TECHNICAL SPECIFICATION FOR ENTERPRISE RESOURCE PLANNING (ERP) IMPLEMENTATION AND MAINTENANCE SAP ERP SYSTEM AT DELHI OFFICE AND PALATANA PLANT

ONGC TRIPURA POWER COMPANY LIMITED

TECHNICAL SPECIFICATION

FOR

ENTERPRISE RESOURCE PLANNING (ERP)

IMPLEMENTATION AND MAINTENANCE

OF

SAP ERP SYSTEM

AT

DELHI OFFICE AND PALATANA PLANT

(This document is meant for the exclusive purpose of bidding against this specification and shall not be transferred, reproduced or otherwise used for purposes other than that for which it is specifically issued).

TECHNICAL SPECIFICATIONS FOR ENTERPRISE RESOURCE

PLANNING (ERP) SYSTEM AT DELHI OFFICE & PALATANA

PLANT

TABLE OF CONTENT

Clause No. Description Page No.

Section-01 General 3

Section-02 Functional Specification – FICO 13

Section-03 Functional Specification - HCM 73

Section-04 Functional Specification - MM 115

Section-05 Country India Version (CIN) 136

Section-06 Functional Specification – PM (OPTIONAL) 137

Section-07 Non-Functional Requirement 150

Section-08 Data Migration & System Integration Requirement 166 Section-09 Capacity Building & IT Training Requirement 169

SECTION - 1.0 GENERAL

1.0 BACKGROUND

1.1 ONGC Tripura Power Company Limited (hereinafter referred as "OTPC" or "Owner"), a joint venture company promoted by Oil and Natural Gas Corporation Limited ("ONGC"), Infrastructure Leasing and Financial Services Limited ("IL&FS") and Government of Tripura, is a public limited company incorporated under the Indian Companies Act, 1956 and having its registered office at ONGC Tripura Assets, Badarghat Complex, Agartala, Tripura-799014 (India), and one of its office at 6th

Floor, IFCI Tower, 61, Nehru Place, New Delhi-110019 (India).

1.2 OTPC is implementing SAP ERP Application at Delhi office and Palatana plant, which is about 60 (sixty) km from the capital city of Agartala in the State of Tripura.

2.0 SAP ERP SYSTEM

2.1 The SAP ERP project is an end-to-end implementation of an SAP ERP System at OTPC. SAP ECC 6.0 with latest enhancement package shall be implemented with following modules:

2.1.1 SAP ERP – Financial Accounting (FI) Module 2.1.2 SAP ERP – Controlling (CO) Module

2.1.3 SAP ERP – Material Management (MM) Module

2.1.4 SAP ERP – Human Resource Management Module & Payroll 2.1.5 SAP Solution Manager

2.1.6 Country India Version

2.2 Enterprise portal for Internet / Intranet applications.

2.3 Presently Tally Software is being used to cater the functional requirement of Finance & Accounts department. Human Resource & Administration department is using third party Software for their day to day requirement.

3.0 SCOPE OF SUPPLY OF SOFTWARE LICENSES

The Scope of supply of software licenses specified inter-alia below includes items necessary for the successful implementation of SAP ERP System at Delhi and

Palatana, Tripura. All the items offered shall be with 1 year warranty and 24 x 7 on-site support.

The basic Scope of supply of software licenses covers the following in general: 3.1 Software

Product Unit Sales Unit Quantity

3.1.1 SAP Application Developer _User 1 Named User 1

3.1.2 SAP Application Professional _User 1 Named User 35

3.1.3 SAP Application Employee _User 1 Named User 100

3.1.4 Enterprise Foundation _Package 1 Enterprise _{Foundation Package} 1

3.1.5 SAP Payroll Processing 500 Master Records 1

3.1.6 Oracle Database (DB) Run _{Time License}

4.0 “OPTIONAL” SCOPE OF SUPPLY OF SOFTWARE LICENSES

The Scope of supply of software licenses specified inter-alia below includes optional items that Owner may procure for the implementation of SAP ERP System at Delhi and Palatana, Tripura. All the items offered shall be with 1 year warranty and 24 x 7 on-site support.

4.1 Software

Product Unit Sales Unit Quantity

4.1.1 SAP Application Professional _User 1 Named User 35

4.1.2 SAP Application Employee _User 1 Named User 100

5.1 Identification and improvement of existing business processes is one of the main objectives of this project. During the software implementation phase, the following general principles may be kept in view. The contractor shall work closely with working groups for implementing the solution.

5.1.1 Elimination of redundant activities 5.1.2 Streamlining work flow

5.1.3 Reducing cycle time for the performance of the processes 5.1.4 Minimizing paper based transactions

5.1.5 Grouping of resources

5.2 Configuration, customization of SAP ERP System to automate the business processes. 5.3 Documentation, Training and change management

5.4 Implementation including testing, transition, trial runs, commissioning, go-live, acceptance of the system and completion of work.

5.5 To roll out the system to users in all the departments of OTPC and to ensure their readiness from functional and technical perspectives

5.6 Project planning, scope, Scheduling, resource planning and overall project management

5.7 Preparation of system design, installation and maintenance manuals and procedures for SAP suite of applications

5.8 Preparation of SAP user manuals

5.9 Design, develop and implement the application on the SAP ERP package as per system requirement specifications.

5.10 Preparation of test cases for application testing and obtain acceptance testing and Go-Live approvals.

5.11 Data migration from legacy applications to new system. This shall include collection, cleaning, validation, reconciliation of legacy data.

5.12 Submission of periodic reports to OTPC on the status of implementation. 5.13 Understand Organization structure and Business process of OTPC.

5.14 Develop Business Blueprint with industry best practices in consultation with Business Process Owners Develop Business Blueprint with industry best practices in consultation with Business Process Owners.

5.15 Customization of SAP ERP system and creation of customer specific reports as per OTPC requirements.

5.16 Cutover plan from legacy system. 5.17 Cutover and go-live

5.18 Providing L-1, L-2 and L-3 support to end users.

5.19 Change management and communication strategy and implementation.

5.20 Objects (Reports, Interface, Conversion, Enhancement, Forms, and Workflow) shall be developed as per the OTPC processes without any limitation on nos. of object under any category and under any complexity.

5.21 Support of upgrade and end user post go-live.

5.22 Correction, collection and validation of data with assistance of owner prior to uploading the same in ERP system.

5.23 Contractor shall Install and configure the Oracle Database.

5.24 Provide procedure for SAP database administration, performance tuning including backup and restoration process.

5.25 Performance tuning of Operating System and Database.

5.26 Contractor shall do performance monitoring of system during project lifecycle including the system during project lifecycle including the maintenance period. 5.27 Contractor shall do System volume and stress Test, Benchmarking tests pertaining to

system.

5.28 For Financial & Accounting Module, Contractor shall:

5.28.1 Migrate financial data from legacy system including historical data of all the open items are to be migrated to SAP.

5.28.2 For payment files, encryption shall be as per the standards / payment gateway formats of Banks.

5.28.3 Provision for merging of NETC (North- East Transmission Company) accounts with OTPC accounts. Tool / option shall be provided for uploading the trail balance of NETC (as per chart of accounts), so that consolidated trail, financials can be downloaded.

6.0 SIZING

Following table shows the configuration for SAP ERP environment. This is the minimum configuration as given by M/s SAP India and hardware to support this sizing shall be procured separately.

Required / recommended Configuration

Users Base SAPS at 65% CPU Additional Loading on

Base SAPS Recommended SAPS (GB) RAM

Disk (GB) - SAP & Oracle Software Disk (GB) – Database

Core Team Training Systems

IDES Server 10 2500 0% 2500 16 150 800 Development Systems ECC Develop ment System 20 1500 0% 1500 16 150 400 SAP Netweav er Portal + NDWI 20 1500 0% 2500 16 150 300

Quality Servers + Training Servers

ECC Quality System 20 2000 0% 2000 16 150 800 SAP Netweav er Portal 20 2000 0% 2000 16 150 300 Production Servers ECC Produc tion System 5200 Databas e Server 30% 1560 75% 2730 24 150 800 Central Instance 30% 1560 75% 2730 24 150 Applicati 70% 3640 75% 6370 24 150

7.0 KEY IMPLEMENTATION SERVICES

7.1 Solution Development and Implementation Services:

7.1.1 Business Blueprint based on the assessment of the operations of OTPC and the current IT applications in use.

7.1.2 Configuration / customization of the SAP ERP system.

7.1.3 Data migration for each of the applications, functions into the SAP ERP system. 7.1.4 Data migration of employees and other data into the SAP ERP system.

7.1.5 Integration with other applications as required 7.1.6 Formulation of cut over strategy and go-live. 7.2 Project Management Services:

7.2.1 Deployment of competent team of experts in the area of the SAP ERP, specific functional areas and in project management.

7.2.2 Scheduling the activities so as to complete the project to all the locations and functional areas of OTPC within the timeframe.

7.2.3 Deployment of resources to ensure that the project activities are carried out as per plan.

7.2.4 Deployment of a project structure for effective monitoring, review and risk mitigation.

7.3 Project Quality Services:

7.3.1 Deployment of experts with deep knowledge of the business processes, the specific solution modules, for review.

7.3.2 Deployment of templates and standard accepting mechanisms for the project deliverables.

7.3.3 Use of native tool like solution manager for managing project repository, and project activities.

7.4 Feedback, Monitoring and Adoption:

7.4.1 OTPC shall use the services independent third party expertise to assess, review and quality control of the project artifacts and deliverables.

7.4.2 Contractor shall institutionalize mechanisms to adopt the feedback and ensure quality of work, without affecting the project timelines.

7.4.3 The Contractor shall put together a structure and mechanism for ensuring that all the key functional areas, users are consulted, feedback adopted and key differences identified, so as to facilitate standardization as well as user adoption.

7.5 Training and Documentation 7.5.1 Training all the users 7.5.2 Preparation of user manuals 7.5.3 Documentation of processes

7.5.4 Training the key executives for monitoring the performance and using the reports effectively

7.6 Support Services

7.6.1 Facilitating user adoption

7.6.2 Continuous improvement and refinement of the processes, reports etc. 7.6.3 Operations of help desk and refresher training

7.6.4 Institutionalizing structure and processes for management of SLA, strategic control 8.0 ASAP METHODOLOGY

8.1 The Contractor will follow ASAP Methodology (Annexure-8 to Implementation and Maintenance Services Contract) for the implementation. ASAP follow a 5 phase implementation strategy, namely Project Preparation Phase, Business Blue Print Phase, Realization Phase, and Final Preparation Phase & Post Go live Phase.

9.0 DECLARATION OF GO-LIVE

9.1 The System shall be declared “Go-Live” when the following tasks / activities are accomplished satisfactorily:

9.1.1 Acceptance Testing 9.1.2 Data Migration 9.1.3 Training

9.1.4 User Creation / Role Identification 9.1.5 Setting up Help Desk

10.0 ACCEPTANCE OF “GO-LIVE”

10.1 The Go-live will be accepted only after successfully using the system for three months after declaring go-live.

11.0 TRAIL OPERATION PERIOD

11.1 Ensure conformance to the required process operations time, the integrity of the software after Go-Live, and to eliminate any operational bugs. This will include: 11.1.1 Fine tuning of the software, ensuring all required related component software are

11.1.2 The Contractor shall provide user adoption support for a period of three months, by deputing technical and functional consultants at the Owner side after implementation of SAP ERP system.

12.0 SUPPORT SERVICES

12.1 Help desk operations: Initial response immediate telephonic response and support for usage related and other minor problems, support for handholding, minor bug fix etc.

12.2 Onsite Support: On-site support for hand holding the users, database recovery and data synchronization after crash, performance tuning, bug fix, update for all functions.

12.3 OEM Support: Ensuring the OEM services for system performance, performance tuning, upgrades etc.

12.4 Documentation: Upgrade the documentation system on any new releases and provide any update of technical and functional manuals.

13.0 MAITENANCE SERVICES

13.1 During this phase, Contractor shall take up tasks related to bug fixing in customization made in the system, maintain backups of the implemented system and coordinating with ERP OEM for any base ERP solution related issues. Some of the other activities in this period will include but not limited to:

13.1.1 Post “Go-Live” support strategy 13.1.2 Hand holding the users

13.1.3 Post “Go-Live” monitoring 13.1.4 Post “Go-Live” review

13.1.5 Monitoring and fine tuning system response

13.2 The Contractor shall be responsible for managing the Users and maintenance services for SAP ERP system to users.

13.3 The scope for SAP ERP system support shall include the entire SAP landscape at OTPC and shall include all routine support (Incidents / Requests / Problem Management), system, users and database administration, production monitoring, troubleshooting and addressing the functionality, availability and performance issues, backup and restore management, OEM coordination and other necessary routine

support tasks and activities required to ensure that SAP system operates in OTPC production environment as per business requirements.

13.4 Perform changes and software upgrades and patches and resolution of software bugs.

13.5 Provide handholding support to end users in carrying out the business process transactions.

13.6 Provide enhancements / modifications with respect to new / enhanced / enriched functionality. Ensure the desired functioning of the interfaces / integration.

13.7 Establish change control procedure for all changes required in the SAP system either due to change in the business process or requirement for legal or statutory compliance.

SECTION - 2.0

FUNCTIONAL REQUIREMENT SPECIFICATIONS FINANCIAL ACCOUNTING & CONTROLLING (FICO)

1.0 ORGANIZATION STRUCTURE

1.1 Support for IFRS (New GL Requirement).

1.2 Allows definition of Legal entity, its HQ, Regional office, other units etc. with automatic GL level consolidation.

1.3 Allows Definition of country, regions, and sub-regions to meet legal requirements such as Central taxes/ duties, state taxes and local corporation taxes & duties. E.g., Central sales taxes, local tax, VAT, Octroi or entry tax.

2.0 CHART OF ACCOUNTS - REQUIREMENTS

2.1 Ability to support flexible chart of accounts design for capturing information to meet various reporting and analysis requirements of OTPC without duplication of data. 2.2 Ability to view & maintain the chart of accounts online with the ability to prevent

deletion of any data.

2.3 Ability to support future expansion in OTPC’s operations for e.g. location wise, account wise etc.

2.4 Ability to provide parent, child, sub child and further relations between various accounts in a chart of accounts.

2.5 Ability to define rules that ensures validity of various combinations of chart of accounts as per OTPC requirement.

2.6 Ability to upload the chart of accounts and its structure from existing legacy system into the ERP system.

2.7 Ability to download the chart of accounts with GL short text and long text and its structure for printing, or in the MS Office supported file format for review.

2.8 Ability for end users to add/change/delete business logic quickly and easily within Chart of Accounts and report hierarchies.

2.9 Ability to drill down on any Ledger A/c in the chart of A/c to see the details of the Ledger.

2.10 Ability to have more than one chart of accounts. 2.11 Multiple sets of same books of accounts are permitted.

3.0 GENERAL LEDGER (GL) - REQUIREMENTS

3.1 Support for IFRS (New GL requirements), parallel ledger (IAS/ other GAAP etc.), Document Splitting.

4.0 GLOBAL SETTINGS

4.1 Ability to enter and change the foreign currency exchange rates for automatic translation of foreign currency balances both manually and automatically.

4.2 Ability to support various exchange rate type for one foreign currency.

4.3 Tracking of all foreign currency transaction in both transaction currencies as well as base currency.

4.4 Allows grouping of general ledger account for the purpose of account Management. 4.5 Common grouping and coding methodology of Accounts.

4.6 Ability to generate sub ledger for contracts, parties, employees, fixed deposit , others (user defined) as per OTPC requirement.

4.7 Ability to define rounding rules for currency at each G/L level or globally for all ledgers.

4.8 Ability to maintain the holiday calendar and define certain Ledger a/c not to be modified or entered on any holiday.

4.9 Ability to generate financial statements for each Business Division/profit center defined.

4.10 Ability to define different rate of interest along with the calculation procedure for each G/L account independently.

4.11 Ability to define different tax rates along with the calculation base and logic for each G/L account separately.

4.12 Ability to support a revision in tax rates or interest rates with retrospective effect and trigger corresponding accounting entries.

4.13 Availability of various document types or various types of financial transactions with option of manual numbering or system generated numbering for each of them. 4.14 Option to reset the numbering sequence for all documents per fiscal year. 4.15 Allow Accrual based accounting.

5.0 ACCOUNTING PERIOD

5.1 Ability to have different fiscal reporting calendars.

5.2 Flexibility to define fiscal year including start month and end month.

5.3 Ability to control the opening/ closing of posting periods centrally but independently for each account type, transaction types, and document types.

5.4 Allows to keep multiple periods open across financial years or within financial year. 5.5 Ability to define 12 periods/ month within fiscal year and 4 special periods for yearly

closing and quarterly closing.

5.6 Ability to have at least 4 special periods to facilitate year-end closing/quarterly closing by dividing the last posting period into several closing periods.

5.7 Ability to control users to access past period for adjustments (e.g. to reopen a period that has been closed).

5.8 Should support closing activities covering period end activities in AR,AP,GL, Asset accounting.

6.0 GL MASTER DATA

6.1 Ability to maintain the following master data records to store control information on how postings are made into the General Ledger account:

6.1.1 Name of account 6.1.2 Short Text 6.1.3 Long Text 6.1.4 Type of account 6.1.5 Account Group

6.1.7 Tax posting and respective rates 6.1.8 Reconciliation account in nature

6.1.9 Level of transaction details to be maintained within the GL account 6.1.10 Whether to maintain open item processing

6.1.11 Alternative account number to store OTPC existing GL a/c 6.1.12 Automatic posting to prevent manual posting to account 6.2 Ability to create GL master data in hierarchy.

6.3 Ability to add / delete /close accounts. 6.4 Ability to copy accounts between entities. 6.5 Ability to automatically renumber account codes. 6.6 Ability to change description of accounts.

6.7 Ability to map the Bank Account numbers for Bank Ledgers.

6.8 Ability to maintain user defined reason codes for any account write offs. 6.9 Ability to have mass creation of GL accounts that include.

6.10 Copying entire chart using another chart of accounts as reference. 6.11 Copying single account.

6.12 Copying multiple accounts.

6.13 Performing data transfer using program for G/L account master data from existing legacy system of OTPC.

6.14 Allowing deletion of inactive accounts or accounts with no outstanding Balance 6.15 Allows creating general ledger accounts in online mode.

6.16 Allows creating general ledger accounts in batch mode using external Interface. 6.17 Ability to assign an activity status to accounts (e.g. active, inactive).

6.19 Ability to allow immediate electronic notification to relevant users after creation or change of master data.

6.20 Ability to provide audit trail to log the creation, amendments and deletion of each GL account code.

6.21 Ability to control creations, amendments and deletions of GL master data by user defined authorization.

6.22 Should be able to create the master data for each Bank Account which will contain essential data which includes but not limited to:

6.22.1 Name of Bank, Bank branch, Account Name 6.22.2 Address of Bank – Location

6.22.3 Operating Office 6.22.4 Bank A/c no. 6.22.5 Type of A/c 6.22.6 A/c opening date 6.22.7 List of signatories

6.22.8 Provision for maintaining Limits/Delegation for operation 6.22.9 IFSC Code , MICR Code

7.0 GL TRANSACTION POSTING

7.1 Ability to enter journal / cash receipt / cash payment / bank receipt / bank payment vouchers into an electronic document on line. The information contained in a journal should include:

7.1.1 Date posted, entered/ created, document date and value date 7.1.2 Source of voucher

7.1.3 Voucher text 7.1.4 Voucher type 7.1.5 G/L account code

7.1.6 G/L account code 7.1.7 Debit/ credit amount

7.1.8 Identification of originator such as User ID of the transaction 7.2 Allows creation and posting of journal entries online or in batches

7.3 Allows to create reversal of journal vouchers with date definition for reversal 7.4 Automatic reversal of vouchers based on predefined criteria

7.5 Should be able to maintain separate cash accounts for each cash office

7.6 Should be able to record accounting entries for business transactions posted by the cashier

7.7 Can block / delete general ledger accounts if posting are to be blocked

7.8 Ability to search account code, account name or responsible area during posting documents

7.9 Voucher entry number must be unique (flexibility to have system generated number or user defined number)

7.10 Ability to have real time updation of data from subsidiary/ component ledgers into corresponding G/L a/c

7.11 Ability to link all voucher generation with account codes, responsibility codes & budget codes.

7.12 Ability to generate split invoices for single consignment (e.g.: 80%+20%).

7.13 Ability to generate two invoices for a single consignment with two different paying authorities.

7.14 Ability to support charge backs to invoices paid short. 7.15 Ability to enter text comment into the system for an Invoice

7.16 Ability to generate the supplementary invoices for subsequent price revisions 7.17 Ability to restrict access to certain accounts by user defined group

7.19 Flexibility to control posting to specific ledger accounts with specific documents 7.20 Ability to interface with other systems to capture accounting entries generated by

these systems at regular intervals duringthe day both in summary & detail

7.21 Ability to provide function to reverse documentation individual and in mass after posting by reference document number

7.22 Ability to post allocation vouchers with user defined rules

7.23 Ability to validate a voucher upon posting performed interactively at time of data entry (e.g. valid GL account code).

7.24 Ability to suspend and resume, at a later time, entry of journal that are incomplete or imbalance

7.25 Ability to prohibit posting to close periods within GL and other sub Systems 7.26 Ability to prevent posting to control accounts of subsidiary ledger

7.27 Ability to store (park) incomplete documents without carrying out extensive entry checks

7.28 Ability to specify templates to capture details of recurring transactions

7.29 Ability to allow amendment or deletion to recurring transactions prior to Posting 7.30 Possible to map general ledger account codes to specific business transaction in

other modules

7.31 Post transaction from other modules to online mode based on such pre-defined criteria.

7.32 Ability to perform the posting automatically according to user defined Specification 7.33 Ability to allow multiple account entries (debits and/or credits) for each transaction

type

7.34 Ability to provide running total of debit/ credit amount 7.35 Ability to provide running total of transactions

7.36 Ability to enter statistical information during posting.

7.38 Ability to handle multicurrency processing

7.39 Ability to request for authorization of transaction exceeding maximum or transaction limits by user defined authority

7.40 Ability to electronically route journal for approval to an authorized user before posting to the General Ledger. If rejected, the journal should be automatically routed back to the originator for correction

7.41 Ability to post Bank Payment / Bank receipt vouchers (BPV) in system 7.42 Should be able to post entries for Cheque receipts and payments

7.43 Enables calculation of interest based on value dates captured in the System

7.44 Allows the option to use automatic clearing or manual clearing of open items in any GL account

7.45 Flexibility to define rules for automatic clearing of such accounts and clearing of open items based on such criteria.

8.0 SUB LEDGER GENERAL REQUIREMENTS

8.1 Allows creation of sub ledgers in the system with numeric or alphanumeric codes 8.2 Sub ledger numbers can be manually entered or system generated

8.3 Allows to define payment terms in following scenarios:

8.3.1 Standard payment term of payment due after specific no. of days

8.3.2 Payment term where discount is offered as interest component for early payments. 8.3.3 Payment term which allows retention money Advance payments to vendors

8.3.4 Guarantees

8.4 Security deposits with vendors

8.5 Bank guarantee, letter of credit to vendors

8.6 Allows linking of many vendors to capture group exposure/transaction Volume

9.1 Ability to transfer the credit balances within sales orders of the same party.

9.2 Ability to set offs receivables against liabilities of the same party.(in case of Vendor-Customer).

9.3 Ability to monitor the credit period and related interest calculations & auto generation of debit notes.

9.4 Ability to support automatic credit limit checks and potential credit order holds at order entry.

9.5 Allows blocking of specific sub ledgers so that transactions with such vendors/projects/ activities cannot be entered.

9.6 Allow to segregate and track vendor transactions into: Normal invoices and payments 9.7 Allows invoice processing With respect to a Goods Receipt Note (GRN) in the System With respect to capital job note in case of capital asset receipt With respect to service entry note in case of a service vendor.

9.8 Expense voucher where vendor is credited without PO/GRN in the System. 9.9 Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process.

9.10 Considers quantitative details from GRN and price details from PO during the 3 way match.

9.11 Bills are processed based on PO; GRN even if invoice does not match with value arrived at using these two documents.

9.12

Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing.

9.13 Ability to automatically account for all these deductions based on pre-determined criteria.

9.14 Defaults master data information of vendor during invoice processing.

9.15 Allows defining parameters to determine whether default master data information can be changed during processing and changes are allowed only based on this. The same can be done only based on authorization.

9.16 Allows to evaluate amount of pending GRN for invoice processing to arrive at provision figures.

9.17 Triggers commitment and updates budget on issue of purchase orders for goods/services.

9.18 Ability to track duplicate invoice based on vendor code and invoice number.

9.19 Should post debit notes and credit notes as well as print these for sending across to vendors.

9.20 Should calculate overdue interest for vendors based on individual transaction due dates in following scenario:

9.20.1 Interest is accrued at each period end for all outstanding line items beyond due date 9.20.2 Interest is accrued only at the time of payment of principal. Till then although

interest is calculated, however, not accounted for

10.0 PAYMENT TO CONTRACTORS

10.1 Should process vendor payment in: (a) Manual payment mode (b) Automatic payment processing based on predefined parameters.

10.2 Allows payment for following scenarios: 10.2.1 Advance payment adhoc

10.2.2 Advance payment only against purchase orders

10.2.3 Payment against one or multiple invoices - matching Amount 10.2.4 Payment against one or multiple invoices - partial amount 10.2.5 Payment against one or multiple invoices - adhoc amount 10.2.6 Release of retention/security deposit/EMD

10.2.7 Payment against extra claim /additional item

10.3 Should capture and report capital and revenue advances separately

10.4 Should block certain vendors invoices so that they cannot be paid unless cleared by appropriate authority and shall have invoice control (invoice no., date, amount) 10.5 Allows to process one or more vendor invoices, debit notes, credit notes and allows

to make net payment

10.6.1 Allows to run payment program for future date

10.6.2 Allows to process multiple payment programs runs for different dates, same date – different criteria

10.7 Identification invoices due by a particular date

10.8 Allows to select/deselect certain invoices for payment processing

10.9 Flexibility to process payment of all invoices at one go, however, strictly on due date basis

10.10 Based on the process, posts accounting entries in bank accounts as well as vendor accounts

10.11 Takes cognizance of TDS requirements and deducts TDS whenever Necessary

10.12 During payment (automatic or manual) system automatically calculates discount if any and proposes net amount for payment processing

10.13 Ability to generate accounting entry after considering discount figures and posting of entry based on pre- determined account mapping

10.14 Allows maintenance of Cheque stationery and tracking of Cheque based on available stationery and usage

10.15 Allows printing of cheques for various banks

10.16 Option of sending payment details (bulk or individual) to banks in a soft copy or encrypted file format (csv, txt etc.) so that payment processing can be carried out by a bank or through uploading on bank payment gateway

10.17 Allows printing of payment advice along with Cheque which may be sent across to vendors along with their payment

10.18 Ensures updating of Cheque register on printing of Cheque as well as updates the payment voucher with details of Cheque no.

10.19 Flexibility to update Cheque register in case cheques are issued manually, cheques are destroyed, damaged etc.

11.0 SUB LEDGER REPORTING

11.1 Statement of account for the purpose of sending it across to vendors for balance and transaction confirmation, with an option to define format of confirmation letter

11.2 Due date wise analysis of vendor accounts 11.3 Ageing analysis of vendor line items 11.4 Vendor account trial balance 11.5 Vendor account line item details

11.6 Vendor account details segregated into: 11.6.1 Invoices and payments

11.6.2 Advances paid to vendors

11.6.3 LCs and bank guarantees to vendors

11.7 Vendor account balances and transactions per vendor control account 11.8 Allows regrouping of vendor balances based on debit/ credit balances

11.9 Ability to view/print all the above vendor account and line item reports, contract/PO wise per branch, division, location etc.

11.10 Availability of details of payments made before due date and corresponding cash discount earned and Availability of details of payments made after due date

11.11 Allows to extract details of purchase orders, GRNs invoices, accounting documents of individual vendors

11.12 Allows to segregate imported and indigenous purchases and expenditure in foreign currency

11.13 Allows to extract details of capital commitment made by the company

11.14 Should provide details of payments segregated into onetime payment, early payment and delayed payment

11.15 Should provide details of payments segregated into onetime payment, early payment and delayed payment

11.16 Ability for vendor account analysis, account clearing, LIV, Manual accrual engine for accruals/provisions

11.17 Ability to define related party

12.1 Ability to display GL account balance in multiple views as follows , but should not be limited to Statutory, Responsibility, Geographical

12.2 Ability to hold balances for multiple ledger types such as Actual, Budget, Statistical, Taxation

12.3 Ability to allow enquiry by: 12.3.1 Account codes and name 12.3.2 Voucher number wise

12.3.3 Specific range of period, year, month

12.4 Ability to display on line at least 10 years of history for account balances and posted transactions

12.5 Ability to display account activity includes opening, movement for the period, closing period and year to date balance

12.6 Ability to display breakdown of balances by drilling down to source document 12.7 Ability to display GL account master data

12.8 Ability to store balances for future years.

12.9 Option to capture due dates for such security deposits and query/ reports to highlight deposit/ advances which are due for repayment.

13.0 PERIODIC PROCESSING

13.1 Ability to perform month-end (soft closing), quarter end and year-end closing 13.2 Allows definition of recurring transactions and periodicity of recurrence. 13.3 Ability to automatically carry out the following, at period end:

13.3.1 Valuate foreign currency balances, calculate and post unrealized gain / loss on exchange

13.3.2 Flexibility to choose rules for posting of such revalued items at the end of the fiscal year and end of period for each type of account such as receivable, payable, assets 13.3.3 Flexibility options for posting of these differences to meet all the criteria defined by

13.3.4 Reclassify credit and debit balances for reporting purposes 13.3.5 Ability to automatically initiate a new financial year

13.3.6 Ability to automatically update the closing balance of the previous period and opening balance of the current period with prior period transaction postings for all ledger balances. (e.g. actual, budget, statistical)

13.3.7 Flexibility to Transfer balances of profit and loss account to retained earnings account multiple times during a fiscal year closing process

13.4 Ability to process the following types of transactions: 13.4.1 Current period transactions posted in the current period

13.4.2 Prior year transactions for the previous accounting posted in the current Period 13.4.3 Future period transactions posted in the current period

13.5 The system should allow the period end roll over in feeder systems such as Usage of Funds and Receipt of Funds to take place in advance, of that of, the General Ledger; i.e. hold the General Ledger open for a few days after closing the Usage of Funds and Receipt of Funds.

13.6 The system must update accounting balances and perform a roll forward when a new period (month or quarter) is opened.

13.7 The system should allow for re-opening and rebalancing of control accounts if necessary; subject to user access controls.

13.8 The system should provide dry run procedures for period ends with system reports on closing/opening balances.

13.9 System should provide for the approval through the hierarchy for closing a definite period

13.10 System shall generate a balance sheet for pre-defined Assets & Liabilities for the closing period

13.11 System should identify residual funds

13.12 Allows definition of certain GL accounts in a way that individual transactions can be tracked based on its open status. E.g. Security deposits, clearing accounts, closing etc.

13.13 Allows definition of certain GL accounts in a way that individual transactions can be tracked based on its open status. E.g. Security deposits, clearing accounts, closing etc.

13.14 System should carry forward or restart open commitments in the next Period

13.15 The system must allow year-end adjustments in the General Ledger after the Usage & Receipt of funds Ledgers have been closed for the year.

13.16 The system must allow users to input to and report normally on current and future years while still working on the previous years while still working on the previous 13.17 The system should allow a year end to be forced at any point in the financial year,

for example, to allow for bodies that are wound up part way through a year.

14.0 GENERAL LEDGER INTEGRATION

14.1 Ability to integrate with the following modules at on-line basis, but should not be limited to:

14.1.1 Accounts Receivable 14.1.2 Accounts Payable 14.1.3 Project Management 14.1.4 Cash Management

14.1.5 Human Resource Management (Payroll) 14.1.6 Current legacy systems such as MAXIMO, etc.

14.2 Ability to assess the following for accounting transaction details, for example: 14.2.1 Accounts Payable

14.2.2 Accounts Receivable (Invoices & Credit Memos, account analysis, debit-side payments, account clearing etc.)

14.2.3 Assets

14.3 Ability to support e-commerce extended to contractors, vendors etc.

15.0 REPORTING

15.2 Ability to summarize and total the information to be reported 15.3 Ability to select details from each record to be included

15.4 Ability to perform arithmetic calculation on the information selected or Totals 15.5 Ability to add narrative comments to reports

15.6 Ability to show financial data in thousands, lacs, crores etc. without creating rounding problem

15.7 Ability to store the report format for later use

15.8 Ability to produce reports in graphical form for analysis purposes.

15.9 Ability to produce the following financial reports in multiple levels (e.g. whole organization, reporting units) and for a user defined period (for the month, year to date), but should not be limited to:

15.9.1 40 schedules or more as per annexure to balance sheet 15.9.2 Profit and loss account

15.9.3 Analysis of Profit and Loss account 15.9.4 Analysis of operating expenses 15.9.5 Balance sheet

15.9.6 Analysis of Balance Sheet 15.9.7 Trial Balance

15.9.8 Cash flow statement 15.9.9 Inter-company report

15.9.10 Notes to the financial accounts (account breakdowns) 15.9.11 Composite ledger

15.9.12 Activity ledger 15.9.13 Maintenance ledger 15.9.14 Expenditure type ledger

15.9.15 Nature of expenditure

15.9.16 Subsidiary ledgers such as Contracts, Employees, Parties, Fixed deposit 15.9.17 Consolidated Trial balance along with total column in Spreadsheet 15.9.18 Other user defined schedules for financial statements

15.10 Ability to produce all the above reports in multiple formats 15.11 Allows to define schedule to support annual accounts 15.12 Ability to produce VAT and Withholding TAX Report

15.13 Ability to compare actual data to actual data and/ or budgeted data to actual data in Annually, Semi-annually, Quarterly, Daily, Monthly.

15.14 Ability to download reports to standard PC applications (e.g. Excel spreadsheet, CSS format etc.)

15.15 Ability to support quarterly TDS returns (Form-26Q, Form-27Q, Form 27A)

15.16 Ability to generate TDS certificates, periodic TDS summary, balance statements, annual financial statements project expenditure statements, OMR (Contractor wise), Receipt payment advice, Credit / debit notes

15.17 Ability to generate expenditure statements such as schedule of expenditure, schedule of withdrawal of proceeds, component wise, activity wise, expenditure type, disbursement category, others (user defined)

15.18 Ability to generate contracts related reports as per OTPC requirement

15.19 Ability to generate error reports in case of rejections or any errors at the time of data transfer using batch mode.

15.20 Report on all foreign currency transactions entered during the period

15.21 Ability to record Quarterly return as per section 194C, 194J, 194H, 194I, 192,195,193 15.22 Ability to generate reports for all related party transactions

16.0 ASSETS ACCOUNTING – DEPRECIATION

16.1 A computerized database shall be generated for all assets i.e. properties, vehicles, and equipment owned by each of the offices

16.2 Allows to define different types of depreciation methods such as: 16.2.1 Straight Line method (SLM)

16.2.2 Written down value method (WDV) 16.2.3 Allows multi- shift depreciation

16.3 Allows working of different depreciation for same assets which may be used for different purposes such as:

16.3.1 For the purpose of books of accounts

16.3.2 For the purpose of income tax act/companies act 16.3.3 For the purpose of costing/MIS purposes

16.4 Allows to calculate depreciation on a pro-rata basis/ assets under construction 16.5 Allows defining a threshold value below which assets need not be defined, and a

threshold limit below which assets should not be depreciated.

16.6 Allows automatic calculation of depreciation based on pre-defined criteria

16.7 Allows calculation and posting of depreciation at monthly intervals, with an option of posting, posting with reversal entry

16.8 Allows both upward and downward revaluation of assets 16.9 Supports accounting of revaluation of assets

16.10 Allows depreciation calculation on revalued portion and charge of revaluation depreciation on revaluation reserve

16.11 Option of calculation of depreciation with retrospective effect in case of change of method or rate of depreciation.

16.12 For retrospective change, calculation of prior period items posted during current fiscal year.

16.13 Allows transfer of an asset to other locations, RO

16.14 The taking over of the original cost of the asset along with the accumulated depreciation at the time of inter location transfer of asset

16.15 The taking over of the original cost of the asset along with the accumulated depreciation at the time of inter location transfer of asset

16.16 For retrospective change, calculation of prior period items posted during current fiscal year.

16.17 Allows transfer of an asset to other locations, RO

16.18 The taking over of the original cost of the asset along with the accumulated depreciation at the time of inter location transfer of asset

16.19 Integrating with financial book of accounts (IAS and IFRS ledgers) 17.0 ASSET SALE

17.1 Supports sale of asset, cost of sale and carries out profit and loss Calculation

17.2 Supports automatic calculation of profit or loss on sale of assets based on book depreciation

18.0 ASSETS – REPORTING

18.1 Assets register to provide all the details about every asset in the books of accounts, Some of the critical details include:

18.1.1 Asset no. with part no. and asset depreciation

18.1.2 Date of capitalization, original cost, accumulated depreciation and WDV 18.1.3 Additions and deletions from assets over a period

18.2 Reports on transactions during the year such as: 18.2.1 Purchase of new assets

18.2.2 Sale of assets

18.2.3 Details of sale, transfer and written off 18.2.4 Costing of Saleable Assets

18.2.5 Capital work in progress computation

18.3 Location details of assets to be used for physical verification 18.4 Assets Registers with grouping

18.5 Supports sale of asset, cost of sale and carries out profit and loss Calculation

18.6 Posting of capitalization, depreciation, sale of asset is automatic base on predetermined characters

18.7 Supports automatic calculation of profit or loss on sale of assets based on book depreciation

18.8 Cost center, location of asset

18.9 Unit of measurement of asset such as meters, feet, kgs etc

19.0 CASH MANAGEMENT – REQUIREMENTS

19.1 General Function

19.1.1 Ability to monitor payment flows and safeguard liquidity

19.1.2 Ability to incorporate the Sweep A/c principle wherever it is on ground

19.1.3 Ability to generate an encrypted up loadable bank file for making online payments 19.1.4 Ability to update the cash position on a real time basis

19.2 Bank Reconciliation

19.2.1 Ability to enter bank statement details manually & electronically to match bank transaction information in system

19.2.2 Ability to record bank statement transactions that can be recorded include, but should not be limited to:

19.2.2.1 Bank and other charges 19.2.2.2 Interest received or payment 19.2.2.3 Electronic fund transfers 19.2.2.4 Periodic payments

19.2.2.5 Dishonored cheques (Incoming/Outgoing)

19.2.3 Allows defining the criteria for bank reconciliation and carries out bank reconciliation based on pre-determined criteria.

19.2.4 Ability to automatically generate postings into the General Ledger for Outgoing Cheques/ Transfers / Cleared cheque/ bank transfer data delivered by the bank to generate the clearing entries (i.e. debit Bank Clearing account, credit Actual Bank account).

19.2.5 Ability to provide function to overview cheque deposit processing status on line 19.2.6 Ability to record stop payment of cheques

19.2.7 Ability to enable the matching of multiple receipts in the system with a single receipt transaction on the bank statement

19.2.8 Ability to allow for short term planning from sources affecting the cash position. This includes:

19.2.8.1 Bank balances

19.2.8.2 Notified incoming payments posted to the bank account

19.2.8.3 Incoming payments (e.g. cheques) with a Incoming payments (e.g. cheques) with a 19.2.8.4 Outgoing cheques posted to the bank clearing account

19.2.9 Ability to allow update of bank balance by Ability to allow update of bank balance by bank accounts

19.2.10 Ability to group bank accounts in a logical hierarchy by type of account

19.2.11 Ability to display bank accounts by group and in more details by bank accounts via drill down

19.2.12 Ability to link payment with cheque transfer to stale cheque accounts as per OTPC rules or Act

19.3 Cash Management for Accounts

19.3.1 Ability to transfer funds from Head Quarter (HQ) to required location

19.3.2 Ability to select proposed bank transfer amount based on individual account, multiple accounts or group of accounts

19.3.3 Ability to automatically generate a proposal of amounts, by bank accounts, that can be transferred based on user defined rules

19.3.5 Ability to delete bank transfer proposal

19.3.6 Ability to provide information such as planned opening balance, transfer amount and closing balance by bank account

19.3.7 Ability to create, change and delete payment advice to sending (i.e. collection) and receiving (i.e. main) bank account

19.3.8 Ability to create bank correspondence

19.3.9 Ability to post payment advice to the sending and receiving bank account 19.3.10 Ability to post manually and automatically to the General Ledger

19.3.11 Ability to provide function to allow update of bank balance by bank Accounts 19.3.12 Ability to compare actual bank balance against forecast cash outflow

19.3.13 Ability to compute forecast excess or deficit in bank account

19.3.14 If forecast available balance is positive (e.g. excess cash). Ability to:

19.3.15 Provide information such as planned opening balance, closing balance by bank accounts

19.3.16 Create, change and delete payment advice to main bank account 19.3.17 Create bank correspondence and/ or print cheque

19.3.18 Post payment advice to the main bank account

19.3.19 Post manually & automatically to the General Ledger (e.g. Bank and Deposit account) 19.3.20 If forecast available balance is negative (e.g. deficit cash position. Ability To:

19.3.21 Provide information such as planned opening balance, closing balance by bank accounts

19.3.22 Post manually & automatically to the General Ledger (e.g. Bank and Deposit or Borrowing account). Interest upon maturity of deposit should also be posted

19.3.23 Ability to forecast cash outflow based on Liabilities from Accounts Payable and borrowings, payroll due within a user specified period & User-defined level.

19.3.24 Ability to provide function to create, change and delete payment advice from sending bank (e.g. main) account to receiving (e.g. payment) bank accounts

19.3.25 Ability to post payment advice to the respective bank account

19.3.26 Ability to post automatically to the respective bank accounts in General Ledger 19.3.27 Ability to transact thru e-banking.

19.3.28 Ability to alert in case of cash payments exceeding defined limits. 19.3.29 Ability to provide analysis for optimization of cash flows.

19.3.30 Ability to support automatic cheques reconciliation 19.3.31 Ability to support Investment Management

19.4 Cash Flow Forecast and Information Systems

19.4.1 Ability to have Electronic bank reconciliation

19.4.2 Ability to have Journal/ posting overview (e.g. bank transfers)

19.4.3 Ability to have comparison between actual cash flows with forecasted cash flows 19.4.4 Ability to produce forecast cash flow statement for at least 12 or more months with

the following minimum details: 19.4.4.1 Opening balance

19.4.4.2 Cash outflows for Loans / Capital projects / Revenue expenditure / Tax / Project Expenditure / Others (user defined)

19.4.4.3 Ability to provide drill down capabilities to view details of outflows & Inflows 19.4.4.4 Receivables as expected incoming payments

19.4.4.5 Payables as expected outgoing payments 19.4.4.6 Planned payments of wages and salaries 19.4.4.7 Investments and borrowings

19.4.4.8 Planned tax payment 19.4.4.9 Others (user defined)

19.4.5.1 Fixed deposit and borrowing terms

19.4.5.2 Consolidated forecast of capital projects expenditure from Project Management 19.4.6 Ability to enter forecast cash flow amount manually

19.4.7 Ability for the units to enter their cash flow forecast, which will get tracked with their actual spending on a real time basis

19.4.8 Ability to support Loan accounting (Banks, Financial Institutions) with reference to cash credit, Equipment funding etc,

19.4.9 Ability to determine net fund requirement and availability. 19.4.10 Ability to perform trend analysis.

19.4.11 Ability to adjust due dates for statutory payment based on declared holidays by bank,

19.5 Vouchers

19.5.1 Ability to add / delete / modify / enquire / post Cash receipt & cash payment vouchers with details like voucher number, token number, date, summary of funds (project wise), activity , contracts , cash account details, narration , others (user defined)

19.5.2 Ability to add / delete / modify / enquire /post Bank receipt & bank payment vouchers with details like voucher number, token number, date, summary of funds (project wise), activity , contracts , bank account details, narration , instrument number, date, others (user defined)

19.5.3 Ability to add / delete / modify / enquire / post journal vouchers with details like voucher number, token number, date, party details, debit trial, credit total, others (user defined)

19.5.4 Ability to generate transfer vouchers with details like voucher number, control account, instrument details, debit total, credit total , others (user defined)

19.5.5 Ability to post all types of vouchers in General Ledger after approval from concerned OTPC official by workflow approval

19.6 Reports

19.6.1.7 Allows to view and print cheque deposit statement for a day. 19.6.1.8 To extract Fund flow and cash flow statement

20.0 COSTING & FINANCIAL CONTROLLING – REQUIREMENTS

20.1 General Functions

20.1.1 Should define cost centers based on internal reporting requirements, plan actual comparison of overheads

20.1.2 Allows grouping of cost centers in a tree structure at least up to 5 levels 20.1.3 Ability to define organization structure in hierarchy at various level 20.1.4 Ability to define main and alternative organization structure

20.1.5 Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to:

20.1.5.1 General Ledger 20.1.5.2 Asset management 20.1.5.3 Project Management 20.1.5.4 Budgeting

20.1.6 Ability to upload data from external system, for example, Excel spreadsheet, Access format etc. into application system.

20.1.7 Ability to download information to spreadsheet (e.g. Excel), format etc. for user analysis.

20.1.8 Should support Period-end closing for assessments & settlements, settlements of variance, etc.

20.2 Allocations

20.2.1 Ability to allocate cost in various levels, for example Department/ Division/ Activity / Others

20.2.2 Allows transfer of cost from one cost center to another cost center: 20.2.2.1 On ad-hoc basis – manual transaction online

20.2.2.2 On predefined criteria including specific amount, percentage or formula 20.2.2.3 In case of formula, flexibility to change formula with an effective date

20.2.3 Ability to allocate actual or budget amount based on Fixed percentage / Variable percentage / Level of activity or statistical information / Budgeted value/ quantity 20.2.4 Ability to process allocations with ability to amend details prior to Allocations 20.2.5 Ability to reverse allocations

20.2.6 Ability to simulate allocation method to check the correctness before update run 20.2.7 Ability to run iterative/non-iterative cost allocation processing in system

20.2.8 Ability for mass allocations posted / reversed

20.2.9 Ability to monitor and print allocation report before closing account 20.2.10 Ability to allocate cost and expense between department/ division/ Others 20.2.11 Flexibility to transfer cost pertaining to specific expense head only

20.2.12 Flexibility to retain origin information of cost even after transfer of costs 20.2.13 Reporting for Plan Vs Actual

20.3 Analysis

20.3.1 Ability to support comprehensive and flexible information system to analyze costs and expenses within OTPC

20.3.2 Ability to analyze costs and expenses online, and trace them right back to the original document

20.3.3 Ability to analyze costs and expense separate by responsibility area in account code level, account group level

20.3.4 Ability to display and call up details of allocation method via system 20.4 Activity Base Costing (ABC)

20.4.1 Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to:

20.4.1.1 General Ledger 20.4.1.2 Project Management 20.4.1.3 Budgeting

20.4.1.4 Payroll

20.4.2 Ability to support multiple currencies

20.4.3 Ability to monitor and control cross OTPC business processes 20.4.4 Ability to support ABC concept

20.4.5 Ability to define cost allocation in OTPC

20.4.6 Ability to automatically take resource driver and activity driver from System 20.4.7 Ability to provide flexible mapping rules

20.4.8 Ability to upload data from external system, for example, Excel, CSS format etc Access into application system.

20.4.9 Ability to determine lifetime of define rules and relationships

20.4.10 Ability to set security restrictions at various levels for user access to specific models, period data sets, the type of access (create, change, display)

20.5 Enquiry/Reporting

20.5.1 Ability to provide user defined reports for analysis 20.5.2 Ability to provide resource analysis

20.5.3 Ability to serve user to follow all costs to their origin, even down to the document level

20.5.4 Ability to monitor, analyze and evaluate reports on real time access

20.5.5 Ability to download information to spreadsheet (e.g. Excel), CSS format etc for user analysis.

20.5.6 Ability to transfer data to required application 20.6 Project Management – Costing

20.6.1 Ability to define the details of the project on-line, but should not limited to: 20.6.1.1 Project type

20.6.1.2 Project ID, Project name 20.6.1.3 Project responsible person 20.6.1.4 Budget

20.6.1.5 Start date, finish date

20.6.1.6 Resource required for the work that is carried out internally/ externally in a project 20.6.2 Ability to integrate with the following modules at on-line basis in order to monitor

and analyze reporting, but should not limited to: 20.6.2.1 General Ledger

20.6.2.2 Asset Management 20.6.2.3 Budgeting

20.6.2.4 Payroll

20.6.3 Ability to upload data from external system, for example, Excel, CSS format, Access into application system

20.6.4 Ability to download information to spreadsheet (e.g. Excel), CSS format for user analysis.

20.6.6 Ability to automatically link wages/ Overtime/ other benefit from human resource module to project system module

20.6.7 Ability to calculate and post interest from loan to project

20.6.8 Ability to settle costs and expenses occurred in project to fixed asset, WIP or expenses by percentage, pro-rate or actual amount after closure of project

20.6.9 Ability to automatically link to record fixed asset in asset module

20.6.10 Ability to prohibit to post transactions from other module to this project after closing project

20.6.11 Ability to post revenue to project 20.6.12 Ability to monitor profit/loss in project 20.7 Enquiry/Reporting

20.7.1 Ability to provide flexible and comprehensive information system that assist to monitor and control project easier

20.7.2 Ability to monitor, analyze and evaluate various information:

20.7.2.1 Commercial project reports in hierarchy (single projects, partial projects or across several projects)

20.7.2.2 One or more projects in details by required element

20.7.3 Ability to monitor budget / commitment / actual reports by monthly, quarterly and yearly on real time basis

20.7.4 Ability to monitor cumulative budget/commitment/actual reports 20.7.5 Ability to monitor project progress by viewing completion % 20.7.6 Ability to check history data from system, but not limited to: 20.7.6.1 Start and Finish date

20.7.6.2 Resources usage

20.7.6.3 User who change budget 20.7.6.4 Project Status

20.7.6.5 User who close project

20.7.7 Ability to create own reports to for specific information needs

20.7.8 Ability to view all information in the project immediately after entering data via other integrated modules and can run the reports in the background

20.7.9 Ability to view on-line reports in graphic and Gantt chart & other formats as per OTPC requirement

20.7.10 Ability to download reports to Excel spreadsheet, Microsoft word, CSS format etc. for OTPC user analysis

21.0 BUDGETING

21.1 Budgeting – General Functions

21.1.1 Ability to create the following budget, but not limited to: 21.1.1.1 Revenue budget

21.1.1.2 Capital Expenditure budget

21.1.1.3 Flexible budget based on the activity levels 21.1.2 Ability to prepare budget with Bottom-up method

21.1.3 Ability to import or export budget details from / to external systems electronically (e.g. Spreadsheet –Excel)

21.1.4 Ability to provide Windows-based spreadsheets for budget preparation

21.1.5 Ability to check and balance the detailed level budget and the summary level budget. 21.1.6 Ability to navigate within the budget hierarchy (e.g. expand / collapse structure, drill

down for details).

21.1.7 Ability to provide a graphical representation of the budget hierarchy.(bar graph, trend line, others)

21.1.8 Ability to calculate and compare budget vs. actual in by amount variance & percentage variance (activity wise)

21.1.9 Ability to provide text facility to document any changes made and reasons of amendments within each version of budget.

21.1.11 Ability to maintain the original budget version and the revised budget Version 21.1.12 Ability to update the original budget by

21.1.12.1 Increasing the budget amounts 21.1.12.2 Reducing the budget amounts 21.1.13 Ability to transfer budget amounts.

21.1.14 Ability to allow changes to be made to the 5 year forecast revenue, plan and expenditure items either by manual entry and electronic upload

21.1.15 Ability to control the following activities by account, date of change and user IDs: 21.1.16 Ability to unlock such budgets to reflect budget changes

21.1.17 Ability to lock subsidiary budgets and master budget so as no changes can be made once approved

21.1.18 Ability to support multiple currency

21.1.19 Ability to carry over unspent budget amount from previous years to assist in budgeting for next year

21.1.20 Assist in budgeting by showing the estimates of the last year 21.1.21 Able to analyze and help in decision making by producing scenarios 21.2 Revenue/ Operating Expenditure budget

21.2.1 Ability to define a revenue/ operating expenditure budget hierarchy for responsibility areas within the organization to facilitate control and monitoring

21.2.2 Ability to classify hierarchical revenue and expenditure items

21.2.3 Ability to provide edit functions to create, insert, copy & delete a responsible area or revenue / expenditure item within the hierarchy.

21.2.4 Ability to identify revenue and expenditure as controllable to and uncontrollable for budget control purposes.

21.2.5 Ability to disallow posting into GL account w/o budget approval 21.2.6 Ability to allow posting into a GL account only after approval of budget