SNAG details against the shop order/assembly no/system & subsystem etc. and pass it through a predefined work flow for further action by different involved agencies like Methods,DLE,Quality,Shop etc. Ability to generate CPI (Check Prior Installation) report for assemblies which consists of actual part-revision/issue and SOP details for the helicopter/assembly. Ability to generate Tag/PDO against a list of shop orders at one shot. Ability to generate graphical report for monitoring of stage wise clearance of final product like helicopters/aircrafts.ability to generate work done report based on stage clearance. Ability for repetitive snag analysis. Ability to print documents(drawings, Sketches etc.) attached to a shop order along with the reports like Route-Book,JC etc. Ability to generate Periodic Servicing and Calendar Servicing requirement for each aircraft/helicopter /LRU and carry out the same activity in ERP mode. Alert mechanism should be incorporated for carrying out the servicing where applicable. Ability to capture actual part revision/issue details (sl. no s, installation date,ttl etc) against the Aircraft/Helicopter based on SOP (Standard of Preparation). Ability to provide Production stage (operation completion status) confirmation through mobile/handheld devices. For example, completion status of operations for components under manufacturing in shop. Ability to make a comparison between the in-house production and Subcontract costs for a particular job / batch of production Ability to generate Heat Card after capturing the details of heat treatment operations, Registering parameters & specifications of Heat treatment e.g. Furnace No,Temp, Time In / Out,Work Order No - Op No - Qty, Material Batch No etc. Should have provision to automatically peg shop-orders to the higher assembly shop-orders based on vehicle serial-no. MRB for FI should be possible only if all previous MRB are in either completed or Cancelled state Provision for multilayered planning to create strategic plan, MPS and MRP tools to meet the objectives. Provision to re-run the plan dynamically on the basis of current situation. Ability to analyze the bottleneck in terms of Man, Material & Machine. Provision to hyper-link drawing with part number/work instruction/ Job card. 136

137 While granting / revoking view /edit rights from a document class, it should be applicable to all existing documents in that Document class. TOOLING MODULE J&TO Tool Inventory Tool Costing Tool use in Part MFG Provision to plan for tools to be procured/manufactured for a particular project/task/ Production schedule etc. Provision for Methods to enter Tool-ids in the system against routing operations along with indication regarding requirement of Jig &Tool Order(J&TO) Provision for grouping Tools to generate consolidated J&TO request Provision for defining approval workflow for J&TO request System should restrict duplication of J&TO request for the same tool. Provision to monitor progress of J&TO request Line item wise Ability to generate alert on J&TO request to Tool Planning(TP)/Tool Design Provision for Tool Planning to categorize the tool as Standard or Production tool Ability to convert J&TO to MPR for Standard Tool Provision for Tool planning to categorize the tool as Outsourced/ In-house Production tool and generate shop order/ Outsourcing Request as applicable Ability to record completion of J&TO cycle on receipt of tools into stock and also send alerts to TP/Methods on execution/completion of the manufactured/outsourced tool Ability to define Tool master, Tool Product Structure and Tool Routing Ability to differentiate Tools from general Inventory Parts Ability to track revision-wise tool stock Should have user friendly simplified process for receipt and issue of tools with appropriate accounting as per HAL policy Facility to handle repetitive issue/receive of Tools (Serialized/ Non serialized)as per the accounting policies. System should restrict Reporting of operation wherever serialized tools are called, and tools have not been issued. System should restrict use of un-calibrated and calibration due tools in operations and issue to operations/employees Ability to generate report giving details about the no. of parts manufactured by a given Tool/Tool Serial Ability to trace back the parts manufactured by a given production Tool/ Tool Serial no Ability to issue Tools to Employee(As per Token based System followed in HAL) System should maintain a complete log of issue/return of Tools to/from employee System should facilitate viewing of allocation status of tools Ability to send alert mails to employee whenever the tools held by them are due for calibration Ability to generate Tool Breakage Report by Shop Employees Ability to issue fresh tools from stores against the breakage report 137

138 Tool Calibration Tool Disposition Request Tool Procurement/Mfg request Ability to enter Tool Details like Tool Life(Number of instances for which a particular tool can be used), Tool Calibration periodicity, Tool Expiry Details etc Ability to automatically record consumed life of the tool based on its usage and ability to initiate/send for calibration of tools based on no. of parts manufactured using the tool or calendar life of tool Ability to Raise separate category of Shop order/po for Tool calibration and record the inspection results Ability to enter Calibration details like Calibration Date, Calibration Range, Calibration agency, Calibration period, Alert days etc for the Tool Serial No as intelligent fields Should be able to handle repair and calibration of tools, ground support equipment etc (in-house/by vendor) issued to shop against Material Requisition with appropriate accounting. Should have provision to link calibration activity done by vendor in HAL premises with the Purchase order and the tool/ghe/gse no. Ability to scrap tool if required System should have ability to analyze calibration data for trend analysis(like adjust the calibration period, equipments reliability etc) Ability to raise Tool Disposition Request(TDR) for Repair of Tools Ability to generate Shop order/mpr against the requested TDR No and issue repairable tool against the same Ability to raise Tool request with appropriate approval workflow System should have provision for in-house Tools Manufacturing Order based on Tools request Ability to consolidate Tool request by Tool Planning and raise a consolidated Purchase Requisition On receipt of Tools, facility to issue tools based on the tool request System should generate alerts to Tool Planning when Tool inventory stock levels go below re-order level System should facilitate Standard Tools Procurement Planning based on Re-order Level Module Planning- Scheduling MRO MODULE Requirements System should have the provision to define tasks with delivery dates and tail/serial numbers for different customers. Should support defining firm and forecast tasks with different types of servicing and maintain history of task changes. Ability to Define SOP (Standard of Preparation) for different types of servicing for a component/ Assembly/ Aircraft/Engine/ Helicopter including cycle times for each type of servicing. Provision for uploading of relevant documents Ability to generate Work Breakdown Structure for an inducted Aircraft/ Helicopter/ Assembly. 138

139 Ability to define list of items to be supplied by customer/ customer's representative agency as a part of SOP for various types of servicing along with required schedule of supply. Ability to pro-actively alert the customer in case item is not received within the acceptable time schedule. Ability to link the LD calculation for delivery with late receipts of such items, if any. Ability to capture labour booking (Individual and Group) by shop supervisors for all types of MRO activities and generation of online cost ledger. Ability to define test equipments/ rigs/ test benches required for an assembly. System should support feasibility analysis for projected tasks. Note: MRO Task is projected by customers and may be accepted/partially accepted by HAL based on availability of machine/ material/ labour. Should be capable of generating comprehensive production/execution schedules for the Aircraft/Helicopter/Engine/LRU with respect to delivery date. Ability to define Production plan for the Task with delivery schedules Should be able to configure business process for the following scenarios: 1.MRO of Aircraft/Helicopter/Engine at HAL 2.MRO of Aircraft/Helicopter/Engine at Customer base (by customer)(rotables/lrus of those Helicopter or Aircraft are sent to HAL for repair ) 3.MRO of Aircraft/Helicopter/Engine at Customer bases and HAL sends a team along with material &tools (team deputation). 4. Induction of Rotables for Repair/DI at HAL Ability to generate loading schedule of components to shops/oem /other Divisions after induction of Aircraft/Helicopter/Engine. System should generate a shop-wise schedule of assemblies and sub-assemblies for MRO activity to various shops (for assemblies directly loaded by customer and disassembled from Aircraft/Helicopter/Engine undergoing servicing activity). For shops/ work centers which are involved in both manufacturing and MRO activities for same LRUs, ERP system should have the provision for generating shop wise schedule for a combination of manufacturing & MRO activities. Ability to define work centers/ shops responsible for MRO activities of each component/ Assembly etc. Provision for recording the receipt of customer's Aircraft/ Helicopter/ Engine /LRU (both serialized and non-serialized) for MRO Activities and creation of Work Order. Provision should exist for linking Work Order to task and delivery schedule. Provision for defining various stages of MRO activity and recording the completion of each activity with history (including dates of start and completion of each stage) and tracking at Work Order level against stage completion plan. Provision to send automatic mail alerts(novell Groupwise) with list of LRUs inducted on the day for MRO activities (in Excel format) to configurable list of personnel. Provision to define Bill of Materials (with applicable revision of component parts), operations and Tools involved and corresponding work-centers(which may also be in any other Division of HAL) for each type of servicing for the items Should be possible to define Scheduled Sub-assemblies as part of a particular MRO activity. (Scheduled sub-assemblies undergo compulsory MRO activity in a given service type.) 139

140 Should be possible to define mandatory and non-mandatory list of components for various types of servicing of a part/ Assembly. For all non-mandatory components, provision should exist for calculating and defining P-Values.(Probability of rejection of the spare) Ability to generate work center wise schedule considering priorities such as AOG, item about to cross the MRO cycle time of LRU and enter LD period. Monitor the actual progress of work against the schedule. Ability of the system to forecast the material requirement for MRO activity of Aircraft/Helicopter/Engine using firm & forecast requirements considering already inducted Cat-Ds. Ability of system to maintain checklists, track and manage documentation(manuals, drawings, certificates, etc) for delivery of Aircraft/Helicopter. Ability of system to track dependency among servicing activities with notification to concerned user. Should have the provision of calculating and defining loading factor for various LRUs(with different types of servicing) based on previous history Ability to automatically update Build Standard (SSI)of aircraft/ helicopter/ Engine/ LRU with the actual serial numbers fitted at the time of delivery/dispatch. System should have provisions to define monitorable milestones based on the execution of tasks (Customer Orders). Should be capable of generating comprehensive reports regarding the completion of milestones for different tasks/customer Orders. Should have provision to generate comprehensive adequacy statement for initiating procurement action considering p-values, loading factors, types of servicing etc. Should consider WIP purchase requisitions, purchase orders, transfer tasks, work orders etc. while arriving at the net requirement. Should have capabilities for automatic alerting whenever a work center/shop/ machine is about to get overloaded (e.g.80%, 90%, 95% loaded) or gets overloaded. Should have provision for automatic pre-alert to the next work-center-in-charge on loading of WIP in any work center. Should have provisions for generating Capacity versus Load against work-center(s)/ shop(s). Should be possible to run planning engine for different user- defined intervals. Engineering change order management for enabling seamless flow of configuration information between design agency, manufacturing & MRO shops. The Planning Engine should have provision to run based on the selected category of items. (Example - Standard parts, BOIs etc). The Planning Module should be capable of generating Plan Vs Schedule Report with critical path clearly identified. The Planning Module Should support Simulation capabilities with an option to generate procurement/ manufacturing requests. Should have the provision for Budget Monitoring for MRO projects and profitability analysis. Should have the provision for Benchmarking (in terms of cost and/or productivity) for various MRO projects. Execution Recording of Customer's Sale Order Reference, Induction Voucher reference,purpose of induction, snag details etc. at the time of Receipt of item for MRO 140

141 Provision to record observations found during Pre-survey activity. Ability to record and maintain history of the list of parts defined in the work scope against each work order. Ability to track work order wise historical information of serial no's of parts present on a particular Aircraft/ Helicopter tail no. at the time of induction and dispatch In case of loading to other HAL Divisions in the same geographical location, provision should exist for carrying out work in the same shop order (without creation of another shop order). In case of loading to neighboring HAL Divisions for some of the operations in an MRO activity, provision should be available for acknowledgement, time docket booking and operation reporting after completion of work by the receiving Division. In case it is the last operation, provision for tagging also should be available for the receiving Division. Receiving Division should be able to acknowledge a group of operations (belonging to multiple orders) in one step also. Upon removal of a component, structure gaps should get created automatically and these gaps should be deleted on fitment. The structure should get built up even if a new component is issued for replacement. Should be able to issue alternate part no. for a demand raised for a component. The demands should be restricted to parts available in Bill of materials or their corresponding alternate parts. Shortage monitoring for Aircraft/helicopter at kit wise/work center wise level. Ability to control the issue of items based on Quantity per assembly defined in Bill of Materials based on category of items. For requirement over and above QPA, a PDO must be mandatory. Provision to capture the serial number of the part in shop orders, for which the shop order is created. Shop order should not be deleted on cancellation; rather it should be in Cancelled state. Restriction on Cancellation of induction work order if any connected Planned/Released/Started shop order exists. Restriction on modification in PDO, if the connected repair order shop is not in cancelled state. Ability to configure the solution for correct accounting of items received from sister Divisions wherein the inventory, COGS and sales set up is to be done by Supplying Division. Ability to issue such items in the shop orders/ work orders created for external customers of receiving Division. Provision to prevent the receipt through MRO/ Disassembly process, of a specific serial number part, which is dispatched to external vendor for Repair activity and not received back from vendor. Ability of the system to complete the orders (Disassembly/ Assembly/ Repair) for subassemblies/ components (which have been cannibalized from a particular Aircraft/ Helicopter tail no. and Aircraft/ Helicopter has been dispatched) which may require more material/ labour consumption in the subassemblies or their next level(s) subassemblies. When Assembly shop order is store credited (received) after the issue of Company owned component parts, system should automatically create serial structure (SSI) for the company owned part and should link to the serial structure of the parent assembly. 141

142 Provision for single screen tracking for all disassembly, disposition, repair and assembly MRO orders belonging to an aircraft/helicopter/ engine/lru etc. Provision for the customer to record the acceptance reference and date for a delivered item. The same provision should be available to HAL also. Ability to calculate the cost of repair of Subassemblies fitted as a part of delivered Aircraft/ Helicopter / Engine / LRU considering cannibalization at all levels of subassemblies (against the main work order created for the aircraft). Cannibalization may happen from another Aircraft/ Helicopter / Engine / LRU or from an LRU inducted standalone. Ability to track the cost of repair of an Aircraft/ Helicopter / Engine / LRU by considering aggregate of cost of repair of all subassemblies considering cannibalization. Provision to validate the issue of item against existence of a PDO in shop order in case of non-mandatory items. In case of assemblies, PDOs will be raised while disassembly and item demand will be placed during assembly. Ability to track work progress of MRO activities i.e. to record ( transaction log ) the following stages during the MRO cycle: 1. Received into store 2. Pre-survey 3. Disassembly Start & End 4. View 5. Re-work Start & End 6. Assembly Start & End 7. Ground Run (For Aircraft/ Helicopter) 8. Customer Acceptance 9. Signal Out (For Aircraft/ Helicopter) 10. Ferry Out (For Aircraft/ Helicopter) 10. Dispatched 11. Accepted 12. Invoiced Ability to capture details of the tester/pilot and observations during ground run/test flight. Provision to raise snag sheets and record the corrective action against observations. Provision to Cannibalize non-serialized parts from one assembly to another. Ability to configure multilevel approval work flow for cannibalization(in cases where approval is required) Ability to Monitor serviceability /flying pattern of helicopters/aircraft along with incidents Provision to make a component part no in a Serial Structure Template(SST) of aircraft or helicopter as obsolete when the part becomes obsolete Provision for recording the receipt of customer's LRU for Defect Investigation/Pre Mature Withdrawal with Provision for Entering the reported issue, disposition, action required etc. and linking with work order. Ability to carryout the DI process as per HAL business process and track stage wise progress. Ability to analyze cost of Defect Investigation activity. Should be able to induct an Aircraft/ Helicopter/ LRU covered under warranty with corresponding tracking for total warranty cost incurred during the period Should be able to link Mod Compliance with Warranty management along with corresponding cost wherever applicable. The application should be able to forecast man-power, material and tool/ equipment requirement for the MRO activities up to 5 years time horizon and compare with actual resource status or availability. Ability to track the status of aircraft/helicopter work orders in Gantt chart, calculate the resources needed for the work order, cost accrued and provide delay alert messages. Provision to change ownership for a rotable from company owned to customer owned, when the item supplied as CAT A (company owned) to customer is inducted again for MRO activity. 142

143 Should be possible to review the progress of production through the system. During review meetings, remarks will be added, priorities may be reset or action items can be generated and sent in the form of mail/sms alerts to relevant business users. System should provide the above features in easy to use single interface. Ability to generate graphical report for monitoring of stage wise clearance of helicopters/aircrafts for the production year. Ability to generate work done report based on stage clearance. Ability to generate the SNAG against the work order/assembly no/system & subsystem etc. and pass it through a work flow for further action by different involved agencies like Methods,DLE,Quality,Shop etc. Provision to monitor operational parameters like TTL(Total Technical Life),TBO(Time Between Overhaul),Storage life/shelf life, Calendar lifecycles etc. Ability to track the Revision/version of LRUs during disassembly, assembly, disposition, material issue, repair PO and transactions etc. System should be able to maintain Multiple active revisions of a part at any point of time. Provision to substitute a material demand with another version/revision of the same part available in stock. Should have the provision for creating PDOs and demands for multiple non-mandatory spares in one step. Also creation of PDOs and demands for same spare in multiple orders should be possible in one step. Ability to Monitor rejections and control plan Ability to analyze repetitive rejections after fitment on Aircraft / Helicopters and corresponding impact on vendors performance analysis Ability to transfer demand for a spare from one order to another in case the demand in original order has been met by cannibalization. Quality Provision to generate online logbook for Aircrafts/Helicopters Provision to generate logcard (Service Log Book )for engines/lrus, containing information like flying hours during each time interval,ttl(total technical Life),Date of manufacturing, Date of Installation, Number of Cycles completed, cannibalization information etc. Ability to automatically update all the components part's flying hours same as parent part's flying hours Ability to generate report for repetitive snag analysis. Ability to print documents(e.g. drawings/sketches) attached to a work order/shop order along with the reports like Route Book,JC etc. Ability to generate Periodic Servicing and Calendar Servicing requirement for each aircraft/helicopter /LRU and carry out the same activity in ERP. Alert mechanism should be incorporated for carrying out the servicing where applicable. Ability to report operations & receive through barcode scanning Provision for carrying out PIC (Pre-Installation check) which may be carried out in the same/different dept of the Division or sister Division. Tracking of the PIC completion status even in case an aircraft/ helicopter/ Engine/Assembly has many components (even the QPA may be more than 1 for a particular LRU) requiring Pre-installation checks. Provision to correctly account and return back the material to Stores in case of PIC failure. 143

144 Ability to offer parts for clearance to external agencies like AQA through the generation of MEMO. Ability to generate Route Book / JC with Barcode. Ability to have online clearance of Route Book. Ability to define the tool id with different versions/revisions against the operation number in routing Ability to define Enterprise level Mod Master with applicability in terms of Range or list of Serial no's of item with complying Division(s)/vendor(s). Provision to attach Mod Leaflets with Mod master. Ability to define date wise applicability of Mod. Provision to define Mod applicability Aircraft/Helicopter wise and component wise Should be able to define Mods which are applicable for more than one assembly/ part along with affected parts. Should be able to define Bill of Materials and Processes to comply each Mod. System should generate the list of Mods to be complied when an item is inducted for MRO activity, taking into account exempted Mods. Mod compliance activity should automatically become a part of scope of work to be carried out. The Mod compliance activity should be configured so as to be user friendly with optimum no. of steps. Mod Compliance Ability to record Mod complied at customer base with link to corresponding work order (in case Mod was complied by HAL personnel on Team Deputation Work Order). Provision to define Pre-Mod and Post-Mod part combinations.provision to convert a PDO on pre-mod part into a demand for Post-Mod part. Should have provision for mod compliance either by higher revision for the current part or by new part number and revision, as the case may be. Ability to record Mod signoff and tracking of complying Division. The history log of the same along with signing-off personnel should be maintained. Ability to track work order wise /vehicle instance wise Mod compliance status with tracking of cost of Mod compliance (labour cost & material cost). Ability to account for cannibalization in Mod compliance for all types of Mods( Tail no wise/lru wise applicability) Ability to execute (labor and material issue) the Mod using shop orders & sign off the Mod without undergoing a disposition handling cycle. (In HAL scenario,pdo is not required to be raised for executing a Mod) Provision for having complied inferred Mods (Mods which are considered to be complied for Aircraft/ next assembly, if complied for some predefined set of subassemblies). Ability to support PBL(Performance Based Logistics) contract activities. Fleet management Provision to capture daily sortie details including Engine start and off time, take-off time and landing time. Ability to update the component s flying and airframe hours automatically based on daily sortie details of the helicopter/aircraft. Provision for recording the snag details during daily sortie. Provision to capture cannibalization/ replacement details at customer bases. 144

145 Module Book Keeping Costing FINANCE MODULE Description Ability to define internal organization structure like Complexes/ Divisions/ Offices and generate complete trial balance, P & L account and Balance Sheet with Schedules complying with requirements of the Companies Act,2013 and compliance of IFRS accounting requirements at Division level and consolidation of the same at Complex and Company level with provision to consolidate with Joint Venture companies accounts. Ability to add/delete/modify one or more of these organization structure level even after final Go-Live. Provision to configure Uniform Master chart of Accounts for all business units across HAL. Provision for Automatic transfer between Current and Noncurrent Asset and Liability Account codes during an accounting period in line with revised Schedule- VI Ability to pickup previous year figures in current year financial statements and ability to regroup/reclassify previous year figures, where necessary 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 generate Online Cost Ledger Ability to generate Project Wise/ Product Wise Cost of Production and WIP of manufacturing of an aircraft / Engine/ Assembly. Ability to create departments/functions etc as flexible hierarchy to roll-up cost Facility to pool costs and then allocate / reallocate costs to other cost centers / across organization based on predefined criteria Ability to create flexible structure of cost objects to collect cost for specific purpose / objective and settle such collected cost to another cost object. Ability to allocate overheads either on a percentage basis or as quantified by the Service providing department Ability to allocate common services costs across departments/ products / Divisions based on predefined basis. Accounting of cost centre wise direct and indirect cost and calculation of cost centre wise MHR Ability to benchmark variances between budget and actual, across HAL Divisions. Ability to support categorization of costs into fixed/ variable costs at process/product/element/cost centre levels. Ability to process and reconcile inter Divisional control accounts (IDCA)online Ability to capture BE/RE MHR accounting period wise and customer wise Ability to calculate Actual Man Hour rate for design and shop labour online in the design and development scenario. Ability to identify various overheads like material overheads, production overheads and Admin overheads Ability to roll-up cost from lower levels to higher levels of products manufactured Ability to generate cash outflow / inflow for a user defined period Ability to automatically generate recurring journal vouchers 145

146 Sales Quotation Budgeting Automatic sales setup and release of COGS in various scenarios such as R&D, Manufacturing and MRO Ability to account Warranty expenditure Ability to account for Cannibalization Ability to account for loaned items (from customer/other sources) Provision for online labour booking and validation against attendance details as captured in biometric attendance system. Provision for Labour booking against work orders of other HAL Divisions. Provision for Labour booking for captive consumption Accounting of Shop floor rejection (WIP) Reconciliation of Financial profit vs Costing profit Ability to generate Sales Quotation for Manufacturing and MRO scenarios considering various parameters like Labor, Materials, P-Factor, Yearly Defined Escalation Percentage, Different Rejection Percentages for different types of materials, freight and insurance, redundancy, profit etc. as per HAL policy Ability to generate quotation for Design and Development project including unit cost of product for series production, DRE and capital facilities required for the Project both at Design and Development Stage and Series Production stage. Ability to maintain sales quotation prepared based on multiple criteria for the same period for business intelligence data. Ability to prepare budgets (Capital and Performance) at the Division level, forward it for approval, modification and consolidation at the complex level and then forward for approval, modification and consolidation at the company level with appropriate approval hierarchy at each level. Ability to define Budget at central/division level with configurable authorization. Ability to prepare, review, modify and approve various types of budgets (such as product and project wise budget etc) including various components such as tools and Test equipment cost, documentation cost, Spares cost etc. Ability to allocate/cancel/reallocate budget to PR/PO. The different lines of PR/PO may belong to different items of an approved budget. Ability to capture budget amount, consumed amount, PO amount, paid amount against a particular budget item. Multi level approval process for capital/performance budget, tightly integrated with procurement cycle Ability to maintain budget at each Account code / cost center/ Division/ company level Maintain history of budget for each version during preparation, approval and amendment etc. Maintain original budget, revised budget and latest forecast for each account Provision to automatically generate a draft budget from previous years actual or budget with a percentage increase or decrease with provision to modify the values. Ability to create flexible budgets based on user defined relationships among various accounts Ability to generate commitment vs realization statement 146

147 Ability to re-appropriate budget across various budget heads with history tracking Fixed Assets Ability to generate different types of variance reports (like actual v/s budget, Actual on year to year and month to month basis etc.) Ability to regulate payments in accordance with budgetary allocation for the user defined period Centralized definition of fixed asset categories, description, location, depreciation rates, predefined residual values etc. Automatically consolidate FA Register at Divisions into FA Register for the company Ability to generate schedules of CWIP, Fixed asset Sales, additions and deletions including age wise analysis. Ability to ensure Division-wise data access/ modification controls w.r.t. FA Register Ability to record fixed assets as either capitalized or work-in-progress Ability to decide the asset categorization at the time of order placement/contract finalization and also allow changing at a subsequent date/stage. Ability to differentiate between new asset and value adjustment/upgradation of existing asset Ability to track history of each asset from receipt against gate entry to PRC/Scrap/Transfer/Sell. Ability to select multiple CWIP voucher lines related to the asset altogether at the time creating CWIP voucher for the asset. Ability to merge multiple fixed assets into one fixed asset Provision to record manufacturer's serial number against a Fixed Asset Ability to record insurance policy details of the assets Ability to lodge insurance claims for lost/damaged assets based on policy and asset status Ability to transfer asset across HAL Divisions with history tracking Ability to provide depreciation as per Companies Act,2013 Ability to account for depreciation of items acquired prior to , whose net value is more than Re 1, as per Companies Act, Ability to charge depreciation from the date of capitalization Ability to remove assets after PRC (Plant Rehabilitation Committee) Ability to generate online TOCA (Transfer of Capital Asset) form and capitalize automatically. Ability to obtain report of details of assets for which TOCA has not been issued. Ability to track customer owned fixed assets. Ability to transfer customer funded assets to advance automatically and generate report accordingly. Bills Payable Ability to match services received, PO for the services and Invoice for services while setting up Purchase liability and while making payments. Provision to send automatic mail alerts to vendors for material rejection in cases of advance payments. 147

148 Ability to update Bank's transaction reference/ advice no. etc. and match UTR No. while doing Bank Reconciliation Statement Automatic three way (invoice, PO and RR) matching process after the invoice details are entered in ERP. Amount to be credited in inventory/ expenditure as well as amount to be invoiced should be available against each gate entry line at the time of charge approval. Ability to transfer account balance of an inventory part from one inventory account/accounting group to another inventory account/accounting group. Ability to block payment to a Vendor till such time as desired (All transaction other than payment to the vendor may be permitted during this time) Ability to link payments to completion/installation details. Ability to handle Indemnity Bond/ Insurance Policy Details submitted by vendors. Ability to record collection of EMD from vendors/service providers/customers against the related Tender/PO/WO/ Agreement/ Contract and to keep a track of the same. Ability to account for EMD in case it is received in a different HAL Division than Tendering Division Ability to convert EMD into Security Deposit for successful bidder and to keep link between the EMD and Tender/PO/WO/ Agreement/Contract and also vendor master. Ability to record the return of EMD amount to unsuccessful bidders with Tender reference. Ability to en-cash EMD/ SD/ BG linked to Tender/ PO on non performance with appropriate accounting. Ability to maintain Bank Guarantee received from vendors/contractors etc., in any Currency (which may be different from purchase order currency) and payment mode. System should also support single Bank Guarantee for multiple purchase orders/ contracts. Ability to regulate approval of PO/WO/ Agreement/Invoice subject to receipt/confirmation of Bank Guarantee. Generation of necessary TDS/TCS/VAT/ST and other statutory returns Ability to shift to GST regime as and when it comes in force Provision to record LIBOR/ PLR rates applicable as on a date Provision to record LC Charges/ Bank Charges/ Sight draft charges in terms of percentage or absolute value against the payment voucher. Ability to record, amend and close Letter of Credit and tracking of payments against Letter of Credit along with supplier invoice reference. Ability to calculate 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) Ability to automatically adjust Receivables account in case the item is rejected after payment has been made to supplier against letter of credit. Periodic forecast of receipts and payments for each currency (Separately for EUR, USD, INR etc.) Ability to raise Note sheet for emergent requirements and payment accounting of the same. 148

149 Material Accounts Bills Receivable Ability to maintain Purchase order reference in all transactions including General Ledger Ability to account for Input Tax Credit during GIT/inventory valuation, Purchase Liability setup and Sundry creditors etc wherever applicable. Ability to support adjustment of VAT credit taken at the time of issue/inventory valuation wherever applicable. Accounting for issue of materials to vendors to be captured- and accounted on return of semi-finished or finished products for reconciliation. Ability to value finished products at cost or realizable value whichever is less Ability to account/adjust transit loss against inventory Ability to generate Customer Invoice for following types of cases a. Cost Plus Cases b. FPQ Cases (FPQ prices may be different for different customers, years and service types) {Including Pre-Defined and Undefined X-List, Rebate for customer owned parts and Freight & Insurance etc.} c. BOI Spares Delivery ( Ex-Stock or Procurement) d. Team Deputation e. Export Orders f. Customer funded DRE/Capital Items(Case where no physical delivery takes place) g. Exchange Rate Variation claims in Fixed Price Contract Cases h. Inclusion of Foreign/Indigenous/Sister Division repair items in Cost Plus/FPQ Cases. Bifurcation as per applicability of service tax i. Provision of capturing cost of cannibalized rotables from earlier work order in cost plus cases of MRO work orders. j. Billing for Shops/Quarters rented to outside parties Provision for generating invoices as per DCDA requirement. Ability to capture Customer/Project/Task/Order/Contract wise Advance Payments, Milestone Payments, Differential Claim and Final Claim (with taxes/duties applicable). Collection report customer wise/month wise/disbursement Voucher wise/invoice wise Online generation of Service Tax returns and Sales Tax Returns statements. Online availability of DRE register Ability to generate single invoice by selecting multiple deliveries to same customer Ability to cancel and regenerate customer invoice at any stage. Ability to calculate LD for delayed deliveries (for each customer order line item) based on predefined LD clauses master indicating applicable date criteria Ability to link the impact of delay in production (cost/ time over run) to financial parameters like LD Ability to account for LDs deducted by customer along with relevant taxes Ability to recognize Design and Development sales both as per expenditure incurred and milestones as per contract with customers. Ability to generate online schedules for Debtors and advances from customers. Ability to pass entry on TDS deducted by customer at Divisional level and transfer of the same to CO Accounts. Ability to facilitate online invoice submission to DCDA and online submission of input Tax credit statements to respective authorities. 149

150 Miscellaneous Requirements Provision for enterprise level finance consolidation with Balance sheet adjustments Provision for Finance Consolidation at the enterprise level taking data XML/XBRL format. Generation of working of profit statement and cash flow statement. Online generation of Material Ledger, Supplier Ledger, Cost Ledger, Product wise cost and Schedules pertaining to all heads of accounts. Ability to generate MIS reports and Dashboards such as Sale, Value of Production, Profit, Inventory etc. at Division/ Complex/ Corporate level. Provision for Visualization of Accounts receivables based on progress of the aircraft. Provision for Profitability calculation up to assembly level Provision for Payment through payment gateway Ability to implement Work-flow based mechanism for proposal submission, concurrence, re-comment, forward for approval, refer back for necessary action, refer to across functions for getting back along with comments/ remarks/ information/ attachments Ability to maintain the Holiday list of company and that of Banks/Govt. as applicable for determining Precise Due Dates on various occasions or any other purpose. Ability to generate Sub Ledgers matching with General Ledger with minimal reconciliation. Ability to enforce maker-checker concept for Purchase Liability Set up, Vendor Payment, Advance Payment, Customer Receivables and miscellaneous vouchers Provision to automatically update rate of taxes/duties w.e.f. a specific date as and when there are changes in taxation policy. The provision should enable updation of tax/duties rates at Enterprise level with automatic flow down to various relevant transactions such as PO, Receipt (so as to facilitate automatic charges approval during receipt of item), customer/ supplier invoice. IMM MODULE Supplier Should be able to register Suppliers/Vendors with date of registration and valid up to date. Should generate unique code across the enterprise for each supplier (based on defined codification methodology of the company) having restriction based on configurable criteria like PAN/TIN/ EXP- IMP No etc.should be able to re-register / extend registration validity as required. Should have facility to indicate business areas/specializations (with categories and sub-categories) for each supplier in Supplier Master 150

151 SRM Should have facility to enter multiple bank account numbers for each supplier address with one account being default for payment purpose. Should be able to select the specific bank account of the vendor to be used when the invoice is recommended for payment. Should have facility to capture capacity available at vendor's place (for Outsourcing Vendors) like machine make, specification, number of machines, available capacity, identification of shared/dedicated etc.multiple machines for carrying out the same work may exist in the same work center Should have Supplier Approval work/process flow with specified approvers for new vendor registration and extension of registration validity and history tracking. Should be able to Black list supplier / supplier address with defined validity period at Divisional, complex and corporate level. Transactions like PR, Tender, PO etc. to be restricted during blacklisted period. Any change in the status of the supplier should be automatically reflected in the Supplier Part Master. In case of selective Blacklisting of a vendor by one of Division/complex, other Divisions/complexes should get alert on the existing blacklisting and should be able to perform procurement related activities. Should have Approval work / Process flow with specified approvers for Blacklisting of vendors Should be able to capture vendor related information like such as Country of Origin, Micro, small and medium enterprise(msme) vendors, Schedule caste/schedule tribe(sc/st) category, Women entrepreneurs, volume of business given etc. Ability to generate customized reports/ graphs relating to the supplier performance ratings as per company rules. Should be able to carry out vendor evaluation at Division/enterprise level and such data should be available for temporal analysis. Should have provision to capture Physical Verification details of Outsourcing vendors like physical existence, facilities, inspection done by, next inspection due on etc Ability to configure and allow one-time vendor with the facility to convert the same into approved vendor list at later stage. Should be able to distinguish between registered and un-registered/not approved vendors. Should have ability to issue tenders for such one-time (unregistered ) vendors especially for one time requirement like Capital Items, etc Should have ability to process payment, if required, for such one-time (unregistered) vendors. Ability to handle change in vendor name against same vendor code with validity with history of change in name. Ability to check whether a vendor is also a customer and if so ability to set-off transactions from AP(Accounts Payable) and AR(Accounts Receivable) as per requirements Should be able to securely transfer data between IFS ERP (intranet) to internet side servers like SRM & CRM by proper configuration of Firewall with security features like IPSec 151

152 SRM Portal should be hosted in internet with separate Licenses as applicable with secure two-way data flow between Intranet and Internet. SRM feature should be configured with 2 Level authentication using Soft Tokens. Should be configured with appropriate Firewall and VPN features. Ability to provide access to the supplier/ vendor to check the status of registration, validity of registration, ownership details, type of firm, contact details, registration categories, Bank Guarantee details. Exact information to be shared with vendor shall be finalized at the Framework Formulation stage of the project. Should have provision to send automatic mail/sms/alerts to vendors regarding order placement, delivery due date, payment etc. MPR Approval Vendor should be able to Acknowledge Orders,view plan for issue of raw material, drawing, tools etc.,update online progress of parts,book Inspection Calls,Upload Test Certificates, Record queries, access the purchase order(po) Status,Rejection details, Billing Status, Drawings(Controlled copy) etc. online Should have provision for generating Bar codes by supplier for dispatching material and same will be used by HAL security for making security entry Should have facility for Online Snag reporting and tracking Vendor should be able to view online drawing of part ( control copy) without print and downloading option Should be able to generate the planned and shipped details of consignments/deliveries Vendor should be able to upload vendor s price catalogue in SRM Should have a provision to provide disclaimer that the uploaded price catalogue is only additional information provided to HAL and cannot be considered by vendor as an offer and should not anticipate any orders based on such information. Should be able to track WIP Material Value lying at vendor s premises System must restrict the access / view of information of one supplier by other supplier Should be able to access through ERP system all the information entered/uploaded by vendor in SRM (Supplier Relationship Management) Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Requisitions like MPR (Material Purchase Request), SPR (Service Purchase Request) and CPR (Capital purchase request). The feature should also include movement of work flow forward and backward to facilitate any changes felt necessary in the proposed procurement The initiator would define a specific route, but en-route in the approval process, any of the coordinating persons could modify and add additional persons to co-ordinate the proposal. Should have separate approval workflow configuration for amendment process for PR On approval of the previous level, next approver should be alerted by the system 152

153 MPR-Projects MPR-Nonprojects/SPR/Work Contracts/CPR Ability for 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 Should have provision to maintain primary supplier and last procurement supplier separately. It should be possible to configure the system (at part level) to pick the vendor from primary supplier and/or last procurement supplier as applicable during the creation of MPR Should be able to run Material Requirement Planning (MRP) from the production and ad-hoc task by considering Existing Stock, Dues-in, WIP and system should generate part category wise or OEM wise (based on pre-configuration )consolidated Purchase Requisitions for a specified input criteria like Planner, Purchase Group,Project,Period etc Net requirement calculation of MRP should take into consideration different configurations of the part ( Product/part alternates ) and actual and alternate parts with usable part revision/issues System generated PR should indicate the required receipt date and latest date of order placement considering delivery date of the final product and supply lead time Should permit modification of auto generated PR if required Should have provision to request for Budgetary quote from the supplier and capture the quotation details as provided by the supplier. Should have provision for configuring required decimal points which determines rounding off (both at database and application layer) for applicable calculations for different business processes Should be able to retender the PR line if the original tender line is cancelled or partial qty converted to order/ltba without amending the original PR Should have the provision to amend PRs and maintain the amendment history for predefined fields Should have the provision to Short Close PR line when partial quantity/partial lines are converted to Tender/PO. Short closed PR line should be identifiable separately. System should have the provision to indicate rejected PRs. The data of such rejected PR lines also to be retained in the system. Should have provision to upload Vendor's price catalog(year wise) including MOQ and slab quantities. For items having defined vendor price catalog,mrp process should generate separate MPR with estimated price taken from the Vendor's Price Catalogue for that year Ability to categorize Indent documents as Revenue Purchase Indent, Capital Purchase indent, Proprietary Indent etc Should be able to capture user request for procurement along with technical specification.should have facility for multilevel approval by Technical Evaluation Committee (TEC). This request should then be converted to CPR/SPR as applicable. 153

154 MPR-ROL PR-Aggregated Proc Tendering & Evaluation Should be able to configure User defined templates for technical evaluation and conduct technical evaluation in the system by specified approvers/groups Should be able to define the breakup of KIT/ Package in Tender Bid and PR Should be able to receive the KIT / Package as well as individual Items. If received as kit, Should be able to break it into individual items at later stage, if required. Should have the provision to Short Close PR line when partial quantity/partial lines are converted to Tender/PO. Short closed PR line should be identifiable separately. System should have the provision to handle Works Contract Cycle System should have the provision to indicate in PR whether evaluation is item wise or consolidated System should have the provision to indicate rejected PRs. The data of such rejected PRs also to be retained in the system. 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 indent and track a free trial / paid trial item and record the performance. Should have facility to calculate re-order level based on configurable formula. Should have facility to generate alerts when stock goes below re-order level For stock items, system should generate automatic PR when stock goes below ROL ( by considering Supplies, WIP, GIT, Existing Stock, Dues in etc of actual part and alternate part ), for a specified input criteria like Planner, Group, Project, Period etc. There should be one PR per group/family of parts. Should permit modification of auto generated PR if required Should have the facility to generate PRs (For product as well as services) by each Division which are then converted to single consolidated Tender and then create order / LTBA/ RC (Rate Contract) by another nodal Division/central team. Order / LTBA/ RC should have line wise different delivery address and schedules. In case of LTBA/ RC, each PR generating Division should be able to raise individual Purchase orders connected with LTBA/ RC, limited to the quantities assigned to each Division. The Divisions should be able to receive their respective item and make payments accordingly System should select vendors automatically in tender, based on Tender Mode and supplier part master Should not permit selection of Blacklisted vendors (if applicable for the Division) in Tender Should be possible to configure multilevel approval workflow template/dynamic workflow for Tenders and for cases such as single quote / less quotes etc Should have provision for amending / issuing corrigendum to tender in system with approval process. History of changes to be maintained 154

155 Should have provision to modify tender details / status by an identified authorized user in the relevant tender group, even if the original user is inactive. History for the modifications done to be maintained. Should have the provision to receive multiple bids from vendor against same tender. The bid received from the vendor may be in different currencies for different set of parts. Should have provision to capture non-response and regret response from vendor against each tender. This feature should be available at the tender level as well at the item level, since some vendors do not respond for some of the items. Should have the provision to incorporate the vendor bids with different price for slab quantity and yearly escalation Should have provision to capture vendor's terms and conditions as part of the bid Should have provision to evaluate based on pre-qualification, technical and commercial criteria. Should be able to generate the comparative statement item wise and tender wise considering the evaluation criteria specified in the tender like staggered delivery,moq etc. Should have provision to capture technical recommendations by Indenter. Should have provision to compute Loading factors (advance payment/ LC/payment on delivery / Warranty factor / Export license fee/ Package and handling charges/ NRC requested by Vendor etc), in Comparative Statement(CST) based on vendor bids Comparative Statement should be system generated considering all factors/rates. The terms and conditions from CST should flow directly to the Purchase Order Should have provision to capture details of Price Negotiations and history of the same Should have provision for converting a tender line to PO even if bid entry for other parts are pending and Should be able to continue with further bid entries for other parts and convert them to PO later Should be possible to track all the events from Request for Quotation till Order finalization (Scheduled Tender Opening Date, Actual Tender Opened Date, Tech Bid Cleared Date, Price Bid Open Date, comparative statement(cst) Date etc and Vendor Responses) Should facilitate integration of HAL e-procurement system with ERP -Data extraction from IFS ERP in the template required by HAL s e- procurement system for automatic flow of Tenders, Vendor Bill Tracking,PO Status, Rejection status etc. -Automatic migration of Vendor Bid data from e-procurement portal to IFS ERP. Should be possible to capture various Non-recurring costs like Engineering/Design, Testing, and Documentation etc against part / bid as required. Should be possible to capture the tooling cost against respective individual parts & applicable taxes and duties and same should flow to PO/LTBA. The cost will be paid to vendor as per payment terms, and tool may be 155

156 Purchase Order received back from vendor. Should have a provision to handle tender cell activities like Receive quotations from vendors, send for bid opening etc Should have provision to seek extension of bid validity date and maintain history for the same Should have provision to seek MOQ confirmation from indenter, if applicable Should have provision to receive bids from alternate bidder ( nominated by the vendor to whom RFQ was sent) Should have provision for three bid tender processing Should have provision for sending tender to multiple address-ids of same vendor code Should have provision to configure controls for selected projects/categories of items that Purchase order can be created only if corresponding Purchase Requisition is available Should have provision to change the Purchase order from one vendor to another vendor through a normal amendment process. This feature should permit change of vendor even after receipt of items to facilitate payment to designated vendor/address. Should have the provision to change the vendor name in purchase order Should have provision to configure upper limit for quantity closing tolerance Should be able to define delivery applicable clause as number of days and applicable from date for each PO line Should be able to define the LD clause master (like LD start from invoice date, from way bill date, from freight forwarder date etc) with LD rate and maximum applicable rate for each clause Should be able to capture LD start date from LD basis clause for every PO / PO item. It should be possible to define separate LD start dates in case of staggered delivery. Should calculate LD based on appropriate date data as per LD basis clause and the calculated LD amount should flow to supplier invoice(with exception option by Finance user if required ) Should be able to capture and track cancelled lines in PO (separate from released lines) Should be able to make the payment to Indian vendors in INR even when purchase order is placed in foreign currency. Should have provision to specify milestones of PO execution Should facilitate auto reminder to vendor at agreed milestones, order confirmation and delivery reminder Should have provision to capture, maintain and monitor Purchase Order amendments, revision-wise, separately from Purchase Order. On approval of amendment the data should be applied on the main Purchase Order 156

157 Should be able to capture delivery schedule ( with extensions if any) separately from Purchase Order/LTBA with history Should have provision to indicate whether vendor acknowledgement is received or not Should have provision to record vendor acknowledgement with respect to Part Numbers, Quantity, Prices, Taxes, Delivery Schedule, Terms and Conditions etc and details of deviation if any. Should have provision to initiate PO amendment process from the recorded deviations Should have provision to amend the Vendor-code in PO on amendment under approval(with a provision to automatically reflect the same in all further transactions) Should have provision to amend PO (including Text Fields) and details of all amendments (including Text Fields) done should be available online and should be printable in amendment report formats. Should be able to amend part number in Purchase Order for the same line / release Should have provision for Purchase Proposal report templates with modification options. These templates should support rich editing /formatting features (word template (Purchase Proposal) linking from purchase order) Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Orders (approver may at multiple levels/units in the organization) Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Order Amendments Ability to terminate, partially close or temporarily put on hold the Purchase order / LTBA or order line items Ability to provide for ship-to address, bill-to address, invoice-sent-to address in the Purchase order Ability to specify addresses for - shipment-from, bill-by, payment to be released to, report-to(agents),etc in PO Ability to configure various payment terms in distinct parametric form e.g. full / part / advance, mode of payment, No. of days etc Ability to capture inspection requirements, acceptance criteria, place of inspection etc. in PO Should have provision to configure LC (Letter of Credit) expiry reminder days at enterprise /Division /PO level based on which system should generate automatic LC expiry reminders. Should restrict modification of PO unit price if Gate Entry exists for the line Should be able to identify the different category of purchase order like project items,non-project items, warranty procurement, petty/spot purchase, contract order etc Should have provision to enforce configurable criteria like valid BG, Insurance, and Indemnity bond etc for release of PO/LTBA etc. Any changes to these criteria should be part of PO / LTBA amendment. 157

158 Work order (for services) LTBA Should have provision to indicate delivery due in terms of no of days after applicable date defined at PO level. This applicable date should be, by default, PO release date and may be modified during confirmation of the order. Delivery due date should be auto calculated based on the above info. Should have provision to incorporate taxes/charges at Purchase Order header level with appropriate accounting at the time of receipt Should have provision to absorb unit rate fluctuations and fluctuations in taxes / charges in case of continuous supply items like Gas, ATF etc. Should have provision for End-to-End report of Indent to Vendor Payment i.e. Indent, RFQ, PO, Material Issue Status to Vendor, Goods Receipt, QC clearance status, Vendor Invoice, Voucher creation, Vendor Payment. Ability to track materials issued on either free-of-cost or chargeable basis to contractors with accounting as per HAL rules. Ability to make recoveries from contractors for materials issued on freeof-cost 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-of-cost basis and lying with contractor un-consumed for more than specified period/date and to include the same in inventory valuation. Interfacing work measurement to supplier invoices for works contract Ability to assign/modify name corresponding to service code and type of service - works / non-works Ability to maintain unique service item codes with description Ability to enter unit of measure of service as per the nature of service Ability to check existence of rate contract for individual services or service groups Provision for mapping of complex service structure such as hierarchy of services and mapping provision for more than one similar jobs Ability to maintain measure book/timesheet or equivalent for service measurement Ability to have excess services acceptance (more than 100%) than specified services in Measurement Book without change in existing PO/Contract value Should have provision to put a Work Contract / Purchase Order etc. on hold at any stage and the further activities to be restricted in the system. Should have provision to generate alert when the hold is lifted Should have the provision to create LTBA for procurement, repairs etc Should have provision to prove sample qty before LTBA becomes active Should have provision to provide part issue/revision in LTBA line Should have the provision to define escalation formula with unit(per month/year etc) for each line Should be able to repeat the same part no in LTBA for different service/scope etc 158

159 Insurance Declaration & claim Receipt & inspection Should be able to split a LTBA line with different quantity/scope /delivery schedule in the same LTBA on amendment Should be able to incorporate the tentative delivery schedule for each line Should be possible to configure multilevel approval workflow template/dynamic workflow for LTBA and its amendment(approver may at multiple level in the organization) Should be able to Amend the LTBA like part no, qty, part issue/revision, price,terms and conditions etc and capture the history of the same ( like in PO ) Should be able to preserve details of cancelled lines in LTBA Should be able to revert LTBA cycle back to tender/pr at line level Linked order placement with respect to each LTBA should be restricted for line wise qty and value or total value of LTBA(should be configurable) Should have the provision to flow all the details from tender bid like price,taxes,tool/development cost etc to LTBA Should have provision to select applicable LTBA while creating Purchase Orders Should have provision to capture/monitor the total commitment made against each LTBA and also the receipt status for such orders Should have provision to capture insurance policy details against import,export,inland etc at enterprise level and breakup at Divisional level Should have provision for insurance declaration on multiple Orders/consignments Should have provision for insurance declaration for Shipping / Dispatch items Should have a configurable provision to restrict receipt and dispatch of items/ item categories without insurance declaration Should have provision for insurance declaration and claim for items damaged in transit (without actual receipt of the item in HAL) Should have provision for insurance declaration and claim for internal assets like machinery, building etc Should have different consignment state like pre-shipment alert, incustoms etc and should be able to revert back from an advanced state Should be able to capture details like Date of Mfg,Vendor Lot batch no, Storage Conditions,Lab certificate number, Expiry date, Next Cyclic check date,cri memo number, life of the component and the same should flow to stock master on receipt Should be possible to send back rejected /rework items to vendor with respect to each PO line and track the history Should be able to take the rejected item to scrap location Tracking of transportation bills linked to consignment/dispatch advice Should be able to capture and track the items sent for lab test or shop/vendor for specimen making /testing Should be able to account Free Spare Parts received with machines and consider the same for planning maintenance spares Should have provision to record the agency responsible for rejection like Vendor, HAL, Both etc. 159

160 Stores Activity Ability to notify Purchase department on excess / shortfall in material received Should have a provision /check list for verifying the documents as specified in PO In case of KIT items, should be able to receive the KIT/Package as well as individual Items. If received as kit, Should be able to break it into individual items at later stage, if required Should have provision to receive predefined alternate part against gate entry part line Should have provision to track Receipt related status like Counted, Documents Verified, Offered for Inspection, Inspection Acknowledged, Inspection returned, inspected etc with tracking of userid and date for each and should be able to revert back from an advanced state Should have provision to offer and inspect together all RR lines Should have provision to accept the non-repairable items(returned by the vendor) with proper identification Ability to record the inspection schedule/parameters of shelf life items and generate alert when due. Should have the ability to maintain raw material stock with respect to material sizes so as to enable best-fit controls for material issue and planning for material procurement Ability to perform various kinds of inventory analysis like ABC analysis, XYZ analysis, Fast/Slow/Non-moving analysis etc. with alert. Should be able to record and change preservation date of parts along with history and proactive mail alerts Should be able to define separate locations in system based on categories like Cat A, Cat B etc and Part ownership Should be able to configure Division/Location/ warehouse wise segregation of duties for material reservation and stores transactions Should be able to define location wise storage capacity and storage conditions like temperature, humidity etc. System should have provision to control storage of parts in permissible locations only. Should be able to perform allowed /pre-defined transactions on shelf life expired items Should be able to generate PDO for stored item for doing the further activity like scrapping, sending for periodic check etc. In case any item is drawn for periodical check, there should be a feature to return the item to stores after completion of the activity with appropriate accounting. Should be able to restrict transactions based on last transaction and transaction location type for that part,serial no etc as applicable(e.g. If a serial no has been sent out for Repair, one more unit of same part number and same serial no should not allowed to be inducted / disassembled and taken to stock ) Should automatically link dependent transactions through respective transaction ids(e.g.: Issue-in and Issue-out transactions of a stock transfer activity should be linked to each other) Should have provision to generate unique codes at enterprise level for capital items, capture information like serial no, date of installation,person-in-charge as per TOCA (Transfer Order for Capital Assets) etc 160

161 Repair cycle and further link with fixed assets Should be able to take back the rework-able items from shop/hangar based on shop disposition to holding store for further activity (like sending to OEM for repair).these items should be differentiated from new / Cat A items. Should have provision to conduct in-storage checks/activities (like PI checks) with appropriate tracking/history. These activities may be performed within stores, in other departments or in other Divisions. In case any item is drawn for periodical check, there should be a feature to return the item to stores after completion of the activity with appropriate accounting. Should have provision to reclassify both company owned and customer owned items Should have provision to transfer stock between different projects in a Division and across Divisions with accurate value transfer Should have provision to transfer stock/reclassify between items having different unit of measurement with accurate value transfer considering conversion factor In case of an un-issue operation, parts should be received back in inventory as per HAL accounting policy For identified parts, should be able to provide the next periodic check date and system should not permit any transaction,other than for conducting PI, check after the due date till check is performed or due date is extended Should have provision to send sample of life expired items from stores for lab testing, record results and extend life for the lot, if applicable. The sample pieces should be accounted as per HAL policy Should have provision to support business process for salvaging of material/equipments, sale and dispatch of scrap with appropriate approval workflow and accounting Should be able to maintain part issue/revision wise stock information with part issue/revision description Should be able to specify part issue/revision information in all transactions like receipts, issues etc Should have provision to display stock details in part master with available qty, reserved qty,expired qty, shop floor stock etc differentiated clearly Should have the facility for re-allocation of issued materials from one shop/work order to another shop/work order with appropriate valuation Should have facility for tracking material demand (including originating disposition, reservation etc) till material issue with user/timestamp details Receipt date of a stock should be maintained even on reclassification, location transfer, site transfer etc. Ability to distinguish between items in customer held store in Division, items removed from Aircraft / Helicopter & items loaned by customer in inventory. Should be able to define type of item like CAT B,CAT D etc before sending for repair and accordingly accounting to be carried out 161

162 Direct delivery Material Requisition Outsourcing Should be able to define type of external service applicable for the part in Repair PR for LTBA purposes Should have provision to dispatch the repairable item without manual Customer Master Entry Should have provision to dispatch partial quantities of repairable items Should ensure that a specific serial no sent out for repair can be taken back to stock only against a repair PO on the same vendor Should have provision to cancel the dispatch of Repair items; Item to be returned to shipping location and moved from shipping location to the initiating stores. Should have provision to send a part with specific part issue for repair and receive back same or different part issue(method for Upgradation of LRUs) Should have provision to send for repair, a component part of an assembly/lru/equipment available in stock/shop. Should have provision for crediting to Stores the remaining subsystem/component of the LRU / System which is in good condition. Subsequently on receipt of repaired sub-system/component of the LRU should be able fit to parent part/equipment, if required. Should have provision to dispatch an item to be repaired by an outside party based on generated service request. This is required to facilitate work assessment by the vendor before quoting. Should have provision to directly deliver the purchased/outsourced goods to customer without carrying out gate entry, inspection, dispatch etc. However, the accounting transactions should pass through inventory, sales and related accounts Should have provision to issue Customer owned items through MR Should have provision to un-issue the item even after the MR is closed and reissue the same line Should have provision to issue all reserved items in an MR together Should be able to receive back raw material in As-is condition from vendor to perform the operations in-house(material dispatched against the shop order) Should be able to capture and track intermediate in-house operations. When semi-finished item is received after a set of vendor operations, system entry to be recorded (Not RR).Semi finished item to undergo stage inspection before loading to internal work centers. After in-house operations, item to be sent back to vendor on dispatch advice. On receipt of item after final operation from vendor, RR is prepared, inspected and payment made. should be able to do the outsourcing process for package/ assembly work with provision of sending raw material and detail components(fabricated / purchased ) to vendor and to perform the intermediate inspection at vendor premises and/or in-house for detail and assembly manufactured by vendor. Should support staggered/milestone payments(linked to delivery, on acceptance etc) at different stages of completion with auto creation of purchase liabilities Should have provision to send company owned or/and customer owned materials to the vendor for manufacturing partial/full component/assembly 162

163 should be able to flow rejection details from RR inspection to Shop Order should be able to link receiving reports (RR) with respective shop orders ( including split orders) Should be able to split a PO/DA (Dispatch advice) line with different quantity/scope in the same PO/DA on amendment. On change of scope(operations) at DA, the execution shop order should be appropriately updated Should be able to create/add to DA directly from Shop Order without any manual processing of execution MSR/ MPR Should have provision to track against PO line the loaded,received,rejected,rework, accepted,paid quantity Should have provision to track Material Value lying with Supplier at any point Should have a provision to capture permissible limit for rejection for each PO/LTBA line.should restrict loading of extra raw material beyond ( PO qty + the permitted rejection allowance defined ) Should have provision to take split shop orders from any operation(inhouse / external / in-house operation between two external operations) at any stage of Outsourcing Should be able to draw comparison between the cost of goods produced in-house, outsourced and purchased. Should have the provision to incorporate the tool to be supplied by HAL or to be manufactured and returned by supplier in Purchase order and LTBA Should have facility to track material and tools being sent out to vendor and their return status against purchase order Should have provision to perform pending/partial operations in-house or by another vendor, in case the original vendor has not completed the activities,with history tracking Should have a provision to generate scope of work automatically in MSR for out sourcing item based on the operation to be performed by vendor Should have provision for auto generation of receipt on acceptance by inspection in case of semi finished parts in outsourcing Should have the provision to capture the estimated hours against each item in MSR before issuing RFQ. The confidentiality of estimated hrs to be maintained Should be able to define raw material loading plan (including staggered loading ) against each line of PO/LTBA Should have a provision to indicate closing tolerance in Outsourcing PO/Contract so that fabricated items more than the loaded qty can be received. Should be able to receive extra quantity manufactured by outsourcing vendor, make payment and process it further against same manufacturing order. Should restrict/alert on loading of material if BG/Insurance etc as configured in the PO/LTBA is not valid Should have provision to enter LTBA for outsourcing items for long duration, create yearly orders linked to LTBA and create execution orders linked to yearly orders. Should be possible to directly convert MSR to Purchase Orders (without Tenders) in case of Proprietary/Repeat Order ( for Outsourcing items) 163

164 Provision to make the payment to vendor for partial operation of a block performed by vendor however the Purchase order is place on the part having consolidated price of all the blocks performed by the vendor. Provision to handle partial operation performed by sister Division without outsourcing purchase order and dispatch order but with the facility for recording incoming and outgoing materials. Provision to retender of PR/MSR without reopening the PR/MSR or creating new revision. When retender is created system should auto select pending parts and quantity and should restrict exceeding of PR/MSR quantity Provision for outsourcing package / assembly where MSR/Purchase order/ dispatch advice will contain main part which is outsourced and possible to track dispatch and receipt of any component part in the outsource part structure and stage wise payment as per scope of work. (component part may be supplied/inspected by buyer or may be manufacture/inspection by supplier) Material Gate pass Enquiry & quotation Customer order Should have provision to incorporate scrap value of material issued to the vendor and to use for computation of amount payable Should provide facility to capture incoming material details against Order Reference (like PO, gate pass, Ref of other organization, local purchase) having provision for details like Checked by, Gate-in-charge etc. Should provide facility to capture outgoing material details having provision for details like Checked by, Gate-in-charge etc Should provide the facility to create/add to gate pass from corresponding business process like DA, WO, scrap location, GI inspection, Shop Order etc Should be possible to capture the information of incoming material (different form) details against delivered material ( e.g. Raw material supplied, finished part received ) Should be able to create gate pass for non-inventory parts and define additional information like slno, lot batch etc. for each item Should be able to capture and monitor the material dispatch and receipt to/from one HAL Division with respect to corresponding transaction of other HAL Division Should be able to amend gate pass before gate out with appropriate approval workflow Should have provision to capture enquiry for Services and further quotation generation Should have provision for multilevel approval workflow for Quotation Should be able to deliver any number of serialized items against same customer order line Should be able to amend customer order at different stages of order (header/line address, part no etc in partially delivered stage) with history tracking 164

165 Should have provision for planning, conducting,evaluation/feedback and tracking of customer training with details like location,trainer,trainees, duration etc. Should be able to plan the training in-house, onsite etc and related transaction like movement order for trainers, issue of training material, payment to trainer to be facilitated linked to training module Should have provision for capturing customer complaints, record resolution details,closing and monitoring Should have provision to enter alphanumeric contract serial numbers in Customer Order lines Should be able to generate / add to existing load list from picked pick list. Should have the control that one pick list can be connected to only one load list.pick list to load list link to be maintained and dispatch qty against the load list to be controlled with connected pick list Should be able to remove the part from load List before delivery Should be able to revert back from an advanced state of load list and cancel load list if required. If the load list is delivered cancellation of full / partial items / quantity should be possible with history Should have the restriction on delivered qty in respect of connected pick list qty Should have a provision to acknowledge item received in shipping cell Should have facility to re-dispatch replacement items against same Customer order line with history tracking Should be possible to take back the customer owned items Should not permit dispatch/picking of quantity more than the reserved quantity. Should be possible to have multi level inspection clearance against load list (HAL inspection, CRI etc) with facility to record inspection results and move to quarantine if required Should have the provision for recording customer acceptance/acknowledgement along with reference number and date on receipt of item by customer Should have provision to automatically link the emergency requisition to available customer order line based on Production status (Repair/Manufacturing). Should be possible to re-link the emergency requisition to required customer order line Should have provision to alert and re-link existing open AOGs to Customer orders on completion of Production/MRO activity Should be possible to configure the rule of closing of emergency requisition on delivery of customer order Should be able to dispatch non inventory parts in batches against customer order Should be able to indicate ship-to address, bill-to address, invoice-send-to address etc. in the Customer order Movement of items between holding and shipping locations should be through a two-stage process (with acknowledgement) 165

166 CRM Deputation of Team Loans - IN- Outward Should have provision to track production/procurement status against customer order and MRO/production task. Should have provision for pegging each customer line with MPR/Shop Order so as to automatically reserve the material upon receipt. Should have provision for cost monitoring against customer order as per HAL policy Should provide the provision where customer can Access status of Orders Placed, Tracking of items delivered to HAL for MRO (starting for Receipt to dispatch), tracking of Loan in / out, complaints tracking, training details, and Online placement of orders etc with automatic updation to ERP. Should be possible for customer to report Snag Online and tracking the status. Snag report should be linked to customer support module of ERP Should have the provision to publish the customer wise price catalogue with related details like MOQ, Part no,validity of price etc. Should be able to handle deputation of team to outstation sites, List of personnel, tools, material issue and return, work description, generation of work done report and link with Team deputation invoices etc. Outstation team should be able to access and update this information from the respective duty locations/bases. Should have provision for multilevel approval workflow for Team Deputation Nominations Provision for raising Request for Loan from supplier/customer with details like item, qty, period of loan etc. by Purchase/Production Engg(PE) dept Provision for forwarding the request for Loan by Customer Services/Mktg Dept to Customer Head Quarters Provision to update the status of Loan request to Confirmed on receiving confirmation for the same by Customer Head Quarters and also provision for recording variations if any Provision to convert Loan Request to Loan-in-Order automatically on confirmation of loan in request Provision to enter/record the External Issue Voucher No. (EIV), Part category, hours flown etc during receipt of item in store against Loan in order Facility to generate mail alerts on receipt of Loan item in stores Facility to issue the Loan item through Shop order/customer order and update the Loan in order for each line item Should generate financial entries as per defined Accounting policies Provision to dispatch the Loan item against Loan-in-order to customer and subsequently close the Loan-in-order Provision to send mail alert, 3 months before the completion of Loan duration Provision to automatically update line item status of Loan-in-order as defaulter in case of expiry of Loan Date Provision to amend Loan-in-order Provision to convert Defaulter Loan-in-order line item to Military - Recovery- Order Provision to Create Payment Voucher for Customer as per the amount in Military - Recovery- Order 166

167 Supplier Warranty/ Customer Warranty Inter Divisional transfer order General Requirements Provision for automatic closure of Loan-in-order on realization of Payment Voucher Should be able to configure different warranty templates having different warranty clause applicable from different start date like 36 weeks from date of shipment or 24 month from date of installation,12 months from date of delivery to ultimate customer etc Should have the provision to define in warranty clause different units like days/weeks/month/ Hours flown etc Should be able to extend the supplier warranty to customer and system should alert on available warranty period during dispatch of respective items Should provide alert on available warranty period during repair MPR/PO processing Should have provision to capture supplier warranty details for both serialized items and non-serialized items Should be able to capture MOU/MAS (Mutually Agreed Schedule) for supply of components / services between Divisions. MOU/MAS requirement details should be captured at the customer Division, forwarded to supplying Division after approval and accepted (with/without modification) by the supplying Division. Should have provision to interlink inter Divisional orders(idto)and MOU/MAS(Mutually Agreed Schedule) Should have a provision to dispatch and receive items against IDTOs with or without shipping and receiving cycle. If supplying and receiving Divisions are at near-by locations, the items should be moved through a simple transit mechanism (without shipping and receiving cycle), acknowledged by the receiving Division. If supplying and receiving Divisions are at distant locations, the items should be moved out through shipping process and the receiving Division should have provision to acknowledge and automatically generate the work order/customer order. Should be able to differentiate between participating and nonparticipating IDTO and applicable accounting should be carried out as per HAL policy In case of supply of spares by one HAL Division to another, system should have provision for supplying Division to acknowledge the PO released by the indenting Division and automatically create linked order for dispatch of item. Standardization of common parts- raw materials, consumables, standard parts and non-project items across HAL Should have provision to hyperlink from ERP to e-file and in-house developed File tracking application Should have provision for conducting various business activities like generation of tags, goods inward, material issue, material receipt,gate pass etc using Barcode All outputs susceptible to fraud should be designed in a non-replicable format (using watermark, etc.) 167

168 Ability to define material handling instructions for Sensitive materials like Gyro, Accelerometers & high Finish items and display of same on required reports like Pick list/ MR etc Provision of tax structure/charges against each purchase requisition line HR MODULE General Workflow Recruitment process Description Should be able to maintain employee s record with minimal number of screens (preferably one screen entry for related information), simplified navigations and tracking of change history. Should have capability to maintain personal information with effective dates. Should be able to configure a field as mandatory or non-mandatory category wise. Should be able to create automatic alerts so HR can get timely reminders of some important events such as increments due, promotions, confirmation on promotion, birthdays, anniversaries etc. Should have ability to configure the yearly allowances like Shoe, Uniform stitching, Professional Development and reimbursement of spectacles as per category wise, block period wise etc. and linked with Payroll module. Should be able to define base pay, other entitlements and eligibilities as per company rules with seamless flow to the payroll module. Should be able to provide Upload facility for signature, Educational/professional documents of the employee etc. Should be capable of interfacing with other modules of the Payroll management like Attendance and Leave Management Systems as well as In-house applications to fetch/integrate/consolidate the data for analytics System should have ability to help in collecting, digitizing, and centralizing all employee documents and master data with advance search facility. System should have ability to help in compliance with legal standards and regulations while archiving employees documents with validity period on required documents. System should have provision to define standard validation and verification rules to ensure functional integrity of the HR activity. System should have provision to generate recruitment requirement as per the comparison of sanctioned and actual staff. This should also take into account the tentative retirements, progressions etc. System should have the facility to automatically intimate vacancies to internal employees through mail, notices System should be configured so as to attach documents / credentials in soft form as a part of the application 168

169 System should have provision to capture detailed information of applicant/candidate. System should have the facility to define the eligibility criteria of the vacancy in terms of qualifications, work experience, location considerations, skills/competencies required, additional certifications / professional qualifications, etc. System should be equipped for the maintenance of various types of tests and maintain a question / answer database of each type of test (including medical, psychometric, analytical, etc.) to be administered as a part of the selection process System should be able to generate system driven call letters (Interview/test), offer / appointment letters and regret letters if required System should have the facility to automatically transfer applicant information into employee information for candidates joining. System should have the facility to generate and allot Employee ID Man Power Planning Quarter Allotment & Maintenance system Roster Transfer Training & Development Provision to create new vacancy should be available in the system. Features like position to be filled, no of openings to be recruited, competencies required and the levels, additional competencies etc should also be there. System should have provision to define requirement plans (periodic) in terms of specific skills, Qualifications, experience, designation, etc., based on defined HR Plans. System should support in analyzing the department wise staff strength sanctioned/ working strength and the gap for which recruitment is required. System should have the facility to allow receipt of projected manpower from Departments and create a finally approved manpower plan. System should have ability to project annual forecasting of resource requirements for next 3 years on the basis of organization vision and plan. System should have provision to integrate with Residential Quarters allotment Management system Should have ability to provide roster at state,company,complex and Divisional level 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) 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 Ability to record the transfer (within same business units / across business units) orders for a group of employees with provision for single click update of details such as Basic Pay, entitlements, eligibilities, Grade, Position etc., with a provision for review and confirmation before update Should be able to generate skill competency matrix 169

170 Promotion Probation and Confirmation Loans and Advances Increments LTC availing and Claim Conveyance / Transport Allowance General Requirements System should generate training needs based on appraisal inputs, career development plans and other inputs. System should have provision for auto update of Employee competency after completing a course Single click update of details such as Basic Pay, Grade, Position etc., in case of promotion of a group of employees with a provision for review and confirmation before update Should be able to define and store probation period with effective date of confirmation and flag for extended probation period if any. Ability to setup loan / advances eligibility against different employee grades Ability to calculate the Annual Progressive increments, promotional increments, Additional increments as per the company rules like considering scale of pay, increment percentage, fixed increment based on attendance considering LWP days and availability of history of increments given year wise and employee wise. Should be able to maintain the details of LTC / LTA declaration block wise as per prevailing rules and linking with payment. Ability to validate the mode of travel with the employee's eligibility on the same based on his grade / seniority etc. Ability to pay LTA advance and complete final settlement with due approval as per company rules. Ability to define and store vehicle details with information like DL, RC Book, Insurance and to be linked with conveyance allowance and annual conveyance maintenance charges as per company rules. Should be able to alert on expiry of documents related to vehicle. Provision for Corporate Performance Measurement- to go to group level & individual level in all the areas like Quality, production, IT, Manufacturing, etc Provision for My Task in Welcome screen PAYROLL MODULE General System should have the capability to maintain a single central payroll repository and should be able to run and access payroll from any location within HAL in a centralized or decentralized manner(federated payroll management) Single click (one command ) Payroll / Salary processing including incometax processing and posting System should have ability to process Payroll in addition to the regular payroll run (Bonus, Incentive, etc.) and also for an identified group of employees. System should have ability to calculate arrears with retrospective effect with change in base pay, date of effective date etc. System should have ability to configure round off amount and Pay/recover the amount accordingly. System should have ability to calculate pro-rata salary and allowance payment based on employee hire or resignation or termination date 170

171 Attendance Income Tax PF Overtime Salary/ VL Deduction/VL Encashment Final Settlement Leave Workflow System should have ability to calculate allowances based on self lease, company lease as per company rules System should have ability to upload scanned copy of bills and other documents like reimbursement application, tax declaration etc. System should be capable of interfacing with other hardware such as biometric reader, scanner to fetch the data as input and produce the information as an output. System should have provision to define standard validation and verification rules to ensure functional integrity of the Payroll activity. System should have ability to define all the attribute of payroll transaction code at creation time including whether code is taxable or not, linking with general Ledger etc. System should have capability to compute attendance considering Leave, Gate Passes, Movement Passes, Regular Shifts, Split Shifts, OSP etc system should be able to integrate with biometric attendance clocks System should have capability to compute supplementary attendance. Should have ability to calculate and distribute Income Tax after calculating arrears or retrospective payroll run (like section 89 relief). Should have ability to calculate tax considering advances/loan perquisites loan as per Income tax rules. Ability to integrate with PF management software of different PF trusts managed by HAL. System should have the capability to calculate overtime hours based on OT calculation rule and posting to payroll to merge with attendance roll for salary. System should have capability to voluntary Salary/ VL deduction for monetary contributions to authorized purpose, by an employee for one or more days System should have capability to stop encashment of VL more than once in a year and other parameters which can set from time to time. System should have capability to compute the employer contribution on provident fund, VL amount computation etc. during final settlement as per rules considering taxes as applicable. System should have ability to configure and calculate retirement benefits as per company rules. System should be configurable for crediting predefined no of VLs on completion of predefined no of Months/ Years of service System should have the ability to manage Holidays and unauthorized absence during Strike periods, if any, to maintain correct leave balance 171

172 Annexure-S5 Architecture Integration ERP Solution Mobility Data Migration Business Intelligence Technical Requirement Specifications The proposed solution should support upgrades/patches with minimum downtime Applications, systems and infrastructure should be service-oriented, component-based and reusable Solution should be based on multi-tiered architecture Solution should support collaboration with business partners Solution should support browser based interface for client access Solution architecture should be horizontally and vertically scalable The solution architecture should have Production, Test/Development and DR setup The solution shall be Unicode compliant The solution should be IPv6 compliant Ability to connect to ERP database through ODBC, OLEDB, JDBC and through native drivers The application should be accessible from Web-interfaces enabling the user to operate the system with the help of standard web browsers. The Backup and Recovery solution should have the ability to restore single file or block in case of any corruptions Solution shall provide application architecture which can be integrated with third party/ legacy applications using middleware technologies Solution should be capable of integration with Novell GroupWise, HAL internet mail and other standard / open /cloud based mail messaging solutions as applicable. Ability to integrate/ interface with industry standard software for PLM,CRM, SRM etc. Ability to integrate with the LDAP system Ability to interface with Bar Code, SMS Gateway, Payment gateway, DSC. Ability to support multi currency and multi time-zone operations The solution should be capable of handling multiple Divisions /business units with seamless data transfer across them. Ability to design different data rendering in the application for different users or group of users according to their data access authorization. Ability to provide XML based web-services which can be used by other applications Should be possible to evaluate the ERP software with third party load and stress testing tools Ability to set up business rules like threshold limits and notify exceptions / alert / reminders to Users Solution should provide Context Sensitive Help for ERP software including customized features The solution should support mobile application development and deployment for enterprise mobility Should support central administration, management of mobile applications and users. Ability to integrate with mobile OS (like Android/Windows/iOS etc). The solution should support import/export data from formats like txt,xls, csv, XML etc The solution should provide Import /Export Data Wizard to import /export Master/Transactional Data and Control Settings in selected file formats. Should have capability to extract, transform and load data from disparate source systems and perform the necessary transformations to establish a common format with user friendly GUI. Should support Interactive Dashboards with provision for end user to configure on the fly. Should support Rich Graphical interface 172

173 Document Management Reporting Capabilities User Access and Security Disaster Recovery Operational Should be able to integrate with multiple data sources (ERP and Non-ERP data bases,multiple file formats etc.) Should support organizational reporting and Performance monitoring through KPIs Should generate process efficiency scorecards for applicable Business processes Should have provision to assign tasks to responsible persons from within the dashboard along with Mail/ message alert to the concerned persons. Should have provision to integrate with Mail and SMS solutions. Should have provision to export data to MS Excel and MS Powerpoint Solution should provide secure storage and retrieval of documents like Spreadsheets, Word documents, AutoCAD, PDF files, Audio-video files etc.based on authorizations Solution should allow documents sharing by document owner Solution should have provision to define Document s effective dates (From-To) Solution should provide facility for different type of workflow for approval of documents Solution should provide facility for indexing and tagging of documents Solution should have in-built viewer for common file formats (like pdf, doc, docx, xls,ppt,dwg, tiff, 3D etc.) Ability to control access and print authorizations at user level. Ability to generate report output directly in xls, pdf, text, XML and mail to specific mailing lists The user should be able to customize reports for repeated use. Ability to schedule reports to run at periodic intervals Provision for end users to create their own views or reports (and save for ease of reusability) with features including: Selection of columns, Apply filters and sort orders, Summation, Averaging, User defined periods, On-line preview / view, Variable width, User defined columns, User defined rows, Variable print format (e.g. A3/A4), schedule reports to run at periodic intervals with automatic mailing to users mailbox. The solution should have a GUI tool to build and deploy formatted reports. Solution should have conditional formatting, based on thresholds or data ranges for any cell in the Report Should have provision for user access control based on designation and job roles. Should have provision for Complete / Customized audit trail for all types of transactions on application level Ability to enforce and comply with HAL password policy Ability to configure the number of permissible unsuccessful log-in attempts and idle / session time out. Ability to handle data updating/deletion/creation only through application layer by restricting users to access the database directly. Ability to provide access level security for Entry forms at Field level - allow, read only, Hide and at Transaction level - allow / deny. Ability to provide authorization by transaction type Solution should support HTTP, HTTPS protocols. Ability to support 2 Level authentication using Soft Tokens for Internet facing applications Should have provision to define Segregation Of Duties (SOD) and report conflicts in SOD. Should have provision to display pending tasks for the user on user login. Solution should support Disaster Recovery with synchronous replication of data. Ability to support high availability architecture / infrastructure to ensure solution availability in case of hardware failure Solution should have Provision for version control mechanism of Source Code. Solution should have Provision for Centralized and decentralized (Division wise) user/role management and administration for the solution. 173

174 System should have provision to archive data pertaining to specific business process. The Archival policies can be different for different business processes Solution should have centralized monitoring features including Database/server health check, memory management, transaction load analysis etc. Solution should have Provision for automated deployment of support patches/packages considering current patch levels and DB, OS versions. ERP Database features Should support clustering solution for parallel performance/scalability/failover/ high availability on all platforms including Unix / Linux/Windows Should have provision for Archived redo logs to be automatically propagated by the server to multiple disaster recovery/failover sites Should have High Availability(HA) solution support load balancing and horizontal scalability Should provide management tool for HA integrated with the overall database administration Should be able to "archive" data for auditing and regulatory compliance Diagnostic and TuningPacks Administration Should provide for a visual console to perform database platform administrative tasks. Should provide for services being started/stopped from the administrative console Should provide the ability to View Users Data and Metadata Queries Should include tools for enterprise class high availability solution like monitoring performance, diagnose and alert for problems, tuning bottlenecks, resource monitoring and automatic resource allocation capabilities. Management tools should provide single system management view for database/ database-cluster. Should be possible to manage and monitor hardware, operating system and database resources using a web based interface over network. Thus it should have built-in provision to administer database / database clusters, monitor performance, maintain database, and perform backup and recovery, recovery and disaster recovery management. The management tool should support proactive diagnosis of the database providing the root cause analysis, active sessions history, top queries, performance issues and advisories. The management tool should also provide advisory-based performance tuning tool which help to tune the queries or objects, SQL analysis, SQL access. 174

175 Annexure-S6 Slno Specialist Training Solution Technology Topics to be covered 1 Solution Architecture and Components 2 OS Administration of Database Server, Application Server, Web Server and other servers 3 Administration of Storage components 4 Backup Solution Configuration and Administration 5 Disaster Recovery Configuration and Administration 6 High Availability and Load balancing Configuration and Administration 7 Virtualization Configuration and Administration 175

176 Annexure-S7 Experience Criteria for Subject Matter Experts for BPT Sl. No Domain 1 Integrated Planning 2 Manufacturing/ Assembly Shop Floor Management 3 External Sourcing/ Vendor Collaboration Minimum No of Experts 1 Experience Must have experience of working with Top Aerospace Manufacturing Company: As Planning Department Expert or As Management Consultant for Planning / Manufacturing or As Management Professor from Top B School with expertise in Planning / Manufacturing 4 Integrated Material Management 1 5 Human Resources 6 Finance Experience of Consulting in the area of Integrated Manufacturing Planning / Vendor Collaboration driven by Information Technology Must have experience of working with a Maharatna PSU in India : As Management Consultant from Top Business Consulting firm for ERP implementation in the area of MM, HR, FINANCE or As Management Professor from Top B School with expertise in ERP implementation in the area of MM, HR, FINANCE Experience of consulting in the area of MM/HR/Finance driven by Information Technology 176

177 Annexure-S8 System to be Integrated Software Integration with Other Applications Broad Objectives Product Life Cycle Management E- procurement System HAL Single Sign On File Tracking System/ e-file System Windows Active Directory Biometric Attendance System MAT (Mutually Agreed Task) PAR (Performance Appraisal Report) 1. WindChill 2. Siemens Team Center 3 rd party Application by M/s Anteras Ltd. In-house Oracle and.net based web application In-house Oracle and.net based web application Oracle/ SQL Server based Application (Multiple 3 rd party Applications in different business units) In-house Oracle and.net based web applications 1. Flow of part, BOM and Process data from PLM to ERP. 2. Alert mechanism to Manufacturing/ Procurement/ Outsourcing agencies for Engineering Change management. 3. Visualization of Drawings in ERP without Native Software installation in Client Machine. 4. Near Real-time flow of Mod Applicability and design change information to Manufacturing/ MRO units. 1. Bidirectional flow of Tender/ Tender Bid information between ERP and e-procurement system. 2. Pro-active mail alerts to vendors for overdue/ soon to be overdue deliveries, POs placed and payments made. 3. On-line Availability of PO, deliveries, inspection and payments information to vendors. 4. On-line Vendors Bill tracking. Should be able to login from HAL s Single Sign On to IFS Tight Integration of File Tracking System with Approval Workflows in ERP - Able to see status of Physical File through a Hyper Link from ERP Screen - Linking of e-file and F-tracker Sign On to various applications such as ERP, BI and ESS etc. using Windows Credentials. 1. Facilitation of Attendance Computation by ERP(for Payroll computation) using Biometric Attendance Data 2. Integration with Time Docket Booking, Incentive calculation and Overtime Approvals and Booking. 1. HR Masters (Related to Employee) information should be available to MAT, PAR and APR applications on a near real-time basis. 177

178 APR (Annual Property Returns) Digital Signature Certificate (DSC) Integration Transaction Trail using the DSC PF Trusts Management System Bank Payment Gateway Self Signed/ Third party signed DSC Integration with the Bank API User Login Authentication using HAL signed DSC/ Third party DSC in a Dongle Integration with Payroll module for Loan Deduction, Statutory PF deduction System should be able to send the payments through online Bank Gateway for Vendor and Employee Payment etc 178

179 179

180 Annexure-S9A Bill of Materials for Production Setup (Minimum expected specifications for components) Sl. No Type Qty Purpose SOW Ref S9A.1 Data Base Server 2 Production database in HA ERP Application servers in HA mode using Application server (Software clustering capabilities like session failover) High End 2--BI Application/DB server in HA Application Servers 2 Document Management Server in HA S9A ESS in HA SRM/CRM Server 1 SRM/CRM Database Server 1-- Backup server 1-- Training Server Low End 1 Intermediate (IM) Server(Data transfer from S9A.3 Application Servers 5 intranet to internet and vice versa) S9A.4 Storage 1 Storage for all applications S9A.5 UTM 2 To transfer data between ERP and SRM/CRM applications S9A.6 Core Switch 2 To connect all servers S9A.7 Load Balancer 2 To manage the load at application level S9A.8 Antivirus Software 70 For Servers(Production, Test& Development and DR) and PMO Systems S9A.1 Specifications for Database Servers The proposed hardware platform for Database Server should support Oracle 12c database or above in clustering mode using ORAC (Oracle Real Application Cluster).The specifications given are minimum required. (Ref Hardware and Infrastructure Sizing Section ) CPU/Processor Server Scalability Memory Clustering Boot Connectivity to storage EPIC or RISC processors with minimum 64 cores The server should have scalability of twice the capacity without any change in the server sprawl Minimum of 8 GB per core(ram Type: DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 1 TB RAM Should have cluster support for High Availability using ORAC (Oracle Real Application Cluster). Minimum of 500 GB per partition to be provisioned from Storage for OS and application installation Should be able to connect with storage over Fiber channel with aggregate BW of 32 Gbps or better 180

181 Minimum of 2*1GbEthernet ports and 2*10Gb Ethernet ports (RJ-45) or Networking Features better bandwidth Minimum number of HBA/HCA Cards 2 OS Support Power Supply The servers should support 64 bit enterprise class UNIX Non Open source operating system Hot swap redundant power supplies Operating System Enterprise Latest UNIX(Non Open Source) Maintenance support and SLA As included in the clause S9A.2 Specifications for High End Application servers The specifications given are minimum required. (Ref Hardware and Infrastructure Sizing Section ) CPU Memory Hard Disk Drive Clustering Minimum of 4*Intel Xeon E v2 or equivalent or better 4 GB per core with total of 128 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) and expandable upto minimum 500GB RAM Minimum 3 TB storage with Solid State Disks Should be configured for High Availability at the OS Level Networking Features Power Supply Connectivity to Storage Minimum number of HBA/HCA Cards Operating Systems and Virtualization Software Support Operating System Maintenance support and SLA Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth Hot swap redundant power supplies Should be able to connect with storage over minimum aggregate bandwidth of 32 Gbps over Fiber channel 2 Microsoft Windows Server, Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES) All Virtualization software supported by IFS Application Windows Server 2012 Standard Edition or Latest As included in the clause S9A.3 Specifications for Low End Application servers CPU Memory Minimum of 2*Intel Xeon E v2 or equivalent or better 4 GB per core with total of 64 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 200 GB RAM 181

182 Hard Disk Drive Clustering Networking Features Power Supply Connectivity to Storage Minimum number of HBA/HCA Cards Operating Systems and Virtualization Software Support Operating System Maintenance support and SLA Minimum 3 TB storage with Solid State Disks Should be configured for High Availability at the OS Level Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ 45) or better bandwidth Hot swap redundant power supplies Should be able to connect with storage over minimum aggregate bandwidth of 32 Gbps over Fiber channel 2 Microsoft Windows Server,Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES) All Virtualization software supported by IFS Application Windows Server 2012 Standard Edition or Latest As included in the clause S9A.4 Specifications for Storage The specifications given are minimum required. (Ref Hardware and Infrastructure Sizing Section ) Disk types The Production Storage should support SSD/FLASH The Production Storage should have a minimum useable space of 30 TB scalable to 80 TB using SSD/Flash after RAID/ Mirroring Capacity & Scalability Storage Requirement IOPS CACHE/Memory for controller/microcontrol ler/cpu Raid Support or equivalent No single point of Failure Hot Spare The minimum capacity of the storage should be 30TB, which should be divided into two Physically or logically separated storage of 20 TB and 10 TB to cater to the requirement of database and file system (e.g for document management) respectively. The storage offered should be with no single point of failure including Power, Controller, Cache memory and Switch connectivity. It must have dual redundant controllers/microcontrollers/cpus in active-active or active-passive mode with automatic fail over to each other in case of failure. The Write IOPS from the SSD/FLASH should be more than 250,000 IOPS based on 8K Block Sizes The Read IOPS from the SSD/FLASH should be more than 250,000 IOPS based on 8K block sizes The storage array should have a minimum of 160GB Cache across two controllers/cpu for Data and control operations. Cache/Memory for controller/microcontroller/cpu shall be used for only for Data and control operation and shall not be loaded with the overhead of operating system. Offered Storage Subsystem shall support Raid 1,1+0 or equivalent Offered Storage Array shall be configurable in a No Single Point of failure configuration including Array Controller card/cpu,cachememory,fan,power supply etc.it should have Redundant power supplies, batteries and cooling fans and data path and storage controller/cpu. Hot spare is required for storage subsystem that are not capable of sustaining functions and performance even in the event of failure of maximum of 2 disks 182

183 Maintenance Performance Management Auto Tiering Management Additional components Replication Maintenance support and SLA Offered Storage shall support on-line non-disruptive firmware upgrade for both controllers and disk drives Performance management software for storage array. Frequently accessed data/ hot data should be made available in Flash and cold data should be made available in HDD in order to make sure that storage is utilized efficiently. This movement of data should be automatic i.e. without manual intervention Necessary software to be provided, to manage and monitor entire storage system All interconnecting cables and connectors The storage array should support hardware/software based data replication or any other efficient mechanism supported by the hardware OEM with DR storage As included in the clause Specification of SAN Switch Capacity Scalability Throughput Autosensing Configuration Form Factor Bandwidth Management Interface Upgrade S9A.5 Specifications for UTM SAN switch shall be configured with minimum 48 ports To be scalable upto 96 ports Should deliver 16Gbit/Sec Non blocking Architecture with 1:1 performance upto 96 ports Should protect existing device investments with auto sensing 4,8 and 16 Gbit/Sec The Switch shall support different port types such as FL_Port,F_Port,M_Port(Mirror port) and E_Port; self-discovery based on switch type(u_port) The switch should be rack mountable The switch shall provide Aggregate bandwidth of 1.5Tbit/Sec: 96 ports x 16 Gbit/sec (data rate) end to end Switch shall have support for web based management and should also have support CLI The switch should have USB port for firmware download, support save and configuration upload/download Non-disruptive Microcode/firmware Upgrades 1. The UTMs have to be installed between ERP and SRM/CRM applications for transferring data. 2. Providing SSL VPN connectivity to vendors(minimum of 500) for accessing SRM/CRM application on Internet zone. Firewall & VPN Features Firewall: Appliance based firewall, rack mountable and should be ICSA and EAL4+ certified for firewall and IPSEC. Appliance should have provision for redundant power supply Licensing: should be per device license for Firewall / VPN (IPSec & SSL) and other features. There should not be any user/ip/host based licenses The firewall should be able to support high availability and dynamic load balancing for data going through the firewall (active-active or Active - Passive) Number of NIC interfaces to be mentioned exactly as supported by the device. Must have minimum 8nos of 10/100/1000 Base-T (RJ45 Interface). The platform should support VLAN tagging (IEEE 802.1q). The appliance must support stateful failover for both Firewall and VPN sessions. The appliance should support throughputs of minimum 3.5 Gbps firewall throughput and 1 Gbps of VPN 183

184 throughput. The VPN should be integrated with firewall and should be ICSA Labs certified for both IPSec and SSL-TLS. Should support the following protocols a. DES & 3DES b. MD5, SHA-1 & the more secure SHA-256 authentication c. Diffie-Hellman Group 1, Group 2, Group 5 d. Advanced Encryption Standard AES 128, 192 & 256 Should have integrated SSL VPN with no user license restriction. Should have minimum of 600 mobile SSL VPN Licenses Routing Features Support for Policy based routing, Static routing and Dynamic routing (RIP, OSPF, BGP & IS-IS ) Network Intrusion Prevention System (IPS) Should provide minimum of 1 Gbps throughput. Gateway Level Antivirus Gateway AV should be supported for real-time detection of viruses and malicious code for HTTP, HTTPS, FTP, SMTP, SMTPS, POP3 and IMAP, NNTP and IM Application Control Provide options for Layer 7 application control & provide options to block unwanted applications based on applications behavior. Data Leakage Prevention Should support Gateway Data Loss Prevention (DLP) feature for popular protocols like HTTP, HTTPS, FTP, POP3, IMAP, SMTP, POP3S, IMAPS, SMTPS The DLP feature should support popular file types like MS-Word, PDF etc. Spam filtering should be able to detect spam mails in SMTP, POP3 as well as IMAP protocols S9A.6 Specifications for Core Switch General/Hardware: Should be 19" rack mountable and have redundant power supplies and fans The switch should be loaded with following interfaces 48 nos of 10GBASE-T (RJ45 interface) 24 nos of 10 G fiber ports loaded with SR transceivers Shall have minimum 1 Tbps of Switching capacity Shall have up to min 600 Mbps of switching throughput Shall have FCoE, Trill & openflow Performance and Scaling All Ports should have local switching with non blocking performance. The switch should be provided with minimum 512MB Flash memory High Availability Requirements 184

185 Redundant Power supply and fan to be provided. Layer 2 and Layer 3 Requirements. Should be able to provide unicast and Multicast routing protocols including OSPF,BGP, IS-IS, and PIM Security and Management: Should provided security ACLs, standard and extended IP security router ACLs and Port-based ACLs Support for local span and Remote port Mirroring (RSPAN), Additional Network Components : CAT6A UTP Patch Cords (3 Mtrs) = 50 Nos SC-LC SMF Fibre patch cards( 10mtrs) 20 SC-SC SMF Fibre patch cards( 10mtrs) 20 SC-LC MMF Fibre patch cards( 10mtrs) 20 SC-SC MMF Fibre patch cards( 10mtrs) 20 S9A.7 Specifications for Load balancer at application level Should distribute the user requests by redirecting into different servers for all the applications in the proposed system Appliances should work in active-active or active-passive mode It should be capable to handle/distribute the load for the all the applications in the proposed system Should have minimum of 8 1G UTP interfaces Should support load balancing at layer 4 and Layer 7 Should have redundant power supplies Minimum of 4 Gbps balancer throughput S9A.8 Specifications for Antivirus 1) Antivirus - Specification of Endpoint Security The Endpoint Security should have following features a) Anti-virus, Anti-spyware, Anti-Spam, Heuristic scanning, Auto-run Protection, Advanced System Explorer 2) Antivirus - Specification of Centralized Management Console Should have Centralized management of antivirus, Group and Policy management, Centralized Firewall, Active Directory Support, Provision to update the AV definitions manually,device Control,Application Control 185

186 Annexure-S9B Suggested Bill of Materials for Test and Development Setup SOW Sl. No Type Qty Purpose Ref S9B.1 Data Base Server 2 Test Database + Development 1 each S9B.2 S9B.3 S9B.4 Low End Application Servers 2 Storage 1 Virtualization Software 4 1 Application server Test VM + 1 Application server Development VM 1--server with 2 VMs (1 VM for BI Database server for test setup, 1 VM for BI application server for test setup) Storage for Test and Development environments For high availability of applications, Better utilization of hardware and Load Balancing at Physical level S9B.1 Specifications for Data Base Server CPU/Processor Server Scalability Memory Boot Connectivity to storage Networking Features Minimum number of HBA/HCA Cards OS Support EPIC or RISC processors with minimum 16 cores The server should have scalability of twice the capacity without any change in the server sprawl Minimum of 8 GB per core(ram Type: DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 1 TB RAM Minimum of 500 GB per partition to be provisioned from Storage for OS and application installation Should be able to connect with storage over Fiber channel with aggregate BW of 32 Gbps or better Minimum of 2*1GbEthernet ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth 2 The servers should support 64 bit enterprise class UNIX Non Open source operating system Operating System Enterprise Latest UNIX(Non Open Source) Power Supply Hot swap redundant power supplies Maintenance support and SLA As included in the clause

187 S9B.2 Specifications for Low End Application servers CPU Memory Hard Disk Drive Clustering Networking Features Power Supply Connectivity to Storage Minimum number of HBA/HCA Cards Operating Systems and Virtualization Software Support Operating System Maintenance support and SLA Minimum of 2*Intel Xeon E v2 or equivalent or better 4 GB per core with total of 64 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 200 GB RAM Minimum 3 TB storage with Solid State Disks Should be configured for High Availability at the OS Level Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ 45) or better bandwidth Hot swap redundant power supplies Should be able to connect with storage over minimum aggregate bandwidth of 32Gbps over Fiber channel 2 Microsoft Windows Server, Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES) All Virtualization software supported by IFS Application 2 numbers of Windows Server 2012 Standard Edition or Latest As included in the clause S9B.3 Specifications for Storage (Test & Development Setups) Storage should have usable space of 30 TB with RAID 5/6 OR equivalent configuration. Operating System & Clustering Support Capacity & Scalability Processing Power CACHE/Memory The storage array should support industry-leading Operating System platforms and also support clustering on all platforms Storage Array should have minimum usable space of 30 TB Storage with 900GB 10K SAS or Higher )storage after RAID 5 or 6 implementation with Hotspares Storage shall be scalable upto 80TB usable space after RAID implementation without replacing existing controller. Offered Controllers shall be based on latest PCI-e technology to ensure that there is no bottleneck for IO communication The storage array should have a minimum of 64GB Cache for Data and control operations. Raid Support No single point of Failure Ports Bandwidth Offered Storage Subsystem shall support Raid 0,1,1+0,4/5 and 6 or equivalent Offered Storage Array shall be configurable in a No Single Point of configuration including Cache memory,fan,power supply etc.it should have Redundant power supplies, batteries and cooling fans and data path and storage controller. Storage shall be end to end 16 Gbps where each drive and drive shelf shall be connected through dual active-active paths 187

188 Global Hot Spare Compatibility/Support Response Time Maintenance Performance Management Movement of Data Management Additional components Support Offered Storage shall support distributed Global hot spare for offered Disk drives in case of storage subsystems that are not capable of sustaining function and performance in the event of failure of a maximum of 2 disks Storage Subsystem should support SSD/FLASH, SAS/FC disks. IO response time for any IO should not exceed 2 milliseconds for any read request and 3 milliseconds for any write request at any point in time. Offered Storage shall support on-line non-disruptive firmware upgrade for both controllers and disk drives Performance management software for storage array. The storage subsystem should be able to do dynamic migration of Volume from one Raid set to another set while keeping the application online. necessary software to be provided, to manage and monitor entire storage system All interconnecting cables and connectors The storage must be configured with FCP, iscsi, NFS and CIFS protocols for use with different applications. The backend must be based on FC or SAS-2 Connectivity LUN Creation Ability to create/delete the LUNs The storage array should support hardware based data replication at the array Replication controller level across all models of the offered family or any efficient mechanism provided by Hardware OEM Maintenance support and SLA As included in the clause SAN switch Capacity Scalability Throughput Autosensing Configuration Form Factor Bandwidth Management Interface Upgrade SAN switch shall be configured with minimum 16 ports To be scalable upto 32 ports Should deliver 16Gbit/Sec Non blocking Architecture with 1:1 performance upto 32 ports Should protect existing device investments with auto sensing 4,8 and 16 Gbit/Sec The Switch shall support different port types such as FL_Port,F_Port,M_Port(Mirror port) and E_Port; self-discovery based on switch type(u_port) The switch should be rack mountable The switch shall provide Aggregate bandwidth of 512 Gbit/Sec: 32 ports x 16 Gbit/sec (data rate) end to end Switch shall have support for web based management and should also have support CLI The switch should have USB port for firmware download,support save and configuration upload/download Non disruptive Microcode/firmware Upgrades 188

189 S9B.4 Specifications for Virtualization If the architecture proposed by the bidder requires any virtualization of the servers, the virtualization software proposed by the bidder should be of enterprise edition or the highest edition of the software with all the features like High Availability, Fault Tolerance, Load balancing etc. to be enabled. The Virtualization software should provide for unlimited number of Virtual guests that can be created on the hardware. The servers / technology should exist to allow the migration of VMs while running a production workload Software to manage all the VMs 189

190 Annexure-S9C Suggested Bill of Materials for Backup Solution Sl. No Type Qty Purpose SOW Ref S9C.1 Backup Software with storage S9C.2 LTO tape Library S9C.1 Specifications for Backup Software with storage Supply and Installation of D2D2T Based Automatic Backup Solution including, Backup Software, Backup Storage, LTO6 Tape Library and associated accessories The backup solution shall be a comprehensive online backup and restore solution for Cenralized ERP setup. It must support heterogeneous environments. The solution should support both LAN based and LAN-Free(SAN Based) Backup with data de-duplication. All the applicable licenses required should be provided and configured on installation The solution shall provide online backup facility for popular databases like Oracle, MS SQL server, MySQL on Windows/ Linux /Unix platforms. The solution must provide full, differential, Incremental and cumulative incremental backup while data/system is online The software should be able to do restoration of complete databases, individual table spaces or individual data files. The solution must be easy to configure with graphical interfaces. Dedicated disk based backup destination to be provided and this backup destination should be separate from Backup Server Vendor should also quote, for hardware and software components required for secondary level backup to tape using automated tape device with LTO6 or higher generation tapes Should be available on various OS platforms such as Windows, Linux and UNIX platforms and be capable of supporting backup / restores from various platforms including windows, HP-UX, IBM AIX, Linux, NetWare simultaneously. Both Server and Client software should be capable of running on all these platforms. The backup software should be able to encrypt the backed up data Should have in-built scheduling system and should support the resumption of failed backups from the point of failure for both file and block volumes Software should index and provide visibility to the backup images at both the primary and the DR sites. Must support dissimilar system hardware restore on multiple platforms like Windows, Solaris, Linux, HP-UX, AIX etc Software should support Multiplexing ( Backup multiple clients data on the media simultaneously), Multithreading / Multistreaming (Backup of more than one streams of data from client to the backup server) The software should support backup and restore on virtual platform like VMWare, Citrix Xen Server and Hyper V, licensing of such environments should be based on physical hosts not on the number of virtual instances. Should support clustered configurations of the backup application in a cluster. I.e. backup application should failover as a highly available resource in a cluster, should not have additional licensing cost implication for clustered hosts. 190

191 Pricing of the software should not to be dependent on the number of CPUs of the client machines. Upgrading the client machines and increasing CPU should not have any commercial implications in terms of renewing licenses or buying additional licenses. Should have the ability of staging the backup data on a disk and then de-stage to a tape based on the policy for faster backups. Should support advanced backup to disk backups where backups and restores from the backup media can be done simultaneously. Should have the ability to configure retries for backups of a client in case the client is not available on the network due to reboot or network failures. Must support Inline data deduplication technology at block level using variable block length technology Must support both D2D backup and D2T backup at the same time Must support single management pane for multiple storage arrays for ease of management Must support for deduplicated and encrypted Replication of data over Local or Wide Area Networks Should support different retentions for primary and DR backup storage Must protect against loss of data in power fail and software crashes Must support Data compression using lz/ gz/ gzfast or similar algorithms Must support simultaneous replication process while backup is running Replication Should support bi-directional, many-to-one, one-to-many, and one-to-one replication Should support recovery from replica. Must support ACL for CIFS/NFS/telnet/http/https/ftp/ssh Should have SNMP and command line support. Should have initial usable capacity of at least 20 TB with Hot Swap drive and should support further scalability to at least double the initial capacity. Licenses required, if any, should be quoted separately for initial capacity and future scalability Should support retention lock feature which ensures that no data is deleted accidently. Must support RAID5 or 6 technologies / Equivalent The backup software should support data movement directly from the backup client to the disk target without passing through the backup server. Should have built-in Alert support. This feature should support , SNMP broadcast messages etc. Must support wizard-driven configuration and modifications for backups and devices The backup software should support industry standard Common Device Interface for advanced device reporting and handling. Should have cross platform Domain Architecture for User management and should also have role based User management. Quoted Backup software must support more than 1 worker/storage/media server which works as worker to receive backup data from clients and write data to tape. D2D2T based Automated Backup Solution as stated above inclusive of Storage,LTO 6 Tape Library and Backup Software should be treated as a single package and all licenses required to make the system operational should be quoted as base price. Maintenance support and SLA: As included in the clause

192 S9C.2 Specifications for LTO 6 Tape Library Tape Library shall be with minimum Four Tape Drives and minimum 96 Tape Slots. Tape Library shall be supplied with power cables, FC Cables (10 meters) / SCSI Cable. Tape Library shall be Rack Mountable. Speeds and Capacity for the Drives shall be as under. LTO 6 SAS Drive (i) Native Capacity TB (ii) Native Speed MB/s (iii) Compressed Capacity 6.25 TB (iv) Compressed Speed MB/s Offered library shall be provided with a hardware device like USB key or in-built or separate appliance etc. to keep the encrypted keys in a redundant fashion. Tape Library shall support Barcode reader and mail slot. Tape Library shall support Redundant Power Supply. Tape Library shall have GUI Panel for ease of navigation. Should supply 100 LTO6 tapes Maintenance support and SLA: As included in the clause

193 Annexure-S9D Suggested Bill of Materials for DR Solution Sl. No Type Qty Purpose SOW Ref S9D.1 Data Base Server 1 DR database ERP application server High End Application Servers 1--BI server (1 VM for BI Application server and 1 more VM for BI Database server) 1 1 VM for Document Management and 1 VM for S9D.2 3 ESS Server S9D.3 Storage 1 Storage for all applications S9D.4 Core Switch 1 To connect all servers S9D.5 S9D.6 Virtualization Software 12 Network Connectivity For high availability of applications, Better utilization of hardware and Load Balancing at Physical level lot Optical Fiber connectivity between Primary and DR S9D.7 20 KVA UPS 1 UPS for DR Hardware S9D.8 2 Ton AC 3 AC for DR S9D.1 Specifications for Data Base Server CPU/Processor Server Scalability Memory Clustering Boot EPIC or RISC processors with minimum 64 cores The server should have scalability of twice the capacity without any change in the server sprawl Minimum of 8 GB per core(ram Type: DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 1 TB RAM Should have cluster support for High Availability using ORAC (Oracle Real Application Cluster). Minimum of 500 GB per partition to be provisioned from Storage for OS and application installation Should be able to connect with storage over Fiber channel with aggregate Connectivity to storage BW of 32 Gbps or better Minimum of 2*1GbEthernet ports and 2*10Gb Ethernet ports (RJ-45) or Networking Features better bandwidth Minimum number of HBA/HCA Cards 2 OS Support The servers should support 64 bit enterprise class UNIX Non Open source operating system Operating System Enterprise Latest UNIX(Non Open Source) Power Supply Hot swap redundant power supplies 193

194 Maintenance support and SLA As included in the clause Server Rack 1 no of 42U Standard Server rack with 2 PDUs to host all servers for DR S9D.2 Specifications for High End Application server CPU Memory Hard Disk Drive Clustering Minimum of 4*Intel Xeon E v2 or equivalent or better 4 GB per core with total of 128 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) and expandable upto minimum 500GB RAM Minimum 3 TB storage with Solid State Disks Should be configured for High Availability at the OS Level Networking Features Power Supply Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth Hot swap redundant power supplies Connectivity to Should be able to connect with storage over minimum aggregate bandwidth of 32Gbps Storage over Fiber channel Minimum number of HBA/HCA Cards 2 Operating System Maintenance support and SLA 2 nos of Windows Server 2012 Standard Edition or Latest As included in the clause S9D.3 Specifications for Storage Operating System & Clustering Support Capacity & Scalability Processing Power CACHE/Memory Storage should have usable space of 30 TB with RAID 5/6 OR equivalent configuration. The storage array should support industry-leading Operating System platforms and also support clustering on all platforms Storage Array should have minimum usable space of 30 TB Storage with 900GB 10K SAS or Higher )storage after RAID 5 or 6 implementation with Hotspares Storage shall be scalable upto 80TB usable space after RAID implementation without replacing existing controller. Offered Controllers shall be based on latest PCI-e technology to ensure that there is no bottleneck for IO communication The storage array should have a minimum of 64GB Cache for Data and control operations. Raid Support No single point of Failure Offered Storage Subsystem shall support Raid 0,1,1+0,4/5 and 6 or equivalent Offered Storage Array shall be configurable in a No Single Point of configuration including Cache memory,fan,power supply etc.it should have Redundant power 194

195 supplies, batteries and cooling fans and data path and storage controller. Ports Bandwidth Global Hot Spare Compatibility/Support Response Time Maintenance Performance Management Movement of Data Management Additional components Support Storage shall be end to end 16Gbps where each drive and drive shelf shall be connected through dual active-active paths Offered Storage shall support distributed Global hot spare for offered Disk drives in case of storage subsystems that are not capable of sustaining function and performance in the event of failure of a maximum of 2 disks Storage Subsystem should support SSD/FLASH, SAS/FC disks. IO response time for any IO should not exceed 2 milliseconds for any read request and 3 milliseconds for any write request at any point in time. Offered Storage shall support on-line non-disruptive firmware upgrade for both controllers and disk drives Performance management software for storage array. The storage subsystem should be able to do dynamic migration of Volume from one Raid set to another set while keeping the application online. necessary software to be provided, to manage and monitor entire storage system All interconnecting cables and connectors The storage must be configured with FCP, iscsi, NFS and CIFS protocols for use with different applications. The backend must be based on FC or SAS-2 Connectivity LUN Creation Replication Maintenance support and SLA Specification of SAN Switch Capacity Scalability Throughput Autosensing Configuration Form Factor Bandwidth Management Interface Upgrade Ability to create/delete the LUNs The storage array should support hardware based data replication at the array controller level across all models of the offered family or any efficient mechanism provided by Hardware OEM As included in the clause SAN switch shall be configured with minimum 24 ports To be scalable upto 48 ports Should deliver 16Gbit/Sec Non blocking Architecture with 1:1 performance upto 48 ports Should protect existing device investments with auto sensing 4,8 and 16 Gbit/Sec The Switch shall support different port types such as FL_Port,F_Port,M_Port(Mirror port) and E_Port; self-discovery based on switch type(u_port) The switch should be rack mountable The switch shall provide Aggregate bandwidth of 768Gbit/Sec: 48 ports x 16 Gbit/sec (data rate) end to end Switch shall have support for web based management and should also have support CLI The switch should have USB port for firmware download,support save and configuration upload/download Non disruptive Microcode/firmware Upgrades 195

196 S9D.4 Specifications for Core Switch General/Hardware: Should be 19" rack mountable and have redundant power supplies and fans The switch should be loaded with following interfaces 48 nos of 10GBASE-T (RJ45 interface) 24 nos of 10 G fiber ports loaded with SR transcievers Shall have minimum 1 Tbps of Switching capacity Shall have up to min 600 Mbps of switching throughput Shall have FCoE, Trill & openflow Performance and Scaling All Ports should have local switching with non blocking performance. The switch should be provided with minimum 512MB Flash memory High Availability Requirements Redundant Power supply and fan to be provided. Layer 2 and Layer 3 Requirements. Should be able to provide unicast and Multicast routing protocols including OSPF,BGP, IS-IS, and PIM Security and Management: Should provided security ACLs, standard and extended IP security router ACLs and Port-based ACLs Support for local span and Remote port Mirroring (RSPAN), Additional Network Components : CAT6A UTP Patch Cords (3 Mtrs) = 50 Nos SC-LC SMF Fibre patch cards( 10mtrs) 20 SC-SC SMF Fibre patch cards(10 mtrs) 20 SC-LC MMF Fibre patch cards( 10mtrs) 20 SC-SC MMF Fibre patch cards( 10mtrs) 20 S9D.5 Specifications for Virtualization If the architecture proposed by the bidder requires any virtualization of the servers, the virtualization software proposed by the bidder should be of enterprise edition or the highest edition of the software with 196

197 all the features like High Availability, Fault Tolerance, Load balancing etc. to be enabled. The Virtualization software should provide for unlimited number of Virtual guests that can be created on the hardware. The servers / technology should exist to allow the migration of VMs while running a production workload Software to manage all the VMs S9D.6 Specifications for Network connectivity between Production and DR Optical Fibre(12 Core SMF Outside Plant Cable) connectivity: a) Supply and laying of optical fibre(12 Core SMF Outside Plant Cable, Type OS2) for approximately 300 mtrs b) Supply and install all components like LIU(for both ends), fibre patch cords, pigtails, digging of 3 feet depth for laying cable as per industrial standard c) Supply and install of all accessories like PVC Pipe, GI Pipe, Flexible pipe etc. Commissioning of the above infrastructure : a) The above commissioning of the setup should be inclusive of all labour and material charges b) The bidder should consider all the items which are required to make the system work if not mentioned explicitly S9D.7 Specifications for UPS for DR Hardware Input Frequency 50 +/- 1.5 Hz (auto sensing) Input voltage range for main operations V Battery Type Maintenance-free sealed Lead-Acid battery with suspended electrolyte : leakproof Backup time Minimum 1 hour with Full load Interface Port(s) Output Power Capacity Output Voltage Output Frequency (sync to mains) RS-232, RJ-45 10/100 Base-T 20 kva 400V 50 +/- 0.5 Hz Bypass Internal Bypass (Automatic and Manual) Topology Double Conversion Online Waveform Type Sine wave 197

198 Crest Factor 3:1 S9D.8 Specifications for 2 Ton AC Cooling Capacity Nominal (Kcal/hr) 5800 Cooling Cap (min)guaranteed (Kcal/hr) 5500 Min.Room Discharge AIR flow (Cub.m/hr) 8100 Star Rating Power V/Hx/Ph 4 Star & Above V / 50Hz 1Ph Ton 2 Capacity (BTU/hr) Operation Current Capacity 10.8 A BTU High 48 db (A) Noise Level (Indoor) should be better than Mid 45 db (A) Low 42 db (A) Outdoor 59 db (A) Compressor Stabilizer High quality famous brand rotary type compressor 5 KVA STABILIZER Elegant panel design, with LED/LCD central Display More than 10 meters remote control distance Vendor has to install Airconditioners Maintenance support and SLA: As included in the clause

199 Annexure-S9E Suggested Bill of Materials for Oracle Software a) The following are the suggested quantity of the Cores/CPUs. Required Oracle/ASFU (Application specific Full User) Licenses along with the type of Licenses proposed to be confirmed by IFS b) This is based on the minimum hardware specified in earlier sections. An appropriate core factor conversion and deduction of existing licenses mentioned below has to be done to arrive at the final licenses. c) For production setup if the specification proposed by SI/IFS are higher, then the Licensing quantity may be considered accordingly Sl. No Type Qty Purpose Oracle Database (Production) 128 Cores+ (DR setup) 39 Cores Application Specific Full Note: User License (ASFU) for 1) For DR Setup Hardware 64 Cores have been Enterprise for IFS specified. However, the Operation will start with Applications (Production 39 cores initially and will be upgraded based on + DR) requirement. 2) Data Guard which is a part of Oracle Enterprise License will be used for Data Replication from Production to DR Setup 3) HAL has existing 51 Oracle ASFU Licenses. S9E.1 The same can be subtracted from Final Quantity for quoting the commercials Oracle Database Standard One edition Licenses for Test and Development Database Servers Oracle Database Standard One edition Licenses for SRM/CRM application 167 Cores 4 Licenses 4 Licenses (Test Server) 2 Licenses + (Development Server) 2 Licenses (Intermediate Server) 2 Licenses + (SRM/CRM Database) 2 Licenses SOW Ref (Production) 128 Cores Note: S9E.2 HAL has existing 13 Oracle Diagnostic & Tuning Oracle Diagnostics& Tuning pack 128 Pack Licenses. The same can be subtracted from Final Quantity S9E.3 Oracle RAC licenses 128 (Production) 128 Cores

200 Existing Licenses The following is the list of commercial licenses that is currently available with HAL. The final number of licenses must be arrived after deducting these licenses. Sl. No Type Licenses Purpose SOW Ref 1 2 Oracle Database Application Specific Full User License (ASFU) for Enterprise for IFS Applications 51 Existing licenses with HAL Oracle Diagnostics& Tuning pack 13 Existing licenses with HAL 200

201 Annexure-S10A Performance Requirements (To be tested at pre-dispatch inspection and stress testing before pilot go-live) Sl. No Process Name No of Active Users Max. Time Permitted Average utilization CPU Average Memory utilization 1 Payroll Processing for Employees including Preliminary Processing, Tax Processing and Final Posting a) Payroll Processing 5 minutes 5 <=50% <=60% b) Income Tax Processing 1 minute c) Final Payroll 5 minutes 2 Executing Project Based Planning Engine for BOM lines for 30 aircrafts 3 Running MRP for parts for 30 aircraft 4 Executing Project scheduling for shop orders each including posting to existing shop orders 5 64 minutes <=50% <=60% 5 23 minutes <=50% <=60% 5 24 minutes <=50% <=60% 201

202 Annexure-S10B Test for Performance Requirements (To be tested before go-live of the pilot and each roll-out groups) Sl No Process No of active users Transaction Load / hour Points to be checked 1 Total Users to be logged into the System concurrently 4000 NA Whether 4000 users have logged in 2 Creation of P.O.(Purchase Order) with 10 part lines 3 Creation of S.O.(Shop Order) with 10 material lines and 10 operation lines 4 Execution of Project MRP & General MRP for an Aircraft with parts for 3 sets of 10 Aircrafts each 5 Running Advance Planning Board Scheduler Whether time taken for creation of PO is < 3 secs Whether time taken for creation of SO is < 2 secs aircrafts Whether time taken for execution of MRP is < 90 minutes Whether time taken for scheduling of SO is < 25 minutes 6 Payroll processing & Income 2000 per user for 3 sets of employees each employees Whether time taken for execution of Payroll is < 15 minutes 7 Creation of Supplier Invoice (matching with receipt details) 9 Voucher creation (manual Journal Voucher) 10 Issue of materials (Material lines from Shop Order MR) Whether time taken for creation of Invoice is < 2 secs Whether time taken for creation of Voucher is < 2 secs Whether time taken for each inventory transaction is < 2 secs 11 RR Generation with 1 line item Whether time taken for creation of RR is < 2 sec 202

203 12 Receipt of Shop Order (Store Credit) Whether time taken for each inventory transaction is < 2 secs 13 Charges modification/updation in P.O. containing minimum 1000 lines 14 Creation of Sale Order(Customer Order) with 50 part lines 15 Creation of Work Order with 10 materials Whether time taken for changes / modification of each PO is < 10 sec Whether time taken for creation of Sale Order(Customer Order) is < 3 sec Whether time taken for creation of Work Order is < 10 sec 203

204 Annexure-S10C Test for Performance Requirements (To be tested after go-live of the pilot and each roll-out groups) User Activity Response Time for LAN Users Internet/ WAN Users Menu Navigation Displaying the appropriate menu as per defined < 1 sec < 2 sec user role and profile Screen Opening Display of the selected data entry screen from the menu/ < 4 sec < 5 sec RMB opening ( for eg opening of inventory part) Field Navigation Navigation between different data entry fields in the Screen ( for eg Navigation in Inventory Part screen) < 1 sec < 3 sec Look up response To display items from table <5 sec < 15 sec Screen Navigation Navigation between different data entry screens < 3 sec < 13 sec (from one to another) (for eg Navigating Tab Pages of inventory Part screen) Transaction Commit Transaction saving after completing the data entry (for eg saving data in inventory part screen) < 5 sec < 20 sec Query retrieval Online query entered by the user Simple query (data from single table) to display 100 Records (for eg querying product code screen) Medium Complexity query (data from two tables) to display 100 Records- purchase part (for eg querying material requisition screen) High Complexity query (data from more than two tables) to display 100 Records (for eg querying purchase order screen) < 5 sec < 12 sec < 8 sec < 15 sec < 15 sec < 20 sec Reports response Formatted Reports requirement by the user Simple Report (report spooled from single table) (for eg Transport task for 1 part) < 10 sec < 20 sec Medium Complexity report (report spooled from two tables) (for eg Pick List report with 10 Lines) High Complexity report (report spooled from more than two tables) (for eg Purchase Order 2 Tables & 10 Lines) < 30 sec < 45 sec < 45 sec < 3 min Note: For the purposes of this test, the result (for WAN) is to be achieved in the WAN having a maximum bandwidth of 40 Kbps per client for logged in user. 204

205 Annexure-S11 Team Profiles CVs S. No Item Details 1. Name 2. Specify role to be played in the project 3. Current job title 4. Under minimum resource compliance requirement (YES / NO) 5. Experience in yrs. (Provide details regarding name of organizations worked for, Designation, responsibilities, tenure etc.) 6. Name of Organization From To Designation/ Responsibilities 7. Number of years with the Current Organization 8. Current job responsibilities 9. Skill sets 10. Educational Background, Training / Certification including institutions, % of marks, specialization area s etc. Degree (including subjects) / Training / Certifications Year of Award of Degree University % of marks Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Day/Month/Year: [Name and Signature of staff member] 205

206 Sl No Module 1 IMM 2 IMM 3 IMM 4 IMM 5 IMM Issue No defined workflow for purchase approval 3-way match not appropriatel y configured Absence of controls to prevent duplication of vendors Inaccurate quantity on hand information Lack of automation Annexure -S12 ERP Functional Audit Remediation Description An approval workflow has not been configured in IFS for documents such as purchase requisition (PR), purchase order (PO) and purchase contract (approval levels configured in the system are not as per the defined delegation of power). Approval limits for the same are also not captured in IFS. There are multiple instances in IFS where purchase order has been created and approved by the same person. Moreover, in certain cases, material purchase requisition (MPR) Indent, Tendering and PO are not created in the IFS system and are created manually. The purchase orders are entered into the IFS system only at the time of receiving the goods. 3-way matching control for purchase order, record receipt and invoice booking is not configured appropriately. Following observations were noted: 1. Invoice and purchase order price matching is not configured appropriately in IFS. An invoice can be booked exceeding the purchase order price in the following cases. A user can change the gross invoice value and post the invoice. System does not prevent invoice posting even if the gross amount is greater than purchase order price. A user can add an account in the invoice recording screen and any difference between the purchase order price and invoice value can be manually posted to this user selected account. 2. IFS matches the invoice amount with the purchase order price. In the event that changes are made to the unit price of purchase order in a partially received state, the price updated by the system while raising the invoice is the revised price for the entire PO quantity instead of the received quantity. This results in incorrect matching of PO and invoice. 3. Quantity tolerance level is defined in the system at the time of purchase order creation against individual purchase order line item. However, there is no validation in the system for setting the tolerance limit and it can go up to 99%. Controls to prevent duplicate vendor creation do not exist. Currently multiple vendors can be created in the system with the same name, address and bank account numbers. Moreover, vendor master audit logs are not enabled. On analysis of vendor master data, an average of 5% (up to 10% for some of the Divisions) of vendor master records were found to be duplicate. Further, multiple instances exist where vendor names were not present in the master due to lack of input validation controls. Inventory quantity on hand information captured in the inventory basic data screen in IFS includes parts that are expired. Therefore the actual number of usable parts cannot be established directly and the user would have to generate reports to get the accurate quantity on hand information. Further, there are no alerts available for the parts nearing their expiry period. Material purchase requests are raised based on the annual production tasks which are currently performed manually. IFS is not configured to 206

207 6 IMM 7 IMM 8 IMM 9 IMM 10 IMM 11 IMM 12 IMM 13 IMM for material planning and purchase Absence of reorder level notifications Manual processing of liquidated damages Purchase request not configured as mandatory for a purchase order Inaccurate inventory valuation for parts maintained at multiple stores Incorrect reversal of materials issued to production Delay in updating material issue on IFS Incorrect handling of returned customer order parts Outsourcing functionality not used completely automatically generate material purchase requests based on the production schedule. This is not applicable for foreign parts for which the MPR is driven by the foreign vendors. IFS has a provision to record the reorder level for parts, however the system does not have a provision to notify the users when the stock quantity goes below the reorder level. The functionality to record reorder levels for a part is not being used by all the Divisions. Liquidated damages are charged to vendors those deliver parts after the promised delivery date. Currently the process to calculate liquidated damages is performed manually. IFS is not configured to calculate liquidated damages and does not provide a user notification in case the vendor delivery is beyond the promised delivery date. As per HAL processes, purchase requisition is mandatory prior to raising purchase orders. However, there is no control in IFS to enforce the creation of a purchase requisition prior to raising purchase orders. Bought out items are valued as per weighted average valuation method. Weighted average is computed by the system for a particular part across all the stores within a site. In the event that a part is procured at different prices and maintained at different stores within the same site, the project cost may be greater or lesser than the actual cost. This also results in a particular store value to be negative or positive even when no parts are present in the store. There are instances where the materials issued for production are returned back to stores. When a part/component (bought out) is unissued from a work order, the part is store credited back to the inventory at the prevailing weighted average value, rather than the original weighted average value at which it was issued. Due to delay in updating the issue of materials or directly using a particular component/ raw material without it being received into the stores, information relating to the inventory quantity may not be accurate. Dispatched parts returned by the customer (e.g. due to damage in transit) cannot be reversed correctly in IFS. A Return Material Authorization (RMA) is created to record the return of a delivered part. To re-dispatch the customer order part, a new line has to be added to the customer order with the same details as the existing line item (the existing line order status is still represented as dispatched and cannot be updated). This results in incorrect information being captured on the customer order. IFS is not configured to handle the following outsourcing operations appropriately: 1. Tracking of material being sent to the vendor including location of the material, vendor-wise material information, material sent back to vendor for repairs. 2. Shop orders which involve multiple outsourcing operations are currently handled outside IFS. In the event that a part is sent to a vendor for intermediate operations and is brought back, every time a dispatch advice is created, the number of parts being sent out is subtracted from the total quantity agreed with the vendor defined in 207

208 14 IMM 15 IMM 16 IMM 17 IMM 18 IMM 19 IMM 20 Finance 21 Finance No validation to restrict dispatch quantity more than reserved Inadequate validation to restrict blacklisted vendors Inconsistent process followed for defining part master No provision to capture the preservation date of the parts No provision to track revision-wise inventory quantity Manual processing of sales quotation No control to prevent manual JV postings to control accounts Absence of approval workflows for finance transactions the long term purchase contract. 3. Tools provided to the vendors during outsourcing are not tracked on IFS. When an item/ part has to be delivered to a customer against a particular line item in the customer order, the item/ part is reserved on IFS (status reserved ), a pick list generated (status picked ) and shipped to customer (status dispatched ). System is configured to prevent reservation of more parts than as mentioned in the customer order line item. However, system does not prevent a user from picking more parts than reserved IFS has a provision to blacklist or expire a particular vendor. IFS does not permit a purchase order from being raised against a blacklisted/ expired vendor. However, this check is not performed at the time of creation a purchase requisition or at the time of tendering. Therefore, a tender can be accepted from a blacklisted/ expired vendor as well. Due to the following reasons, part master may contain duplicate or inaccurate data. Lack of standardized process for creating inventory part number (inconsistencies noted in naming convention followed between departments within the same Division)Multiple teams having access to create inventory part number There is a requirement to capture the preservation date of parts in order to perform timely preservation activities on parts. However, IFS is not configured to record the preservation date of a part. Currently the preservation date of a part is entered along with the expiry date due to which the users are not able to distinguish between the expiry date and preservation date of a part. In IFS system, inventory is maintained at part number level. However, where different revisions exist for a particular part, then revision-wise quantity information for the part is not available from IFS. IFS has a provision to generate sales quotation for a received customer inquiry. Sales quotations are typically of two types: 1. Sales quotation provided for bought out or fixed price parts 2. Sales quotation provided for cost plus or manufactured parts. For the above two sales quotation types, the system is not configured to automatically update the price quote based on the parts for which a quote is required by the customer. As a result, generation of sales quotation is performed manually outside the system and takes a longer time (up to 2 to 3 months in certain cases) than expected. Manual journal voucher (JV) postings to control accounts should be restricted. However, we noted that system allows user to post journal voucher entries directly to control accounts such as sundry debtors, sundry creditors, fixed assets etc. Approval workflows (maker-checker principle) have not been defined in the system for the following transactions consistently across Divisions: 1. Advance Payments to Vendors 2. Manual JV Approval workflows have been defined in the system for the following transactions in some of the Divisions. However, it is not in line with the delegation of power in those Divisions: a) Invoice Voucher Creation b) Payment Voucher Creation 208

209 22 Finance 23 Finance 24 Finance 25 Finance 26 Finance 27 Finance 28 Finance 29 Finance Absence of system validation to adjust vendor advances Incomplete project cost information Inadequate functionality to support bank guarantee/ EMD/ security deposit No provision to maintain multiple vendor bank accounts No validation for exchange rate modification Bills Receivables does not meet the business requirement s Budget provisioning not configured appropriatel y Manual preparation and consolidatio n of financial There are instances where advances paid to the vendors for procurement of material/ services are adjusted at the time of making the final payment. Currently all details related to advances paid out to the vendors are tracked manually by the finance team. IFS does not automatically offset or provide any alert or warning where advances exists against a vendor while making the payment. Labor cost is currently not booked at the time of work order completion. It is uploaded monthly onto IFS as a batch process. As a result, when the part is store credited, it does not include the labor cost. The labor cost is determined outside IFS and a labor cost journal voucher is passed manually. Moreover, man hour rate, used to calculate labor cost is calculated and maintained outside IFS. As a result, complete project cost is not available from IFS. IFS has a provision to record bank guarantee details. However, this provision is not being used as IFS is not configured to notify user before expiry of the bank guarantee. Moreover, process for EMD/ security deposit recovery and refund is not configured in IFS. IFS is currently configured to maintain only one bank account number per vendor ID and system automatically updates this account number in payment advice. In the event where the payment has to be made to a different account number, it currently requires the user to modify the existing account. When a foreign currency supplier invoice is created, the default exchange rate is updated from the exchange rate master. The exchange rate can be modified by the user while submitting the supplier invoice. However, there are no validation controls for such modification. Bills receivable module in IFS for manufacturing and delivery of HAL products (aircraft/engine/helicopters) is not being used by most of the Divisions. Following issues were noted with respect to the bills receivables module: 1. Sales invoice is generated manually by the bills receivables team for manufacturing and repair and overhaul activities. These are not linked with the customer orders in the system. Calculation of cost of goods sold and booking is performed manually. 2. The current configuration of bills receivable module does not support invoicing for cost plus contracts. 3. Advance paid by the customer cannot be proportionately offset against the individual line items in the order. Budget provisioning and utilization can be tracked in IFS based on the cost centers defined in the system. This functionality is not used by most of the Divisions. Further, system is configured to update the utilization of budget based on material request and not based on purchase order. As a result, purchase orders raised without a material request is not considered by the system for updating the budget utilization. Balance sheet and profit & loss account as per revised schedule VI is prepared manually by the finance team of the respective Divisions. IFS is not currently configured to generated the financial statements as per HAL's requirements. Further, consolidation of financial statements for corporate reporting is also carried out manually. 209

210 30 Finance 31 Finance 32 Finance 33 Finance Manufa cturing Manufa cturing Manufa cturing statements Automated bank reconciliatio n not supported Incorrect treatment when a manufacture d part is purchased externally Inadequate functionality to support service tax returns/ letter of credit Incorrect treatment of inter Division transfers Incomplete/ inconsistent recording of machine break down data Absence of controls to prevent changes to buildable process sheets No validation to prevent store crediting of parts prior to receiving an acceptance tag Bank reconciliation is currently performed manually by the finance team outside the system. IFS is not configured to auto match the transactions with bank statements and preparation of reconciliation statements. In part master, each part is assigned a part type (either manufactured or bought out ). Manufactured parts when store credited or issued are configured to hit the Consumption/ WIP account whereas bought out parts are configured to hit the Inventory account. When a part that is usually manufactured internally is purchased externally without any change in the part type, the accounting entry passed may be incorrect since the consumption/ WIP account is impacted instead of the inventory account. Changing the part type and the associated account to handle a situation where a part which is generally manufactured is purchased may impact the inventory/ material ledger value. IFS is not configured appropriately to perform the following activities: 1. Calculation of service tax return 2. TCS Form 27D 3. Transaction related to Letter of Credit (LC)- report for LC which can be closed, amendment etc. In case any material or a part is required to be transferred between Divisions, the receiving Division raises an inter Divisional transfer order (IDTO) on the supplying Division. However, IDTO materials are received at zero value in case of participation sales. This impacts the weighted average cost of the parts and inventory valuation. Such IDTO parts should be treated similar to customer owned parts. Multiple instances of incomplete and inconsistent machine break down data was captured. This was due to the following reasons: 1. Plant maintenance functionality is not used by some of the Divisions. 2. Report to determine the time duration for which the machine was under breakdown does not take into account information such as number of shifts for which the machine was operational A process sheet contains the list of operations and the standard man hours for the operations required to manufacture a part which is updated by methods department and Management Services Department (MSD) respectively. The sheet is initially in the plannable state which is updated to the buildable state on completion by the respective departments. However, changes can be made to a buildable process sheet and there is no validation in the system to restrict the same On completion of part inspection, quality department assigns an acceptance tag before a part is store credited. However, the system does not enforce that all materials receive an acceptance tag prior to being store credited. Moreover, as part of final inspection, more items can be tagged than that as per the part lot batch quantity. We also noted multiple instances where store credit was done without tagging in IFS. 210

211 Manufa cturing Manufa cturing Manufa cturing Manufa cturing Manufa cturing Manufa cturing Manufa cturing Automatic generation of production schedule not configured Inability to track production status against customer orders Inadequate validation to prevent incorrect SMH being allotted Inability to track work centre wise capacity Absence of integration between PLM and IFS Inability to track excess material and labor effort due to rejection Tooling functionality not used appropriatel y Generation of production schedule based on the annual production tasks is performed manually outside IFS. Dynamic Order Processing (DOP) module is not used for planning purpose by the Divisions. The current DOP functionality does not meet the Division requirements due to the following reasons: 1. The DOP takes considerably longer time to prepare a production plan and generate the complete list of shop orders. 2. Due to constant changes in orders and specifications by the customers, the production plan at HAL undergoes frequent revisions. However, the DOP module is not configured to effectively handle these changes or revisions to the production schedule. 3. The DOP considers limitless capacity while generating the production schedule. 4. The DOP does not generate the production schedule unless all the process sheets are in the buildable state. Currently in IFS, work orders are not linked to customer orders. Further, timely information on progress against a work order is not available in IFS system, as online reporting of operations is not performed by the shop floor users on a real time basis. Moreover, customer order details such as allocated and utilized budget are also not tracked through IFS system. While creating the routing sheet for a particular part, we the existing operations are copied which results in standard man hours (SMH) being duplicated. This could lead to inaccurate SMH being defined for that operation. Machine and work centre wise capacity analysis is not performed in IFS. Further, at the time of accepting a project, there is no information available in IFS to determine whether a project can be executed with the available capacity. The current DOP module in IFS assumes limitless work centre capacity as part of production planning. There is no interface between product lifecycle management (PLM) and IFS for some of the projects. Further, part number details entered by the design team do not automatically flow into IFS. Parts defined by the design team in the PLM have to be manually reentered in IFS system by the methods department.currently PLM and IFS have been integrated for 2 out of the 3 projects running at ARDC. Part Disposition Orders (PDOs) for rejecting a manufactured part are recorded outside IFS. In such a scenario, system updates the value of manufactured parts incorrectly at the time of store crediting as the valuation is based on the lot batch quantity instead of net quantity (after rejection). Further, tracking of material and time spent on rejected parts may not be available in the event of manual PDOs being utilized. The following tool related information is not available in IFS: 1. Calibration of tools 2. Tool life - Number of instances for which a particular tool can be used 3. Tool version history - In case a work order is issued which requires an earlier version of the tool for manufacturing that part/ component, the related tool information is not available in IFS. 4. Issue of tools 211

212 44 45 Manufa cturing Manufa cturing 46 MRO 47 MRO 48 MRO 49 MRO 50 MRO 51 MRO 52 MRO Absence of controls to prevent excessive issue of materials Absence of controls to prevent changes being made to the QPA Absence of control to prevent parts being issued without a PDO Inability to capture modification s carried out during MRO Inability to track historical data of serialized parts of a vehicle instance Cannibalizati on of parts not recorded in the system Absence of controls to prevent cannibalizati on between customers Absence of provision to capture defect investigation on IFS Absence of a provision to capture the serial numbers in Currently there is no validation in the system to restrict users from issuing (without reservation) more material than that defined as per the work order. This could result in excess issue of materials to production The quantity per assembly (QPA) is defined in the product structure of a part. However, currently there is no validation to restrict changes to QPA at the shop order level. As part of MRO operations, maintenance level (intermediate or full overhaul) are defined for received parts. Based on the maintenance level assigned to a part, IFS automatically generates the corresponding disassembly and assembly shop order for the part. A PDO is raised in the disassembly shop order if any of the parts are to be rejected or reworked. However, we noted that a new item (referred to as Category A ) can be issued to the corresponding assembly shop order even if a PDO does not exist in the system in the corresponding disassembly shop order. Design changes made to a part during its life are referred to as Modifications. However there is no provision in IFS to accurately record the modifications and are tracked manually. Work order and serial structure information (SSI) is maintained against a particular engine/ aircraft/ helicopter/ rotable serial number. In case of any changes in the serial number of components of a particular SSI, the change is updated in SSI as well which replaces the existing available information. HAL requires historical information on serialized parts along with their serial numbers which were inducted into the Division as part of MRO operations. However, this information is not directly available from IFS. Cannibalization is the process of transfer of parts/ rotables / components between aircrafts/ engines/ helicopters belonging to the same customer. Currently, cannibalization is recorded manually and not available through IFS. Cannibalization is the process of transfer of parts/ rotables / components between aircrafts/ engines/ helicopters belonging to the same customer. However, the system does not prevent the user from cannibalizing parts belonging to different customers. Currently defect investigation activities are performed manually and not recorded in IFS. The cost incurred as part of defect investigation is calculated manually and charged to the customer. IFS is not configured to capture serial number of the parts as part of the shop order in MRO operations (applicable to Divisions where simple MRO module is implemented). As a result when maintenance level (IOH) is set for individual instance (serial number) of a given part as part of work scope definition, the 212

213 53 MRO 54 MRO HR & Payroll HR & Payroll HR & Payroll HR & Payroll HR & Payroll shop orders Inability to monitor work progress during the MRO cycle Customer acceptance not recorded in the system No segregation between employee master maintenance and payroll processing Absence of leave and overtime workflow on IFS Inadequate functionality to calculate arrears/ retirement benefits/ travel expenses No validation to restrict modification s to basic pay amount No integration between the HR and Payroll database disassembly shop order is created for the part with the default lot batch quantity IFS does not provide adequate information to monitor the following stages in MRO cycle. 1. Received into store 2. Pre-strip survey 3. reportstrip 4. View 5. Re-work 6. Assembly 7. Test 8. Under dispatch 9. Dispatched 10. Accepted 11. Invoiced Current status available for a shop order are restricted to Received, Dispatched and Invoiced. As part of repair and maintenance sale orders (RMSO), an invoice is raised only after the dispatched items have been accepted by the customer. However, IFS does not have a provision to record acceptance of the delivered quantity which is required for raising the sales invoice. There is no segregation between employee master maintenance and payroll processing. Currently the payroll team has access to employee master and can make changes/ revisions to fields such as base pay. Further audit logs are not enabled for critical fields such as base pay. Leave approval workflow & overtime (OT) approval workflow are not configured in IFS. Moreover, the leave and attendance systems are not integrated with the IFS. IFS is not configured to perform the following functions: 1. Calculation of arrears 2. Calculation of retirement benefits, gratuity amount to be paid, penalty for loan defaults 3. Settlement of travel expenses including advance paid to an employee The maximum basic pay amount payable per grade is defined in IFS. However the system permits the user to modify the employee salary above the maximum permissible basic pay amount. Due to the absence of integration between HR and payroll database, the following issues were noted: 1. The system permits creation of new employee ID in payroll master without validating the existence of ID in the HR employee database. Employee IDs (Personnel badge numbers ) were present in payroll database and not in the HR database. 2. Deletion/deactivation of employee record in HR module is not 213

214 60 HR & Payroll Absence of a standardized process for loan payouts reflected in the payroll module. 3. Activation of hold salary option in HR module is not reflected in the payroll module. Loan details are updated in employee wise loan information screen in IFS when the mixed payment screen is used to payout loans. However, we were informed that as a practice the salary adjustment screen is used to payout loans. In this scenario the loan details are not automatically updated in the employee wise loan information screen and need to be recorded manually. 214

215 Annexure-S13 SLA matrix for Software Maintenance support and Additional Support Manpower Support Category Criteria Ceiling on Penalty Penalty for non-compliance System Uptime Maintenance Minimum uptime of 99% per quarter to be maintained for the production setup excluding hardware components. 10% of Software Maintenance support Cost for the period System Uptime % (on quarterly basis) Penalty Applicable ( % of Software Maintenance Support value for the period) >= 99% No penalty >= 98%and < 99% 3% (1.14.1) >= 97% and <- 98% 7.5% < 97% Condition of Default. To be reported to Steering Committee Fixing of Bugs Bug fixing patches to 0.05 % of value for Software ensure un-hindered maintenance price for the period will business operations. be deducted as penalty per issue per 10% of Software Maintenance support Cost for the period (1.14.1) day of delay if issue is not resolved in production environment as per SLA resolution time for High/Medium/Low priority issues mentioned in scope of work, subject to a maximum of the amount payable for Software maintenance price for the period. All issues, unresolved as on the end of the period, will be considered for this calculation, irrespective of whether they were reported in the current 215

216 period or previous periods. Performance Checking and Tuning Performance Checking and Tuning to be conducted as per scope of work 10% of a) 100% of value for Performance Checking and Tuning for the period will be deducted if on-site health checkup and tuning (including GRC audit) is not carried out in the period, as certified by HAL. Software Maintenance support Cost for the period (1.14.1) b) 1% of value for Software Maintenance Support for the period will be deducted per process/item mentioned in Annexure-S10C, has response time more than the expected time mentioned there. More than 3 deviations in items/processes or >100% deviation in any line item will be considered as a condition of default User Trainings Functional and Technical Training as per scope of work 10% of Software Maintenance support Cost for the period (1.14.1) 2.5 Lakhs per Batch of Training Not conducted as per Scope of Work Operations Support (Functional) To perform Operations Support as per scope of work 10% of Software Maintenance support Cost for the period (1.14.1) 0.05 % of value for Software Maintenance support Cost for the period will be deducted as penalty per day of delay if reported issue is not resolved in production environment as per SLA resolution time for High/Medium/Low priority issues mentioned in scope of work.. All issues, unresolved as on the end of the period, will be considered for this calculation, irrespective of whether they were reporte5d in the current period or previous periods If the penalty amount for the quarter will exceed from the ceiling value (10%), then it will be considered as the event 216

217 of default under which SI/IFS has to explain the reasoning to Steering Committee. In the event of default, HAL will reserve the right to withdraw the LCS if this happens consecutively for 2 quarters. Additional Support Manpower Manpower for Provide additional Per day cost per person for each day Software manpower support as of absence of personnel.( Half- Development per scope of work day/part time attendance will be considered as absence) Manpower for IFS Functional Support Provide additional manpower support as per scope of work Per day cost per person for each day of absence of personnel.( Halfday/Part time attendance will be considered as absence) Manpower for DBA, Report Development Provide additional manpower support as per scope of work Per day cost per person for each day of absence of personnel.( Halfday/Part time attendance will be considered as absence) SLA Exclusions: The time lost due to any of the following causes shall not be included in calculating Resolution Time : Time lost due to power or environmental failures. Time taken for scheduled maintenance/troubleshooting (including backup and restore times) either for preventive purposes or improvement in function or other purposes. Time taken for reconfiguration or other planned downtime situations. Scheduled shutdowns as required by HAL. 217

218 Annexure-S14 Detailed Scope of Work for BI Implementation The scope of this RFQ includes procurement, design, implementation and support for the Business Intelligence solution for HAL. Scope of this engagement will cover: KPI framework definition Design and implementation of BI solution Training to business users and identified support staff Post go-live support 1.1. Divisions under Scope All the Divisions / offices covered under the scope of this RFQ Applications and Functions under Scope 1. All the IFS ERP modules in the scope of this RFQ. 2. E-Procurement application hosted at Corporate Office 1.3 KPI Dictionary Identify and standardize : KPIs/ metrics definitions for in-scope Divisions, complexes and corporate office across following business cycles: Integrated Planning consisting of definition of firm and forecast tasks, generation of Production Plan using appropriate planning techniques, scheduling of work centre wise operations considering capacity constraints, automatic generation of procurement / manufacturing requests and micro-level scheduling adjustments. Manufacturing & Assembly including preparation of Bill of Materials, Process Sheet, release of shop orders, material and labour booking, stage & final inspections and generation of acceptance tag. Maintenance Repair and Overhaul comprising of induction of repairables, pre-survey, disassembly of items, inspection and disposition, replacement/repair, assembly of items and acceptance. Business process encompasses adherence to MOD compliance requirements and management of components on loan. Tool Management comprising of Tool Request, Procurement/Manufacturing of Tool, Tool Calibration /Repair, Tool issue to shop, Tool Disposition etc. Indent to Order including Purchase Request, Budget linking, Tenders, Bid Entry, Comparative Statement Generation and Purchase Order Release. 218

219 Procure to Pay consisting of Consignment tracking, Insurance Claim and declaration, Goods Receipt and Inspection, Receipt Finalization and Bill Payment. Order to Cash comprising of Enquiry from Customer, Preparation of Sales Quote, Recording of Customer Order, Reserving, Issuing and Dispatching of items against Customer Order, Customer Acknowledgement, Receipt of Payment and related process. Outsourcing Planning Cycle including identification of outsourcing items, Subcontract request, Tenders, Bid Entry, Comparative Statement Generation and Purchase Order Release Outsourcing Execution Cycle consisting of generation of shop orders for outsourcing items/operations, Sending material and tools to vendors, Goods Receipt and Inspection, Receipt of tools, Receipt Finalization and Bill Payment. Account Finalization comprising of updation of General Ledger, Generation of Material Ledger, Cost Ledger, Cost of sales, Schedules etc., Generation of Trial Balance,Integration of Divisional Accounts, Generation of Balance Sheet, Notes and Profit and Loss Account. Recruit to Retire dealing with Human Resources Management including recruitment, Learning and Development, Skill competency mapping, Employee Self Services, Performance Appraisals, Disciplinary Proceedings etc. Compensation Management comprising of Entitlements and Eligibilities, Earnings and Deductions, Salary Processing and Payment Approximately 50 KPIs are expected to be defined for each ERP module. A KPI definition will include properties such as name, type, owner, definition, unique id, acronym, alias, threshold, status (e.g. active, deprecated, candidate/ proposed) etc. SI is expected to define derivation/ calculation of the identified KPIs which are clearly defined and agreed to by HAL stakeholders SI is required to map the identified KPIs to respective source systems and also advise on frequency and form of reporting (daily, weekly, dashboards, reports) 1.4. Data Architecture For each KPI and the respective source system identified, the SI is expected to identify specific database tables and columns required for generating KPI data including information such as table name/ file name, location, access method, timing limitations, access limitations, size: number of columns, number of rows etc SI is expected to define the data architecture design. This shall include the following: Data integration architecture Extract, Transform and Load (ETL) Architecture Technical Architecture End to end solution design Document database or object design Access and delivery test plan, test cases and unit test plan 1.5. Reporting and Dashboard Requirements For the identified KPIs, SI will define the reporting templates. This will include design of the 219

220 reports, frequency of generation, dashboards to be configured in the BI system KPIs and reports are expected to have a many-to-many relationship i.e. one KPI can exist in multiple reports and vice versa Dashboards are a combination of specific set of reports/ KPIs. Dashboards and reports/ KPIs are expected to have a many-to-many relationship i.e. one Dashboard can have multiple KPIs/ reports and the same KPI/ report can be a part of multiple dashboards SI is expected to implement approximately 10 dashboards at Division, complex and corporate office level each 1.6. Development guidelines The SI must ensure that the development environment is separate from the actual production environment The development and testing environment shall be setup under the guidelines of HAL security policy Testing SI should ensure a detailed testing strategy is in place for the implementation Testing should include at a minimum functional testing, non-functional testing, system testing, integration testing, load/stress testing and user acceptance testing Entry criteria, exit criteria and acceptance criteria to be defined for every testing activity 1.8. Training The SI must prepare a training program for business users, super users and IT teams. This should include the following: a. End User Training Accessing the application, Dashboard navigation and report generation b. IT Team Training Detailed development training The training will be provided in parts to all the relevant users in HAL The SI should also provide necessary user documentation for end users 1.9. BI Solution Users An illustrative list of BI solution users are given below: Access Level Type of Users Corporate Chairman, Board Members, Directors and senior functionaries at corporate office. 220

221 Complex Division Chief Executive Officers of 5 complexes, and senior functionaries at each complex. General Managers Heads of Departments and other senior functionaries/ Operational executives at each Division. Note: The above given list is indicative only. 221

222 Annexure-S15 Minimum Specifications for PMO Sl No Item Description Qty S15.1 Personal Computers 40 S15.2 Laptops 5 S15.3 Projector 3 S15.4 Projector Screen 3 S15.5 Ups - 10 KVA 2 S15.6 Colour LaserJet Printer 1 S15.7 All in one Network Printers 2 S15.8 Edge Switches 3 S15.9 Networking and Power Connectivity 1 lot S15.10 Almirah 2 S15.11 White Board 3 S15.12 NAS - 4 TB 1 S15.13 SMS Pack with 3 lakhs SMS along with integration with IFS SRM for sending OTP (2 factor 1 authentication) validity 3 years S15.14 Cubicles 40 S15.15 Conference Table 3 S15.16 Chairs 80 Components Required for Undertaking BPT Note: These components should be supplied only after written request from HAL S15.17 Barcode Scanners 800 S15.18 Barcode Printers/ Tag printers 250 S15.19 Heavy Duty Laser Printer 40 S *6 180 GSM paper cards for Tags in rolls of appropriate sizes 3 lakhs S15.21 Thermal Wax Resin Ribbon 1000 S *2 Self sticking Labels for Inspection Reporting etc. in rolls of appropriate sizes 3 lakhs S GSM paper for Route Book in reams of appropriate sizes 1 lakh S15.24 Cartridge for heavy duty printer at sl no S15.19 above 160 Others S Ton Split Air Conditioner with Stabilizer 4 S15.26 Water Dispenser 1 222

223 Sl No Item Specification S15.1 PC S15.2 Laptop Projector S15.3 Projector Screen S15.4 Intel Core i73.4 GHz, 8 GB RAM, 500 GB HDD, 18.5 inch LED Colour monitor, Windows 8 Professional preloaded, 100/1000 on board integrated Network Port with keyboard and optical mouse Intel Core i7 2 GHz,4 GB RAM, 500 GB HDD, minimum of 14.5 inch screen, Genuine Windows 8 Professional preloaded with Minimum 4 hrs backup. Lamp Life (a) In normal mode :2000hrs, It should have minimum brightness of 3000 lumens. Contrast ratio : min Full Function remote control unit for projector, Terminal ports with HDMI/DVI and VGA,VGA cable of 30m(for connecting PC),technology LCD/DLP Wall mounted Projector screen with minimum size of 10x8 feet or as per the layout.should have motorized lift. Should be White Matt fabric. Should able to control the Motor using Wireless remote S15.5 S15.6 S15.7 UPS Colour LaserJet Printer All in one Network Printers 10 KVA UPS with minimum 1 hr backup on full load, Double conversion Topology, Internal Bypass, Maintenance-free sealed Lead-Acid batteries Laser jet color, Paper Size : A3 or higher,min. 16 ppm for black A4 & 4 ppm for color A4,resolution : Min. 600x600 dpi, 100/1000 MB Ethernet Port, pre-installed all color & black Toner Cartridges Note : 3 sets of cartridges to be supplied along with printer Laser jet (Black & white),support Print, scan &Copy, Min. 22 ppm for A4 & 11 ppm for A3,resolution : Min. 600x600 dpi,two no s 250-sheet input tray,scan:duplex Automatic Document Feeder,Scan Type: Flatbed & ADF(automatic document feeder),scan Resolution Optical/Hardware/Enhanced: Min. 300x300 dpi, 100/1000 MB Ethernet Port Note : 3 sets of Toner to be supplied along 223

224 S15.8 S15.9 S15.10 Edge Switches Networking and Power Connectivity Almirah with printer 44 or 48 * 10/100/1000 autosensing UTP Ports,4 * SFP ports with 1Gb fiber modules,2 * 10 Gb stacking ports with one stacking cable,min 100Gbps of switching capacity, Min 70 Mbps Switching throughput,vlan support = min. 1k,Compliance: RoHS LAN connection for cubicle and conference rooms: a) Each cubicle to be provided with minimum two I/O outlets to provide network connectivity. b) Should supply and install all network passive components like I/Os, patch panel, network rack, face plate& back plate, casing caping, UTP cable, patch cords and all other required components not mentioned explicitly Power Connectivity: Should supply and install all items required to provide power for all the components at various locations Optical Fibre connectivity:(12 Core SMF Outside Plant Cable) connectivity: a) Supply and laying of optical fibre(12 Core SMF Outside Plant Cable, Type OS2) for approximately 500 mtrs b) Supply and install all components like LIU(for both ends), fibre patch cords, pigtails, digging of 3 feet depth for laying cable as per industrial standard c) Supply and install of all accessories like PVC Pipe, GI Pipe, Flexible pipe etc. Commissioning of the above infrastructure : a) The above commissioning of the setup should be inclusive of all labour and material charges b) The bidder should consider all the items which are required to make the system work if not mentioned explicitly The overall size of the storage shall be 916mm (W) x 486mm (D) x 1980mm (H). The locking and handle of the storage shall be handle with three way locking mechanism. The shelving shall be height adjustable. 224

225 S15.11 S15.12 S15.13 S15.14 S15.15 White Board NAS SMS Pack Cubicles Conference Room Table Supplying & Fixing Ceramic white board of required size, with wooden beading and with ledge to hold writing & cleaning material etc. 4 TB Usable capacity after RAID 5 implementation, 2 USB 2.0 host ports, 2 RJ45 Ethernet (Gigabit),support File sharing protocols like CIFS, NFS, HTTPS, FTP over SSL/TLS,Support RAID 0,1 and 5 or equivalent 3 lakhs SMS along with integration with IFS SRM for sending OTP (2 factor authentication) validity 3 years. The SMS service provider should have facility to send messages to phones registered under Do not Disturb using pre fixed computer generated templates like Debit/Credit information from banks. 40 no of Cubicles (average approximate size of 25 sq ft each) with aggregate Table area of approximately 640 square feet depending upon the layout and Height 4 ft (including partition height). Partition should be made in accordance with actual space provided. One pin up board and one glossy white board marker (High wear resistant) to be provided in each cubicle. Concealed raceway for electrical and data cable management should be provided in the bottom of the table. Size of the race way should accommodate 20 cables of size Dia. 10 mm. Cubicles should be assembled. The pedestal units are to be mobile with the use of castors. It shall be of 2 box drawer and 1 filling drawer with centralized locking facility. All Drawers to have double extension precision ball slide. CPU Trolley shall be made of 0.8 mm thick CRCA with powder coated having 4 wheels with casters to move around. Vendor has to install and assemble the cubicles as per the Layout Providing and fixing conference table to accommodate minimum of 12 personnel. S15.16 Chairs Size: 650mm H X 470mm W (Approx.). The seat should be made up of 1.2 cm thick hot pressed plywood up holstered with fabric and moulded polyurethane foam. Seat Size : 450mm Width X 450mm Depth 225

226 (Approx). The back cover should be perforated strip fabricated from 0.08 cm thick CR steel and powder coated.the armrests top should be injection moulded from black polypropylene and mounted on to a fixed type MS tubular armrest support. Low Tilt Mechanism:360 degree revolving type, Upright position locking Tilt Tension Adjustment. Should have Pneumatic Height Adjustment. The pedestal should be made from MS ERW tube and fitted with 5 twinwheel castors. The pedestal should be 65 cm pitch centre dia. (75 cm with castors) S15.17 Barcode Scanners S15.18 Barcode Printers/ Tag printers Scan Rate : 100 Scan Lines per second or more, System: Laser, Print Contrast Ratio : 25% or better, symbologies : It should support all symbology types which will be compatible with the proposed ERP solution.resolution : 5 mil or better, Bar Code Density/ Depth of field : 13 mil:1 to 15 inch (typical), Interface : USB or Key Board Wedge, Quality : Capable to read damaged and poor printed bar code Printing type : Thermal Transfer, Print Speed : Up to 10 ips, Print Width : 4.09 inches, Resolution : 203 dpi, symbologies : It should support all symbology types which will be compatible with the proposed ERP solution, Interfaces : USB,Parallel and Serial with cables, Memory : 2 MB Flash, 8 MB SDRAM, Media Types: Continuous, Die-Cut S15.19 Heavy Duty Laser Printer A4 heavy duty mono LJ printer duty cycle : 1 lakh pages per month 4 *6 180 GSM paper S15.20 cards for Tags in Rolls of Appropriate size 4 inch X 6 inch 180 GSM card in a roll of 500 cards per roll Thermal Wax Resin S15.21 Ribbon Thermal wax Resin ribbon 300 mtr 3 *2 Self sticking Labels for Inspection Reporting S15.22 etc in Rolls of appropriate sizes S GSM paper for Route Book 2 width and 3 inch height self sticking labels in a roll of 1000 labels A4 cream white 100 gsm paper (in reams of 500 Sheets or equivalent) S15.24 Cartridge Cartridge for heavy duty laser printer(for sl no 19) 226

227 S Ton Split Air Conditioner with Stabilizer Ton : 2,Cooling Capacity:5800W or more, Rotary Compressor, Wireless Remote Control,5 KVA Stabilizer S15.26 Water Dispenser Bottle support collar Ready-To-Dispense indicator lights: Insta-HOT feature activation button Childproof safety lock Hot water dispensing tap Cold water dispensing tap Removable drip tray Adjustable COLD water thermostat Drain valve (rear of dispenser) Condenser coils (rear of dispenser) Power switch 227

228 Annexure-S16 SLA matrix for Hardware Maintenance support Support Category Criteria Penalty for non-compliance System Uptime Minimum uptime of 99% per quarter to be maintained for the hardware components of production setup System Uptime % (on quarterly basis) Penalty Applicable ( % of Hardware Maintenance Support value for the period) >= 99% No penalty >= 98%and < 99% >= 97% and <- 98% 10% 25% Fault rectification for Test & Development Setup,Backup and DR Setup Identification and rectification of faults including replacement of faulty hardware components to be completed within 24 hours of logging the complaint. < 97% Condition of Default. To be reported to Steering Committee 0.1 % of Hardware Maintenance Cost for for Test & Development Setup, Backup and DR Setup for the period will be deducted as penalty per day of delay subject to a maximum of the 10% amount payable for the period. 228

229 Annexure-S17 Deliverables of the Audit of Implementation The Audit agency is expected to submit reports, covering a minimum of the following. a. Executive Summary b. Audit Report Findings c. Analysis of Gaps / improvement areas wrt handling of similar situations in contemporary industry verticals d. Recommendations e. Report on disaster management policy with proper documentation and guidelines. f. Recommendations for improving the daily system health check report and procedure to implement the same. g. Report on system performance with emphasis on single point failures, ensuring availability of critical systems, vulnerability points and recommendations for improving the same. h. Report on results of the penetration testing detailing the vulnerabilities identified and preventive measures to be implemented to eliminate the vulnerabilities. i. Report on audit trails and security audit log and recommendations for improvement j. Final Report after re-audit 229

230 Annexure-S18 Pre Qualification Criteria for Auditor The selected auditor by the bidder should be complying to the following criteria and an approval to be taken from HAL with supporting documents 1. The auditor should have carried out at least one SAP/ Oracle/ IFS Audit in Indian PSU for organization, involving review of multiple ERP modules including auditing of Finance 2. The auditor should be CERT-in empanelled for Information Security Auditing. For this auditor s name should exist in the current list of CERT-in empanelled organizations/auditors, on CERT-IN website for IS Auditing. 230

231 Annexure-S19 Scope of Audit The scope of audit should cover detail study in the Functional and Technical perspective on the Centralized ERP instance. 1 SECTION A: FUNCTIONAL AUDIT Scope of work for Functional Audit 1.1 Review of configuration control settings in respect of Manufacturing, MRO, IMM, Finance, Asset management, HR and Payroll modules. of IFS ERP: Automated controls within the IFS system (inherent or configurable) influencing critical functions viz. financial accounting, costing, procurement, sales and HR are fully used to provide effective controls and minimize the need for manual procedures. The Contractor/Consultant shall review the effective implementation considering the business processes and the available functionalities in IFS system. The configuration of Manufacturing, MRO, IMM, Finance, Asset management, HR and Payroll modules, CRM, SRM of IFS ERP shall be reviewed for effective controls and the recommendation to be given for patching of the same. 1.2 ERP Process Audit Segregation of Duties Integration of Business Processes Input Validations considering System Constraints 2 SECTION B: TECHNICAL AUDIT 2.1 IFS Infrastructure Following needs to be carried out during IFS System Audit and bidder to provide Recommendation solution also: 1. Various Security aspects of Database w.r.t. to respective IFS Components and Best Practice in IFS environment 2. Review accessibility of various IFS System by end users, customers, Vendors from within HAL Network and outside HAL Network. 3. Password policy at IFS and Database Level 4. Audit trail at IFS and Database Level. 5. Role and Authorization 6. Security Parameters at IFS, Database, operating System and Hardware 231

232 level 7. Change Management for taking the changes to Production environment from development Environment. 8. IFS and Database User management 9. Review on IFS Client 10. Review Resource hungry and Expensive SQL Statements 11. Penetration testing of various production Instances within HAL Network 14. Patch management 15. Review of OS level commands at IFS level 16. Review of table logging of critical tables 17. Review of groups in IFS user profiles 18. Review of User Creation, Modification, Deletion and Deactivation Process 19. Review of Super user and Administration user IDs. 20. Identification and review of Critical Transactions and Authorization objects. 21. Review of security guides, notes and security parameters 22. Reviews of various logs in the systems 3 SECTION C: RE-AUDIT AFTER MUTUALLY DECIDED TIME PERIOD TO CONFIRM THAT ALL THE OBSERVATIONS GIVEN AS PART OF SCOPE OF WORK IN SECTION A AND B ABOVE ARE ADDRESSED AND RISKS ARE MITIGATED AND SUBMIT A FINAL REPORT 232