Wipro BP080 Purchasing V1 0

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EAPM

BP.080

T

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ROCESS

RailTel Corporation of India Limited

Purchasing

Author: Ajay Kummar Singh

Creation Date: 12-Jan-2013

Last Updated: 22-March-2013

Document Ref: RCIL-BP080-PO

Version: 1.0

Disclaimer:

This document is a confidential document between Wipro Ltd. and RailTel Corporation Of India Limited. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, photocopying, recording or otherwise, without the written permission of Wipro / RCIL. This document includes confidential information related to Wipro and RCIL and shall not be distributed to any persons other than those mentioned in the distribution list herein. All product names referenced herein are trademarks of their respective companies

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Document Control

Change Record

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Date Author Version Change Reference

12-Jan-2013 Ajay Singh 0.1 Base Document 22-Mar-2013 Ajay Singh 1.0 Final Version

Reviewers

Name Position

Prithwish Chatterjee Wipro Project Manager

Swarup Ghosal Chaudhary Wipro Program Manager

Approver

Name Position Signature

Sh. Kamal Kant Kaushaik Manager - Projects Sh. Kumar Bachchan Sr. Manager - DNM Sh. A K Sablania GGM – DNM Sh. Ashutosh Vasant GM - Projects Sh. Puran Singh GGM - Infrastructure Sh. Suresh Kumar GGM – NTP

Distribution

Copy No. Name Location

1 RailTel Project Parivartan Steering Committee Gurgaon 2 RailTel Project Parivartan Core Working Group Gurgaon

3 RailTel Project Parivartan Regional CWG New Delhi/Mumbai/Secunderabad/Kolkata

4 Wipro Onsite Team Gurgaon

5 Wipro Technical Team Gurgaon

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

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Introduction

About this Document

RAILTEL has appointed Wipro Limited to implement Oracle E-Business Suite. The implementation spans Financials and Supply Chain Management processes. This document describes the Procurement Process for RAILTEL.

The project is divided into Five Stages – viz. Plan, Analyse, Design, Develop and Go-Live. The Analyse Stage covers identifying the gaps in the ‘As-Is’ processes and re-designing them in order to adopt leading processes as also to harness the capability of the chosen technology.

This document contains the RAILTEL Procurement process flow that would be configured onto the Oracle E-Business Suite.

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How this document is organized

This document forms deliverable of the operation analysis phase of the ERP implementation project for RailTel. The purpose of this document is to compile a comprehensive list of requirements against which to map Application features. The scenarios listed in the subsequent sections are reusable templates and are created once for each business process.

Each of the following sections consists of the following sub sections:

Assumptions

Any assumptions that are specific to the process being detailed are recorded in this sub section.

Process Scenario

The Event initiates the corresponding process.

Process Solution:

1. Complete process flow

2. Process Id #: Unique number for the sub-processes within the main process.

Description

1. Process Title & Description: The bold letters gives the process title followed by the detailed description of the process in normal font. 2. Key Requirements from the above process

Requirement Fulfillment using ERP Approach

1. Solution Type & Description: Used to designate type of solution. The types mentioned here are Screen, Manual and System. The Screen refers to the type where the data is to be entered in the screen or can be viewed in the screen. Manual type is the manual way of doing the process whether the user would be performing the process in the system or otherwise. The System type of solution is referred to when the system performs the step through automation or sub-automation. The following keys can be used for the process in the system.

i. S – Standard ii. W - Workaround

iii. C – Extension/Customization

2. Navigation Path: The path to navigate to the relevant functionality in Applications. The following acronyms have been used for navigation type:

i. (T) – Tab ii. (B) – Button iii. (CB) – Check Box iv. (F) – Field

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Leading Practices

Note: The texts in grey shade are optional activities.

Generic Assumptions

Any additional information captured in ERP through external systems will be highly dependent on the external systems. Wipro will not be responsible for the functioning or the implementation of the external systems.

Customizations identified in the requirement definition document will be developed subject to the scope defined in the approved project charter.

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Railtel End to End Project Flow and Integration with other Modules

General Ledger Payables Fixed Assets Receivables

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Business Plan General Ledger Budget Definition as per the

Business Plan Transaction posted form other

Modules

Sources of the Projects Railways – Pink Book

Railtel – Law Book Others – Marketing START Project Creation & Approval Project Budget Creation, Revision & Approval Workplan Creation, Versioning and Progress Management Project Status Inquiry Project Asset Creation & Transfer to FA Transfer to Inventory/ Project Vice Versa Inspection & Recieving Purchase Orders/APO/ Rate Contracts Commercial & Technical Analysis Tender Creation & Floating Purchase Indent/ Creation & Approval Invoicing related to Project in Payables Asset Posting in Fixed Assets Invoice to the Customer in Recievables Note:

The Business plan is conceptualized by the Railtel Directors

Business Plan prepared by Railtel Team / Consultants Projects are created as per the Business plan decided.

Project Closure

END Demand Note

Creation & Customer Acceptance

Sales Order

Booking Contract Creation Billing Note :

The Approval related to the projects is further elaborated in the next flow. The Project Planning team will do the estimation and enter the budget in the system.

The details estimate will be done and Indent / Requisitions will be raised with reference to the project.

Detail processes related to the project are further elaborated in the document.

Manual ERP

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On Line Purchase Indent Process

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Log in to I Procurement Enter indent online using

web forms and catalogs

Find Items Add Items & Quantity

Edit Shopping Cart Add Items , Quantity and delivery location

detail

Review/Modify Indent Submit Indent

Proceed to Check Out

Proceed to Check Out Check Out Workflow based purchase indent approval Procurement Process PO12 Supplier notified and deliver the goods Record receipt

in to the web End ERP Manual Email

Start No Yes

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Finance Vetting O & M activities Projects (Railway/ RailTel/LMC etc) Others (General Admin etc.)

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Control Number: PO 01 Mapping Team: Wipro Process Owner: RAILTEL – Project Team

Process Number: PO 01 Description: This step explains the On Line Purchase Indent Process.

Event Description: This process is triggered to raise the online purchase indent.

Source: RAILTEL – Project Team/AS-IS Document

AS IS Process AS IS ID # Process ID # Description

Mode

Requirement Fulfillment using ERP Approach (Y/N)

Procurement POM_PO_PI_1 PO 01.01 On line Indent will be created using web forms and catalogs. System Y

Procurement POM_PO_PI_1 PO 01.02 Find Items online and add quantity and delivery details. System Y

Procurement POM_PO_PI_1 PO 01.03 Edit, modify and review indent online. System Y

Procurement POM_PO_PI_1 PO 01.04 Online Indent will be submitted. System Y

Procurement POM_PO_PI_1 PO 01.05 Purchase Indent will be approved as per defined approval hierarchy. System Y

Procurement POM_PO_PI_1 PO 01.06 After approval of Online Indent, Procurement process is initiated. System Y

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PO 02 - Purchase Indent Process

Purchase Indent Process

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ERP Manual Email Start

User to enter the Indent Header details

Enter the Line details Item code, Qty, Need by date,

Etc Select the Organization, Location and Supplier(Optional) Save the Document and submit for Approval Purchase Indent Approved Automatic notification to Requestor Yes Approved Purchase Indent becomes the input for Purchase Order to be created by the Purchasing department Procurement Process PO12 End

Capture the Charge Account, If any

consumables items(without Item Code)

No

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Finance Vetting O & M activities Projects (Railway/ RailTel/LMC etc) Others (General Admin etc.)

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RAILTEL Process: Purchase Indent Process Business Function: RAILTEL – Project Date: 12-01-2013

Process Number: PO 02 Description: This step explains the Purchase Indent Process.

Event Description: This process is triggered to raise the purchase indent.

Mode

Procurement POM_PO_PI_1 PO 02.01 User will create the Indent by mentioning the PR headers details like the PR type ,

Description

System Y

Procurement POM_PO_PI_1 PO 02.02 Create Purchase Indent with information like item or description, quantity and

(Approx) purchase price. When item not available the user should choose purchasing category and write a description.

System Y

Procurement POM_PO_PI_1 PO 02.03 Indent preparers should select the inventory organization name, location and

Supplier details (options).

System Y

Procurement POM_PO_PI_1 PO 02.04 Select the Charge Account Number in case of Expense or Consumables items. System Y

Procurement POM_PO_PI_1 PO 02.05 Generate a Purchase Indent with automatic document number. System Y

Procurement POM_PO_PI_1 PO 02.06 Submit the purchase Indent for approval through the delegation of authority. System Y

Procurement POM_PO_PI_1 PO 02.07 Requester will not be able to approve Indent. Indent approval will be a workflow

based process based on approval limits. Approved Purchase Indent is the input for Purchase Order Creation.

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PO 03 - Indent Preparation & Approval

Indent Preparation & Approval

P ro je c t & P ro c u re m e n t ERP Manual Start Indent/ Estimates raised at territory level Submit for approval & Finance Concurrence F in a n c e Approval as per SOP Approval from TM as per SOP Yes More Info M o re In fo N o

RO collates all Indent/ Estimates of territory level and prepares consolidated

proposal Or Indent/Estimate raised at regional level Yes Finance concurrence as per SOP Submit for approval & Finance Concurrence Approval from RGM as per SOP Yes More Info No More Info

CO collates all Indent/ Estimates of regional level and prepares consolidated

proposal Or Indent/Estimate raised at corporate level Yes Submit for approval & Finance Concurrence Corporate finance concurrence as per SOP Approval from MD/Director as per SOP End Yes More Info oN More Info Tender Process at Territory Level If applicable PO04-PO05 Tender Process at Regional Level PO04-PO05

Territory Level Regional Level Corporate Level

Tender Process at Corporate

Level PO04-PO05

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RAILTEL Process: Indent Preparation & Approval Business Function: RAILTEL – Project Date: 12-01-2013

Process Number: PO 03 Description: This step explains the Indent preparation and approval.

Event Description: This process is triggered whenever an Indent is prepared and approved.

Mode

Procurement POM_RP_EP_2 PO 03.01 Indent/Estimates are raised at territory level System Y

Procurement POM_RP_EP_2 PO 03.02 Indent is submitted for approval System Y

Procurement POM_RP_EP_2 PO 03.03 Approval is done as per SOP System Y

Procurement POM_RP_EP_2 PO 03.04 Final approval is done from TM as per SOP System Y

Procurement POM_RP_EP_2 PO 03.05 RO collates all indent/estimates of territory level and prepares consolidated

proposal then it is put up for approval

System Y

Procurement POM_RP_EP_2 PO 03.06 Approval from finance for concurrence is done as per SOP System Y

Procurement POM_RP_EP_2 PO 03.07 Final approval is done from RGM as per SOP System Y

Procurement POM_RP_EP_2 PO 03.08 CO collates all indent/estimates of regional level and prepares consolidated proposal

then it is put up for approval

System Y

Procurement POM_RP_EP_2 PO 03.09 Approval from finance for concurrence is done as per SOP System Y

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Start P ro c u re m e n t F in a n c e Business Plan Railways OFC Section Works Other Railways Project Other Customer Project O&M Activities Govt. Projects Global Tender Open Tender Limited Tender Special Limited Tender Single Tender Quotation Tender Document Floated Receive response from bidder Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive B C Vetted comparative sheet

and Briefing note put up to TC

TC prepares final observation

Comparative sheet & final minutes sent to TAA for

approval

Successful bidder deposit various documents like PBG,

Security Deposit

EMD handed over to finance

Comparative sheet & Briefing note vetted

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)

Purchase Indent/ Estimates raised at regional Level

RO collates all requisitions from territories & Prepares

consolidated proposal

CO collates all requisitions from regions & Prepares

EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice Purchase Order Issued to successful bidder. Tender estimate will be revised if PO estimate increases more than tender estimate. Tender processing officer is nominated Project Budgeting Process PRJ05

Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per

SOP along with PAC issued by Region/ Corporate and approved

by Director

A

Tender cost Estimation prepared and Put up to Finance for Finance

Vetting A

Prebid meeting and change/modification Tender document accordingly Acceptance from Supplier Supplier Registration Process PO32 TC nomination as per SOP Purchase Indent raised at corporate level

Overall Procurement Tender Process ERP Manual Email

Discharge Counter offer/LOI Acceptance NIT Published in News Paper (Online) Negotiation may done with supplier Approved Supplier List or Fresh approved supplier

list via approval PO37

End Non-Acceptance

NIT and Tender Document uploaded on

website PR Process

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Process Number: PO 04 Description: This step explains the Overall Procurement Tender process for material.

Event Description: This process is triggered Whenever a Tender is created for material.

Mode

Requirement Generation

POM_TP_ RG_1

PO 04.1 Requirement for floating the tender is triggered from the various sources.

Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects

Other Customer projects O&M activities Customer Lead Government Project Manual Y Indent/Estimates POM_RP_ EP_2

PO 04.2 Purchase Indent/Estimates raised at territory and regional level

RO & CO collates all the indent and prepares consolidated proposal

Estimates and Tender document prepared and put up to finance for finance vetting.

System Y

Tender Document POM_TP_

TD_2

PO 04.3 Tender Processing officer is nominated.

Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created.

System Y

Tender Document Execution

POM_TP_ TE_3

PO 04.4 As per SOP and schedule of work, Tender process is followed and floated;

Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list.

Prebid meeting is done and tender document is changed accordingly Response is received from various vendors.

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Mode

Tender document is opened by nominated TOC

Comparative sheet and Briefing note are prepared by executive

EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance.

TC nomination is done.

Vetted comparative sheet put up to TC and TC prepares the final observation.

Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen

Counter offer process is done for final price.

Purchase Order is issued to successful bidder and acknowledgment is received.

Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.

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Start P ro je c t F in a n c e Business Plan Railways OFC Section Works Other Railways Project Other Customer Project O&M Activities Govt. Projects Global Tender Open Tender Limited Tender Special Limited Tender Single Tender Quotation Tender Document Floated Receive response from bidder Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive B C Vetted comparative sheet

approval

Security Deposit

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than

project budget) Purchase Indent/ Estimates raised at regional Level RO collates all requisitions from territories & Prepares

EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice LOA Issued to successful bidder. Tender estimate will be revised if LOA estimate increases more than tender estimate. Tender processing officer is nominated Project Budgeting Process PRJ05

SOP along with PAC issued by Region/ Corporate and approved

by Director

A

Vetting A

Prebid meeting and change/modification Tender document accordingly Acceptance from Supplier Supplier Registration Process PO32 TC nomination as per SOP Purchase Indent raised at corporate level

Overall Project Tender Process ERP Manual Email

Discharge Counter offer/LOI Acceptance NIT Published in News Paper (Online) Negotiation may done with supplier Approved Supplier List or Fresh approved supplier

list via approval PO37

End Non-Acceptance

website PR Process

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Process Number: PO 05 Description: This step explains the Overall Project Tender process for Service and Work Contract.

Event Description: This process is triggered Whenever a Tender is created for service and works contract.

Mode

Requirement Generation

POM_TP_ RG_1

PO 05.1 Requirement for floating the tender is triggered from the various sources.

Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects

Other Customer projects O&M activities Customer Lead Government Project Manual Y Indent/Estimates POM_RP_ EP_2

System Y

TD_2

PO 05.3 Tender Processing officer is nominated.

Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created.

System Y

POM_TP_ TE_3

Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list.

Prebid meeting is done and tender document is changed accordingly Response is received from various vendors.

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Mode

LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.

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PO 06 - Open/Global Tender Process – Single Packet

Start P ro je c t & P ro c u re m e n t F in a n c e Open/Global Tender document floated Receive response from bidder Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive B C Vetted comparative sheet

approval

Security Deposit

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project

budget) Purchase Indent/ Estimates raised at regional Level RO collates all requisitions from territories & Prepares

EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice Purchase Order/LOA Issued to successful bidder. Tender estimate will be

revised if LOA/PO estimate increases more

than tender estimate. Tender processing officer is nominated Project Budgeting Process PRJ05

SOP

A

Vetting A Acceptance from Supplier Supplier Registration Process PO32 End TC nomination as per SOP Purchase Indent raised at corporate level

Open/Global Tender Process – Single Packet ERP Manual Email

Discharge Counter offer/LOI NIT Published in News Paper (Online) Negotiation may done with supplier Acceptance Non-Acceptance

website PR Process

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RAILTEL Process: Open/Global Tender Process – Single Packet

Business Function: RAILTEL – Tender Date: 12-01-2013

Process Number: PO 06 Description: This step explains the Open/Global Tender process for Single Packet.

Event Description: This process is triggered Whenever an Open Tender is created.

Mode

Indent/Estimates POM_RP_

EP_2

TD_2

PO 06.2 Tender Processing officer is nominated for Open/Global Tender – Single Packet. System Y

POM_TP_ TE_3

Simultaneously It is published in news paper and on RailTel website also. Response is received from various vendors.

PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit.

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Mode

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PO 07 - Open/Global Tender Process – Two Packet

Start P ro je c t & P ro c u re m e n t F in a n c e Open/Global Tender document floated Receive response from bidder Tender document(Technical) is opened by nominated TOC

Briefing note are prepared by executive B C Vetted Briefing note put up to TC TC prepares final observation

Final minutes sent to TAA for approval

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than

consolidated proposal Tender processing officer is nominated Project Budgeting Process PRJ05

Tender cost Estimation prepared and Put up to Finance for Finance Vetting and approval as

per SOP

A

Vetting A TC nomination as per SOP Purchase Indent raised at corporate level

Open/Global Tender Process – Two Packet ERP Manual Email

NIT Published in News Paper

(Online)

Prebid Meeting & Change/Modify Tender document Prebid queries

Publish on Website

Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders EMD and Unopened Price bid returns to unsuccessful bidders Price TC opened by nominated TOC Notification to all successful bidder of Price bid Comparative sheet are prepared by executive C B Vetted comparative sheet put up to TC TC prepares final observation

approval Successful bidder deposit various documents like PBG, Security Deposit EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice Purchase Order/LOA Issued to successful bidder. Tender estimate will be

revised if LOA/PO estimate increases more

than tender estimate.

Acceptance from Supplier Supplier Registration Process PO32 Discharge Counter Offer/LOI Negotiation may done with supplier End Acceptance Non-Acceptance NIT and Tender

Document uploaded on

website PR Process

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RAILTEL Process: Open/Global Tender Process – Two Packet

Process Number: PO 07 Description: This step explains the Open/Global Tender process for Two Packet.

Event Description: This process is triggered Whenever an Open Tender is created.

Mode

EP_2

Manual N

TD_2

PO 07.2 Tender Processing officer is nominated for Open/Global Tender – Two Packet. System Y

POM_TP_ TE_3

Simultaneously It is published in news paper and on RailTel website also. Prebid meeting is done and tender document is changed /modified accordingly. Prebid queries are published on website also.

Response is received from various vendors.

Tender document (Technical) is opened by nominated TOC

Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders

Briefing note is prepared by executive.

EMD is hand over to finance and briefing note is vetted by finance. TC nomination is done.

Vetted Briefing note put up to TC and TC prepares the technical observation.

Technical minutes sent to competent authority for approval. EMD and unopened price bid returned to unsuccessful bidder

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Mode

Price TC opened by nominated TOC

Notification is sent to all successful bidders of price bid for opening. Comparative sheet and Briefing note are prepared by executive Comparative sheet and briefing note are vetted by finance. Vetted comparative sheet put up to TC and TC prepares the final observation.

PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidders.

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PO 08 - Limited Tender Process

Start P ro je c t & P ro c u re m e n t F in a n c e Limited Tender floated to selected vendor Receive response from bidder Tender document is opened by nominated TOC Comparative sheet and Briefing note

are prepared by executive B C Vetted comparative sheet

approval

Security Deposit

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if

indent estimate increases more than

EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice Purchase Order/ LOA Issued to successful bidder. Tender estimate will

be revised if LOA/ PO estimate increases more than

tender estimate. Tender processing officer is nominated Project Budgeting Process PRJ05

SOP

A

Limited Tender ERP Manual Email

Discharge Counter offer/LOI Negotiation may done with supplier Approved Supplier List PO37 Fresh approved supplier list via

approval

Prebid Meeting & Change/Modify Tender document

Non-Acceptance

Acceptance NIT and Tender

Document uploaded on

website PR Process

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RAILTEL Process: Limited Tender Process Business Function: RAILTEL – Tender Date: 12-01-2013

Process Number: PO 08 Description: This step explains the Limited Tender process.

Event Description: This process is triggered Whenever a Limited Tender is created.

Mode

EP_2

System Y

TD_2

PO 08.2 Tender Processing officer is nominated and Limited tender is floated to selected

vendors. System Y Tender Document Execution POM_TP_ TE_3

Simultaneously It is published on RailTel website also.

As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document.

Prebid meeting may be done and tender document is changed accordingly if required.

Response is received from various vendors. Tender document is opened by nominated TOC

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Mode

LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.

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PO 09 - Single Tender Process

Start P ro je c t & P ro c u re m e n t F in a n c e Single Tender floated to single vendor Receive response from bidder Tender document is opened by nominated TOC Comparative sheet and Briefing note

are prepared by executive B C Vetted comparative sheet

approval

Security Deposit

by finance

B C

Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project

budget) Purchase Indent/ Estimates raised at regional Level RO collates all requisitions from territories & Prepares

EMD returns or adjusted with

Invoice Purchase Order/LOA Issued

to successful bidder. Tender estimate will be revised if LOA/PO estimate increases more than tender

estimate. Tender processing officer is nominated Project Budgeting Process PRJ05

SOP. Along with PAC issued by region/ Corporate (with vetting) and approval by director/

Corporate

A

Single Tender ERP Manual Email

Discharge Counter offer/LOI Negotiation may done with supplier Approved Supplier List PO37 Fresh approved supplier list via

approval

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RAILTEL Process: Single Tender Process Business Function: RAILTEL – Tender Date: 12-01-2013

Process Number: PO 09 Description: This step explains the Single Tender process.

Event Description: This process is triggered Whenever Single Tender is created.

Mode

EP_2

Estimates and Tender document prepared and put up to finance for finance vetting, along and with PAC issued by region (with vetting) and approval by director/corporate.

System Y

TD_2

PO 09.2 Tender Processing officer is nominated and Singe tender is floated to vendor. System Y

POM_TP_ TE_3

PO 09.3 As per SOP and schedule of work, Tender process is followed and floated.

As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document.

LOA is issued to successful bidder and acknowledgment is received.

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Mode

Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.

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PO 10 - Dispensation of Tender Process for Material

Dispensation of Tender for Material

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Start Executive processes the dispensation of Tender RFQ will be created for quotation Quotation are called from various vendors (Minimum 3) PO31 Comparative statement is prepared by the executive and sent to finance for vetting Comparative sheet sent to competent authority approval Purchase Order is issued to successful bidder End RFQ Process PO31

Executive sends the proposal Purchase Requisition/Indent to Manager (HQ/RO/CO) PO01-PO02 Purchase Indent Process PO01-PO02 Procurement Process PO12 Successful bidder deposit various documents like PBG, Security Deposit (Optional) A A Finance Vetting

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RAILTEL Process: Dispensation of Tender Process for Material

Process Number: PO 10 Description: This step explains the Dispensation of Tender process for Material.

Event Description: This process is triggered Whenever Dispensation of Tender Process is done.

AS IS Process AS IS ID # Process ID # Description

Mode

Requirement Fulfillment using ERP Approach (Y/N) Dispensation of Tender/Quotation Process POM_TP _DT_4

PO 10.1 Dispensation of tender is requested on urgent basis for extension of maintenance

activity or last mile. Executive processes the dispensation of tender process.

System Y Dispensation of Tender/Quotation Process POM_TP _DT_4

PO 10.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers.

Quotations are called from various suppliers.

PO 10.3 Comparative statement is prepared and sends to finance for vetting then it is sent to

competent authority for approval.

PO 10.4 Purchase Order is issued to successful bidder System Y

Dispensation of Tender/Quotation Process

POM_TP _DT_4

PO 10.5 Successful bidder deposits various documents like PBG, Security deposit. System Y

POM_TP _DT_4

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Dispensation of Tender for Works Contract & Execution

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Start Executive processes the dispensation of Tender RFQ will be created for quotation Quotation are called from various vendors (Minimum 3) PO31 Comparative statement is prepared by the executive and sent to

finance for vetting

Comparative sheet sent to competent authority approval LOA is issued to successful bidder End RFQ Process PO31

Executive sends the proposal Purchase Requisition/Indent to Manager (HQ/RO/CO) PO01-PO02 Purchase Indent Process PO01-PO02 Procurement Process PO13 Successful bidder deposit various documents like PBG, Security Deposit (Optional) A A Finance Vetting

ERP Manual Email

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Service & Works Contract

Process Number: PO 11 Description: This step explains the Dispensation of Tender process for Service & Works Contract.

Event Description: This process is triggered Whenever Dispensation of Tender Process is done.

AS IS Process AS IS ID # Process ID # Description

Mode

Requirement Fulfillment using ERP Approach (Y/N) Dispensation of Tender/Quotation Process POM_TP _DT_4

PO 11.1 Dispensation of tender is requested on urgent basis for extension of maintenance

activity or last mile. Executive processes the dispensation of tender process.

PO 11.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers

Quotations are called from various suppliers.

PO 11.3 Comparative statement is prepared and sent to finance for vetting then it is sent to

competent authority for approval.

PO 11.4 LOA is issued to successful bidder System Y

POM_TP _DT_4

PO 11.5 Successful bidder deposits various documents like PBG, Security deposit. System Y

POM_TP _DT_4

(42)

PO 12 - Procurement Process for Material (Supply Item)

Standard Purchase Order APO/RC/SPO/Sub APO/Sub RC Sent for Finance Vetting

Purchase Order Issued to Successful bidder Sub PO are released against RC P ro c u re m e n t F in a n c e Supplier offer RailTel for carrying inspection Inspection from nominated agency either from ASL or by RailTel officials Confirmation of Change of consignee if any Item delivered at store Warranty as per PO conditions

Invoice Bills & Payments AP02-AP04

RailTel Uses the item to the site or RailTel deliver the item

to the site Start End Purchase Order Document Created Sub PO are released against APO Region wise Distribution

Procurement Process for Supply Item

Standing Bank Guarantee Submission from Supplier Advance Purchase Order Rate Contract PO will be amended to change the consignee detail with

executive approval Nomination of inspection authorized agency Approved Supplier List or New Supplier PO37 Payment to Outside Inspection authority ERP Manual Email

End Receiving Process INV02 Inspection report is entered in to the system Acceptance & BG submission from Supplier PO18 Inspection Outside RailTel

(43)

RAILTEL Process: Procurement Process for Material Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 12 Description: This step explains the procurement process of Material.

Event Description: This process is triggered Whenever a purchase order is raised for material procurement.

AS IS Process

AS IS ID # Process ID #

Description Mode

Purchase Order Creation

POM_PO_PC_3 PO 12.1 Purchase Order is created as per the requirement in the tender with the

successful bidder.

System Y

Purchase Order

POM_PP_PO_4 PO12.2 Purchase Order can be of multiple types like Standard PO, APO and

RC.

Purchase Order is issued to successful bidder after finance vetting. Standing BG is submitted from supplier against APO and RC.

BG is submitted and accepted from supplier against Standard PO and Sub-Pos against APO & RC.

System Y

Inspection POM_PO_IP_4 PO 12.3 Supplier offer RailTel for carrying Inspection.

Inspection can be from nominated agency either from ASL or by RailTel officials.

If Inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made. Inspection report is entered in to the system.

System Y

None None PO 12.4 PO will be amended to change the consignee detail with the executive

approval.

System Y

Receiving/D elivery

POM_PO_RD_5 PO 12.5 Item is delivered at store

RailTel uses the item to the site or RailTel deliver the item to the site.

System Y

(44)

(45)

PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning)

LOA Sent for Finance Vetting LOA Issued to Successful bidder P ro je c t F in a n c e Contract agreement is prepared with successful bidder Contractor offer RailTel for carrying inspection Inspection from nominated agency either from ASL or by RailTel officials Confirmation of change in consignee if any Service/Item delivered & recorded Item delivered at site Vendor does I&C after site readiness SI Conducts AT in co-ordination with RailTel Executive PAC released after AT FAC as per

LOA T&C _{per LOA T&C}Warranty as End

Invoice Bills & Payments AP02-AP04 Start LOA Document Created Region wise Distribution Contract agreement is sent for legal

vetting

Procurement Process for Works Contract

Nomination of inspection authorized agency Approved Supplier List PO37 Payment to Inspection authority End LOA will be amended

to change the consignee detail with

executive approval

Part PAC can also be released as per LOA T&C Acceptance &

BG Submission from Supplier

PO18

ERP Manual Email

Inspection Outside RailTel

(46)

RAILTEL Process: Procurement Process for Service & Works Contract

Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 13 Description: This step explains the procurement process for service & Works Contract.

Event Description: This process is triggered Whenever a LOA is created for service and Works Contract.

AS IS Process AS IS ID # Process ID #

LOA Creation POM_PO_P

C_3

PO 13.1 LOA document is created and region wise distribution can also be happen. System Y

LOA Creation POM_PP_P

O_4

PO 13.2 LOA is issued to successful bidder after finance vetting. System Y

None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.

None POM_RP_TP

_5

PO 13.4 Contract agreement is prepared with successful bidder and it is sent for legal

vetting.

System Y

Inspection POM_PO_IP

_4

PO 13.5 Contractor offer RailTel for carrying Inspection

Inspection can be from nominated agency either from ASL or RailTel officials. Fresh nomination of agency can also be done.

If inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made.

System Y

None None PO 13.6 Consignee detail can be changed by amending the consignee detail in LOA. LOA will

go for executive approval.

System Y

Receiving/Delivery POM_PO_R

D_5

PO 13.7 Service/Item is delivered to site/Store.

Vendor does I&C at site after site readiness.

System Y

(47)

AS IS Process AS IS ID # Process ID #

_5/POM_RP _TS_4

PAC is released after AT, Part PAC can also be released as per LOA terms & condition

FAC will be issued after PAC release as per LOA terms & condition Warranty will be applicable after delivery as per LOA terms & condition

(48)

(49)

LOA Sent for Finance Vetting LOA Issued to Successful bidder

P

ro

je

ct

F

in

an

ce

Contract agreement is prepared with successful bidder Work Confirmation of Service delivered

Invoice Bills & Payments AP02-AP04 Start LOA Document Created Region wise Distribution Contract agreement is sent for legal vetting Optional for Execution

works at RO

Procurement Process for Execution

ERP Manual Email

PAC released after AT

FAC as per

LOA condition End Part PAC can also be released as per LOA condition Acceptance & BG, SD Submission from Supplier PO18 SI Conducts AT in co-ordination with RailTel Executive SI Conducts AT in co-ordination with RailTel Executive Stock Transfer from Store to Project Site INV04 On-hand quantity will get updated End Indent for Material requirement at sites PO01-PO02 Material required at site for other activity

(50)

Process Number: PO 14 Description: This step explains the procurement process for Execution.

Event Description: This process is triggered Whenever LOA is raised for execution activity.

LOA Creation

POM_PO_ PC_3

PO 13.1 LOA document is created and region wise distribution can also be happen. System Y

LOA Creation

POM_PP_ PO_4

None None PO 13.3 LOA is accepted and Bank Guarantee, Security Deposit is submitted from supplier.

None POM_RP_

TP_5

vetting. System Y Receiving/D elivery POM_PO_ RD_5

PO 13.5 Work Confirmation of Service is entered for service receiving. System Y

None None PO 13.6 In case of Material requirement like Duct, Cable at site an Indent will be

raised to issue the material from store to site. Stock is transferred from store to site.

System Y Inspection/F AT POM_PP_ FT_5/PO M_RP_TS _4

PO 13.7 SI conducts AT in coordination with RailTel executive

PAC is released after AT, Part PAC can also be released as per LOA terms & condition

FAC will be issued after PAC release as per LOA terms & condition

(51)

PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous)

LOA Sent for Finance

Vetting

LOA Issued to Successful bidder for AMC

Work

P

ro

je

ct

F

in

an

ce

Contract agreement is prepared with successful bidder Service delivered & recorded Invoice Bills & Payments AP02-AP04 Start LOA Document Created Region wise Distribution Contract agreement is sent for legal

vetting

Procurement Process for AMC Work (Equipment, Section)

Work Confirmation of Service End Email Manual ERP Acceptance & BG Submission from Supplier PO18 Work Order MNT04

(52)

RAILTEL Process: Procurement Process for AMC Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 15 Description: This step explains the procurement process for AMC work.

Event Description: This process is triggered Whenever LOA is raised for AMC work against Work Order and Purchase Indent.

LOA Creation

POM_PO_ PC_3

PO 13.1 LOA document is created and region wise distribution can also be happen for AMC

work. System Y LOA Creation POM_PP_ PO_4

None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.

None POM_RP_

TP_5

vetting. System Y Receiving/D elivery POM_PO_ RD_5

(53)

(54)

Procurement Process for Inspection Charges

P ro cu re m en t

P

ro

cu

re

m

en

t

F

in

an

ce

Start

Service PO is created for Inspection Charges with Supplier Ship to and Bill to

details

Shipment detail is entered

Distribution detail is entered for service delivery/Inspection work/Inspection charges Service details, amount, need by date and promised date is entered Give Distribution detail location wise

and delivery schedule for item

delivery Approve PO PO approved No Automatic notification to buyer Yes PO sent for finance vetting Service Delivered/ Inspection completed Inspection report is submitted to Project Executive End

Invoice Bill & Payments to supplier for Inspection Work

AP02-AP04

ERP Manual Email

Work Confirmation

of Service INV03

(55)

Process Number: PO 16 Description: This step explains the procurement process for Inspection Charges.

Event Description: This process is triggered Whenever Payment for Inspection Charges is done.

None None PO 16.1 Service Purchase Order is created for Inspection charges with supplier details. System Y

None None PO 16.2 Service amount/quantity, service fulfillment date is entered. System Y

None None PO 16.3 Shipment detail is entered System Y

None None PO 16.4 Distribution detail location wise is entered for service delivery information System Y

None None PO 16.5 Service Purchase Order is submitted for approval for finance vetting System Y

None None PO 16.6 Automatic notification will be sent to buyer for confirmation of LOA approval. System Y

(56)

PO 17 - Imprest/Advance Procurement Process

Imprest/Advance Procurement Process

P ro cu re m en t

O

p

er

at

io

n

&

M

ai

n

te

n

an

ce

F

in

an

ce

Start Service Purchase Order sent for finance vetting

Invoice Bill & Payments to

supplier AP02-AP04 ERP Manual Email

Unorered receipt of Item/ Service detail is created Receipt of line detail is recorded Item/Service, Quantity, UOM and

receiving location for receipt line is

specified Generate new receipt or add unordered receipt lines to an existing receipt

P

ro

je

ct

s

&

P

ro

cu

re

m

en

t

Receipt header information is entered and transaction is submitted Search Unordered receipts to match Select receipt lines to match Purchase Order is created to match the receipt lines Select Purchase Order document number & Line details to match

Submit Unordered receipt line for

matching Receiving of Item/Service is done in the system Final delivery of Item/Service End

(57)

RAILTEL Process: Imprest/Advance Procurement Process

Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 17 Description: This step explains the Imprest/Advance Procurement Process.

Event Description: This process is triggered Whenever unordered receipt is made without valid Purchase Order.

None None PO 17.1 Unordered receipt of Item/Service detail is created System Y

None None PO 17.2 Item/Service, Quantity, UOM and receiving location for receipt line is specified System Y

None None PO 17.3 Generate new receipt or add unordered receipt lines to an existing receipt System Y

None None PO 17.4 Receipt header information is entered and transaction is submitted System Y

None None PO 17.5 Purchase Order is created to match the receipt lines System Y

None None PO 17.6 Unordered receipt and receipt lines is searched to match with PO document number System Y

None None PO 17.7 Unordered receipt line is submitted for matching System Y

None None PO 17.8 Receiving of Item/Service is done in the system System Y

Wipro BP080 Purchasing V1 0

EAPM

BP.080

T

O

B

E

P

ROCESS

RailTel Corporation of India Limited

Purchasing

Disclaimer:

Document Control

Change Record

Reviewers

Approver

Distribution

Contents

Introduction

About this Document

How this document is organized

Generic Assumptions

Railtel End to End Project Flow and Integration with other Modules

Fi

na

nc

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Pr

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Pr

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M

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Bu

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PO 02 - Purchase Indent Process

A

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D

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F

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PO 03 - Indent Preparation & Approval

PO 06 - Open/Global Tender Process – Single Packet

PO 07 - Open/Global Tender Process – Two Packet

PO 08 - Limited Tender Process

PO 09 - Single Tender Process