rfq for project parivartan: scope of work...

RFQ for Project Parivartan: Scope of Work (SOW)

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Contents Contents ............................................................................................................................................................... 2

Scope of Work .................................................................................................................................................... 6

1.1 Purpose of this Document ....................................................................................................................... 6

1.2 Project Background .................................................................................................................................. 6

1.3 Project Objectives .................................................................................................................................... 6

1.4 Implementation Approach and Plan ....................................................................................................... 7

1.5 General Terms and Conditions relating to Scope of Work ....................................................... 9

1.6 High Level Scope of Work ............................................................................................................... 16

1.7 Project Preparation Phase ..................................................................................................................... 18

1.7.1 Formation of Teams/Committees ................................................................................................. 18

1.7.2 Project Charter ............................................................................................................................... 20

1.7.3 Project Office setup........................................................................................................................ 21

1.7.4 Training Strategy ............................................................................................................................ 22

1.7.5 Familiarization training .................................................................................................................. 23

1.7.6 Specialist Training .......................................................................................................................... 24

1.7.7 Training Server ............................................................................................................................... 25

1.7.8 Phase Deliverables ......................................................................................................................... 26

1.8 Framework Formulation Phase ............................................................................................................. 27

1.8.1 Business Process Study (As-is) ....................................................................................................... 27

1.8.2 Technical Training on Business Intelligence Tool .......................................................................... 28

1.8.3 Business Process Transformation .................................................................................................. 28

1.8.4 Organization Change Management ............................................................................................... 34

1.8.5 Setup of Development and Test Environments ............................................................................ 35


1.9 Conference Room Pilot .......................................................................................................................... 37

1.9.1 Application Configuration .............................................................................................................. 37

1.9.2 Customization ................................................................................................................................ 37

1.9.3 Business Process Demonstration and Review .............................................................................. 38

1.9.4 Finalization of Business Blueprint ................................................................................................. 39


1.10 Realization Phase ................................................................................................................................... 40

1.10.1 Custom developments and BI ........................................................................................................ 41

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1.10.2 Interface / Integration Development ............................................................................................ 42

1.10.3 Unit and Integration Testing .......................................................................................................... 43

1.10.4 Supply and Installation of Infrastructure for Production and DR Setup ...................................... 43

1.10.5 Preparation of Data Migration templates and Scripts.................................................................. 48

1.10.6 Configuration Review..................................................................................................................... 49


1.11 Final Preparation Phase ......................................................................................................................... 50

1.11.1 Training Plan and Go-Live Criteria ............................................................................................ 50

1.11.2 Data Conversion and Migration ................................................................................................. 51

1.11.3 Training to Divisional Functional and Technical Expert teams ............................................. 53

1.11.4 Users Creation and Authorizations............................................................................................ 54

1.11.5 Training to Divisional End users ................................................................................................ 55

1.11.6 Stress and Volume Testing ........................................................................................................ 56

1.11.7 Phase Deliverables ...................................................................................................................... 56

1.12 Go-Live and Hand Holding Phase .......................................................................................................... 57

1.12.1 Go-Live .......................................................................................................................................... 58

1.12.2 Hand Holding ................................................................................................................................ 59

1.12.3 Performance Monitoring and Tuning ......................................................................................... 60

1.12.4 Audit of the Implemented Solution ............................................................................................ 61

1.12.5 System administration ................................................................................................................. 62


1.13 Project Finalization Phase ...................................................................................................................... 63

1.13.1 Project Finalization ....................................................................................................................... 63


1.14 AMC and Support Phase ........................................................................................................................ 65

1.14.1 Software Maintenance Support ................................................................................................. 65

1.14.1.1 Performance Monitoring and Bug Fixing .......................................................................... 66

1.14.1.2 IFS Life Cycle Support (LCS) ............................................................................................. 68

Note: A separate confirmatory order will be placed for IFS Life Cycle Support after satisfactory completion of

hand holding support (ref para 1.12.2) and review of IFS Product Version upgrade roadmap ......................... 70

1.14.1.3 Operations Support (Functional) ....................................................................................... 70

1.14.1.4 Annual Technical Support (ATS) for Oracle Database ................................................. 71

1.14.2 Hardware Maintenance Support ................................................................................................ 73

1.15 Additional Manpower Support .............................................................................................................. 76

Annexures ........................................................................................................................................................... 78

Annexure-S1 ..................................................................................................................................................... 79

Centralized ERP Implementation Groups ............................................................................................ 79

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Annexure-S1A .................................................................................................................................................. 80

Proposed Project Plan............................................................................................................................. 80

Annexure-S2 ....................................................................................................................................................... 84

Broad Expectations and Key Objectives of the Project .............................................................................. 84

Annexure-S3 ....................................................................................................................................................... 90

Business Processes Implemented in existing ERP ...................................................................................... 90

Annexure-S4 ..................................................................................................................................................... 132

Functional Requirement Specifications .................................................................................................... 132

Annexure-S5 .................................................................................................................................................. 172

Technical Requirement Specifications ...................................................................................................... 172

Annexure-S6 ..................................................................................................................................................... 175

Specialist Training – Solution Technology ................................................................................................ 175

Annexure-S7 ..................................................................................................................................................... 176

Experience Criteria for Subject Matter Experts for BPT ........................................................................... 176

Annexure-S8 ..................................................................................................................................................... 177

Integration with Other Applications ......................................................................................................... 177

Annexure-S9A ................................................................................................................................................... 180

Bill of Materials for Production Setup ...................................................................................................... 180

Annexure-S9B ................................................................................................................................................... 186

Suggested Bill of Materials for Test and Development Setup .................................................................. 186

Annexure-S9C ................................................................................................................................................... 190

Suggested Bill of Materials for Backup Solution ....................................................................................... 190

Annexure-S9D ................................................................................................................................................... 193

Suggested Bill of Materials for DR Solution .............................................................................................. 193

Annexure-S9E ................................................................................................................................................... 199

Suggested Bill of Materials for Oracle Software ....................................................................................... 199

Annexure-S10A ................................................................................................................................................. 201

Performance Requirements ..................................................................................................................... 201

Annexure-S10B ................................................................................................................................................. 202

Test for Performance Requirements ........................................................................................................ 202

Annexure-S10C ................................................................................................................................................. 204

Test for Performance Requirements ........................................................................................................ 204

Note: For the purposes of this test, the result (for WAN) is to be achieved in the WAN having a

maximum bandwidth of 40 Kbps per client for logged in user. ............................................................... 204

Annexure-S11 ................................................................................................................................................... 205

Team Profiles – CVs .................................................................................................................................. 205

Annexure -S12 .................................................................................................................................................. 206

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ERP Functional Audit Remediation ........................................................................................................... 206

Annexure-S13 ................................................................................................................................................... 215

SLA matrix for Software Maintenance support and Additional Support Manpower ............................... 215

Annexure-S14 ................................................................................................................................................... 218

Detailed Scope of Work for BI Implementation ....................................................................................... 218

Annexure-S15 ................................................................................................................................................... 222

Minimum Specifications for PMO ............................................................................................................. 222

Annexure-S16 ................................................................................................................................................... 228

SLA matrix for Hardware Maintenance support ....................................................................................... 228

Annexure-S17 ................................................................................................................................................... 229

Deliverables of the Audit of Implementation ........................................................................................... 229

Annexure-S18 ................................................................................................................................................... 230

Pre Qualification Criteria for Auditor ........................................................................................................ 230

Annexure-S19 ................................................................................................................................................... 231

Scope of Audit ........................................................................................................................................... 231

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Scope of Work

1.1 Purpose of this Document

The objective of this document is to solicit proposals from the prospective bidders for

Turnkey Project on Upgradation of existing IFS ERP system at HAL.

1.2 Project Background

Currently, 22 of HAL’s Divisions have implemented ERP application - IFS 2004 - in an

independent and phased manner on separate instances. The major modules under

use include Configure and Make to Order (Manufacturing, Quality etc.), Distribution

(IMM, Customer Services, Out-sourcing etc.), Financials, Maintenance Repair and

Overhaul, Human Resources, Payroll, Service Management and Enterprise Asset

Management etc. In addition to the ERP application, these Divisions also have

several in-house developed applications and reporting platforms to cater to the

information requirements at various levels in the organization. A few Divisions/units,

where ERP is not currently implemented, also depend on in-house developed

applications and reporting platforms. Due to the largely decentralized information

technology landscape, there is variation in methodology of business process

execution and monitoring across the organization. In order to meet the challenges of

evolving business scenarios and to ensure sustaining competitiveness and customer

focus, HAL has initiated Project Parivartan, a comprehensive Business

transformation exercise. Project Parivartan is expected to be driven by an upgraded

and centralized ERP, which will form a strong foundation to spearhead future growth.

This exercise will enable HAL to streamline and standardize business processes

across the organization and to adopt some of the global best practices being followed

in similar industries.

1.3 Project Objectives

In pursuit of its objective for value maximizations and seamless Integration of all its

business units, HAL intends to upgrade its existing ERP to a centralized instance for

the entire organization.

The key objectives envisaged in this Integrated ERP Solution are:

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1. Standardization, Rationalization and Integration of business processes and

systems across HAL to deliver business value, through consolidation of data and

rationalization of processes to achieve Operational Excellence.

2. Measurement of KPIs, Generation of process efficiency scorecards, Early warning

on exceptions, Alerts using Business Intelligence tools/CPM to achieve informed

decision making, quicker Turnaround time for Financial Transactions, Reporting,

Analysis, Feedback and improved accountability.

3. Integrated Planning mechanism comprising of Master Production Schedule, MRP,

Shop Floor Scheduling, Procurement Planning, Outsourcing Planning etc.

considering targets, capacity and constraints to improve utilization of resources as

well as on-time delivery.

4. Optimization, Automation and Simplification of Processes by use of intelligent

data capture devices like Barcode scanners to enable efficient and accurate use

of system.

5. Centralization of ERP Processes & Data and integration with other applications

(PLM, Biometric Attendance system , existing non-ERP applications like

PAR,MAT etc) to provide Enterprise wide visibility of relevant information and

bridging Digital Disconnect across business units

6. Integration of Supplier Relationship Management (SRM) functionalities with ERP

to facilitate enhanced Collaboration so as to achieve improved supply chain

efficiency.

7. Implementation of Corporate Governance and Risk Compliance (GRC) Norms

through System driven controls, checks & balances for achieving transparency,

tighter adherence to regulations and statutory requirements in the financial

transactions and Operations.

1.4 Implementation Approach and Plan

The project is envisaged to be executed by a competent System Integrator (SI), on a

turnkey basis, with responsibility for all the aspects of the project.

The project is to be carried out in three stages viz.,

(1) Business Process Transformation (BPT)

(2) Implementation

(3) Support.

Each stage comprises multiple phases with different activities. To start the activities

under next stage, it is mandatory that preceding stage key activities, required to meet

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the business objectives from that stage are completed and written communication is

issued by HAL.

Project Plan (Stages and Phases)

Each stage comprises of multiple phases with different activities. Broad timelines proposed

for each activity/ phase/ stage are indicated in Annexure -S1A.

The methodology to be deployed by the SI to implement the ERP solution will have different

work elements and activities. All these activities and the work elements should coherently

focus on achieving the following key results

Quality of the solution deployed

Customer satisfaction while deploying and during usage

Successful implementation in terms of completeness and timely

accomplishment of the outcome

While there are different techniques and tools available as a part of the methodology, the

following are expected to be part of the implementation methodology to be adopted by the

SI.

a. Workshops with different stake holders for capturing business requirements,

creating awareness of best practices, communicating the changes, building

consensus on process design, for signing off the deliverables etc. These need

Stage I – BPT

Project Preparation

Conference Room Pilot

Framework Formulation

Stage II - Implement ation

Realization

Go-Live and Hand Holding

Final Preparation

Iterative for Pilot and Rollouts

Project Finalization

Stage III - Support

AMC and Support for 5 years

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to be organized at different intervals and in different places throughout the

duration of the projects as demanded by the context.

b. Stake holder consultation other than workshops, with those stake holders who

will be identified by HAL, for the purpose of critical inputs, review, suggestions,

process description etc.

c. Review sessions with different stake holders for signing off the deliverables,

walking through the deliverables for facilitating quick understanding

d. Documentation of proceeding – recording the developments, discussions,

deliverables, using standard methodology and native tools available with the

ERP solution

e. Work standards/practices for documentation, configuration, testing, data

migration etc.

Tentative list of Divisions / units proposed for Pilot and rollout groups is placed at

Annexure-S1 (Centralized ERP Implementation Groups).HAL reserves the right to

interchange the Divisions in the pilot/ rollout groups depending on the ease of roll out,

geographical, technical and administrative constraints, at that point of time.

1.5 General Terms and Conditions relating to Scope of Work

1. The Bidder responding against this RFQ shall be deemed to have read and

understood the Scope of Work and have responded to the same. The Bidder

will be responsible for the complete implementation of proposed solution and

supporting the operation of the proposed solution during and post

implementation as per the contract.

2. SI and OEM shall participate in monthly meetings with HAL Project Management

and ITSS Team and provide updates on Project progress, Risk parameters (if

any), Resource requirements, immediate next project steps, and any obstacles in

project. This meeting is meant to be a forum for seeking and getting approval for

project decisions. Other than the planned meetings, in exceptional cases,

HAL/SI/OEM may call for meeting with prior notice to all other parties.

3. In addition, SI shall submit to HAL a written progress report of the Project every

week against the project plan. SI shall also report exceptions and issues that

require action along with proposed effective solutions and timelines for

implementing such solutions to remedy such issues. SI shall suggest the formats

and contents of the weekly progress reports at the start of the project preparation

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phase which will be approved and finalized by HAL. HAL reserves the right to ask

SI/ OEM for the project review reports other than the standard weekly review

reports.

4. The bidder, while responding to this RFQ document via various formats for

Technical/ Price Bids etc. must ensure that all necessary Hardware, Software,

Licenses, Implementation, Training, Annual Technical Support, Documentation,

Support & maintenance, Integration Tools/software etc. for creating and sustaining

the entire Integrated Solution have been factored suitably. All the components

required for completeness of the project to meet the broad expectations are to be

considered, even though it is not explicitly mentioned. Any additional cost, not

factored suitably in the response, but necessary for completeness of the Integrated

Solution shall be solely borne by the SI.

5. User feedback and internal review:

a. The SI is expected to build adequate mechanisms to get the feedback from

different users of the ERP Solution during different stages of the project.

These users/stake holders for giving feedback will be identified by HAL.

b. The SI is expected to deploy in this project the expertise gained through

experience of similar projects carried out earlier by OEM. It is expected that

all the key deliverables will go through a review with these OEM experts.

Similarly the SI is expected to deploy all the quality assurance mechanisms

as per international quality standards for this project.

c. The SI should clearly indicate up front what are the deliverables which will go

through internal review, what type of expertise will be deployed for these

reviews and what are the deliverables which will follow the quality assurance

plans.

If any of the deliverables are not acceptable to HAL or its appointed experts, it will

have the right to seek deployment of experts from SI/OEM to review the deliverables.

6. Mechanism to adopt feedback/audit findings: There are three types of feedback for

the deliverables – from the statutory / Government agencies, from the users/stake

holders of HAL and from the internal experts of the SI/OEM. The following is

expected from the SI on these feedbacks/audit findings.

a. All the feedback will be discussed with HAL and based on the guidance of

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HAL, will be incorporated into the project

b. Since the feedbacks/audit findings for any rework is by nature correcting the

inadequacy of quality of the work produced in the first place, additional effort

incurred by SI towards these reworks will be without any obligation to HAL.

c. SI has to build in adequate mechanisms to control the risks of time over runs

possibly due to effort required to rework bad quality deliverables

d. SI has to indicate in the beginning and during the start of each phase how it

plans to take feedback and the mechanisms to incorporate the feedbacks into

the project plan and deliverables.

SI will report to HAL how the feedbacks have been incorporated into the project

deliverables and take a sign off from the designated authority of HAL.

7. Issue Management: An issue is a formally identified matter that may hinder progress

on a project or program and about which no agreement has yet been reached. Those

items that require documentation, formal investigation and approval should be

managed as issues and this Issue management methodology has to be proposed by

the SI.

8. Since this is a fixed price project with clearly identified scope of solution and services,

the SI is expected to complete the project without raising any requests for change

and seeking the payments for them.

1.5.1 Obligations of ERP OEM

i) Supply of ERP Software & Licenses

The ERP Product OEM will be responsible for supplying the latest versions of ERP

application licenses and related software, integration tools and support the Bidder for

installing the same. The licenses shall be supplied by the ERP Product OEM only on

the basis of written requisition of HAL.

The ERP Product OEM shall carefully consider the functional scope of work and

support the SI in providing a solution (base ERP software/ industry and/ or functional

solutions) that best meet HAL's requirements. HAL is a complex organization

conducting design, manufacturing and MRO of Aircrafts, Helicopters and Aero-

engines. Looking forward, the HAL expects this project to be the source of providing

business intelligence to aid in strategic decisions.

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The ERP product OEM shall provide necessary assistance to the System Integrator

for achieving the functionalities in the Software so as to meet the Business

Expectations as mentioned in this RFQ. A tentative list of Broad Business

Expectations is placed at Annexure S2 and tentative details are also available under

FRS (Annexure S4). For this purpose, ERP Product OEM should deploy senior

business consultants (as per Annexure – R1J) and also assist the SI in deploying

the Subject Matter Experts (as per terms of this RFQ) to drive the following as

mentioned under para 1.8.3:

• Process Standardization and Optimization

• Process Simplification

• Enhancement

• Decision Support System using BI

• Centralization

• Planning Methodology

• Integration with other Applications

The ERP Product OEM shall supply:

Core ERP software & licenses (Latest version).

Advanced/Additional modules & related components software & Licenses

(Latest version) such as Crystal Report, Oracle Autovue as required.

Tools, accessories, documentation and provide a list of the same. Tools and

accessories shall be part of the offered solution.

Product Documentation: Two sets of Product Documentation in soft copy to be

supplied along with licenses and shall include but not limited to following:

Technical manuals

Installation guides

User manuals

System administrator manuals

Toolkit guides and Troubleshooting guides

All the above documents mentioned or any other standard documentation for the

product should be included in the cost of the license. Hardcopies of documents, if

any requested by HAL, shall be provided. All the tools, accessories, software and

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media supplied under the contract shall be original copies and warranted against

damages or not working, for 90 days from the date of installation and will be replaced

without any cost to HAL.

Add-on Modules should have sufficient provisions to meet the functionality &business

requirement keeping the ERP user licenses as mentioned above.

ii) Software Maintenance Support

The ERP Product OEM shall provide support, maintenance & upgrades for all the

software products versions (ERP Licenses) supplied as mentioned in the Bill of

Material as mentioned in scope of work section 1.14.1.

iii) Leading Business Process Transformation

HAL strongly feels that the success of this project to derive optimum Business

benefits depends on Business Process transformation exercise. This exercise will

require inputs on the best practices being followed on IFS Platform globally and also

in other Public Sector Units along with Technological capabilities built in the IFS

Solution to integrate with the other devices such as Barcode scanners etc. Therefore,

it is obligated that OEM will assist SI in identification of suitable Subject Matter

Experts in line with the qualification criteria mentioned in the RFQ and also associate

with the Subject Matter Experts to devise the Framework Formulation. ERP Product

OEM shall deploy Senior Business Consultants along with the System Integrator

project team to drive the overall business process standardization and Optimization.

iv) Participation in Program Management Office

HAL’s experience in ERP implementation indicates that strong project governance is

critical to timely and successful completion of the project. ERP Product OEM’s

participation in the Program Management Office in the following areas is mandatory:

a) Program Manager

The program manager from the ERP Product OEM need to have a deep

understanding of offered ERP product and Solution, identify the top issues, and drive

the resolution process.HAL expects the ERP Product OEM Program Manager shall

work towards a timely delivery of the ordered activities in accordance with the terms

as set forth.

The Program Manager should focus in these areas during ERP project

implementation

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• Insight on achievement on Business benefits intended from this project and to

steer the vision accordingly

• To ensure that the information required at various levels to assist in strategic

decision making starting from Board of Directors, CEOs and GMs level is met

in a efficient way using tools like Dashboards, BI reports etc.

• Identifying potential areas for performance improvement of the core business

processes, technical stability of the ERP solution, data consistency and stable

operation of critical interfaces and operations readiness.

• Identifying potential areas for optimization of ERP Software solution.

• Coordinating the support process for ERP solution till the start of AMC and

Support phase.

• To co-ordinate & resolve the issues raised by implementation team, requiring

intervention from IFS Global R&D.

• Implementation of recommended actions (including providing reports on

support related topics) resulting from ERP's deliverables.

• Provide guidance to support team on the use of ERP tools, if required.

• Work with project team in sharing relevant best practices with End User Team.

• The services should also include the following:

Project Review and Monitoring

Drive Quality Review Process

Participate in Project Steering Committee meeting and CAB Meeting

Escalations to steering committee and CAB

Oversee Change Management

b) Organization Change Manager

ERP Product OEM shall deploy one senior Change Management Consultant, who

will define and drive the Change Management strategy evolved from Business

Process Transformation across the HAL, seamlessly aligned with the implementation

methodology. The Change Manager from ERP Product OEM shall conduct the

assessment, recommend strategy for Change Management, align the change

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management program with the implementation methodology and coach change

agents of HAL on how to drive change across all units.

The key deliverables are:

• Getting the sponsoring leaders to align on the benefits, goals, metrics and

accountabilities

• Getting business unit managers to own the success of the implementation and

to drive the realization of benefits

• Change Management along with HAL Team

• Preparing, training, and supporting the power users who will be using the

system regularly to input data and conduct business transactions.

• Availability of the System, Confidentiality and Information Security aspects

• Integration of ERP with different systems of HAL including PLM

v) Project Review

Project Review will take place at the end of each phase of implementation. Project

review should cover project management, implementation road map, key

deliverables of the phase, and critical success factors. This is required at the end of

each major milestone defined in the project.

vi) Business Blueprint Review

The solution review should cover the application design and business process

parameters. The objective of this exercise is to review the business blueprint / model

proposed / gaps identified inert system. The review team should make suitable

recommendations towards use of ERP functionalities and features and shares the

practices followed in other similar implementations. The ERP Product OEM should

carry out solution review at the end of critical phases in the project. This review

should be conducted in the functional area (functional modules) identified and across

these modules for the purpose of integration.

vii) Technical Review

Technical Review will be an analysis of the technical implementation components

and operational procedures, such as security, backup, performance management,

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printing, and desktop operations. This review shall be conducted after each go-live as

per the scope of work.

viii) Development and Customization Review

Development and Customization Review will help determine whether the design and

customization adheres to proven standards such as upward compatibility where

custom developments or enhancements to the ERP systems are planned. The scope

of this review will be to study programs and applications that have been developed

explicitly for HAL (Customizations). The feedback provided will mainly deal with ways

and means of optimizing the custom developments to achieve better performance.

ix) Hardware/ Infrastructure Sizing

ERP Product OEM shall certify the hardware sizing for the Production setup prepared

by the System Integrator as mentioned in section 1.10.4. Such sizing shall

necessarily factor optimal re-use of HAL’s existing hardware inventory. The sizing

estimates must consider all aspects of sizing such as server configuration, storage,

network, type of platform, number and type of users, HAL’s expected service levels,

desired response time etc. HAL also expects that the sizing estimate is backed up by

appropriate testing undertaken by ERP Product OEM to validate the sizing estimate

(Ref Annexure R2A format of Test Certificate).

x) Transfer of Source Code

ERP Product OEM (IFS) will transfer the complete source code to HAL subject to the

confirmation that the source code provided by IFS will not be used for any

unauthorized purpose/ IPR infringement. In case the policy of ERP Product OEM

does not allow transferring the source code, the ERP product OEM shall arrange for

an Escrow Agreement with HAL, at no cost to HAL, through a reputed Indian Agency.

The source code has to be verified jointly by HAL and IFS before entering into the

agreement. The Escrow agreement, if required, to be formalized before or during

Project Finalisation Phase.

The SI shall submit an agreement letter from ERP Product OEM acknowledging the scope

of work as detailed in this RFQ and confirmation to ‘Obligation of ERP OEM’ as indicated in

Annexure R2C of RFQ.

1.6 High Level Scope of Work

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Following is the high level scope of work. Detailed Activity wise scope is mentioned in

subsequent sections.

1. To undertake Business Process Transformation exercise to arrive at “Framework

formulation” so as to meet and exceed the Broad Functional Expectations (refer

Annexure-S2) through filling up of gaps. An indicative list of Processes of major

functional areas is placed in Annexure-S3 (Business Processes Implemented in

existing ERP), which is followed in present IFS (ERP) system implemented at various

Divisions.

2. To provide the ERP solution for meeting the Functional Requirements Specifications

listed under Annexure-S4. The list of the Functional requirement, at Annexure-S4 is

indicative and the associated requirements are not explicitly mentioned. In addition,

the solution must also cater to all the business requirements arising out of BPT

stage.

3. To ensure that the offered solution (along with hardware platform) will match the

Technical Requirement Specifications listed under Annexure–S5. The sizings

mentioned in the document are the bare minimum and the bidder shall offer the

required sizing to comply with the following. Commercials to be considered

accordingly in the proposal.

The offered sizing shall meet the required performance parameters given by

HAL, in the above document, during pre-despatch inspection.

The Sizing shall be assessed and certified by the ERP-OEM for the offered

solution.

The ERP-OEM shall submit a Certificate of Guarantee stating that the offered

hardware platform (including make and model) will meet the required

performance parameters in production servers up to fully loaded condition with

10000 users.

4. To establish Project Office, Test Environment, Development & Production

Environment, DR setup for the complete requirement of this project as per guidelines

mentioned under Technical requirement in the Scope of Work.

5. To implement and roll-out the ERP software along with all its components including

required training across the HAL Production units, R&D Centres and Offices. Also to

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make the solution available to the stake holders such as Suppliers and Customers as

per the functional scope.

6. To undertake the Change Management programme, so as to bring in control,

manageability and required buying-in among the stake holders required for effective

implementation and transition.

7. To undertake data and application migration activity for seamless end user

experience.

8. To provide Functional & Technical support for the complete solution till the end of

AMC and Support phase complying to, but not limited to, the following:

a. Incident/Problem Management – Monitoring, Tracking and Closing Incidents /

Problems reported by the users

b. Configuration & Release Management – Maintaining the latest and all

previous versions of the software source code configuration and its release

management to various environments like Development, Test and Production

c. Service Desk – Ensure proper manning of service desk as per the SLA

requirements

d. Service Level Management – Maintain, Track and Control Service Level

agreements as defined by HAL

e. Capacity Management - Ensure optimum capacity and its availability of

various resources to meet the service requirements

Activity wise scope of work is detailed below:

1.7 Project Preparation Phase

The major activities / deliverables during this phase would be as follows:

1.7.1 Formation of Teams/Committees

1.7.1 Activity: Formation of Teams/Committees Project Preparation Phase

Scope The Bidder shall provide list of personnel from SI and OEM for various

committees and teams for the project. SI has to setup a Project Management

Office with the following structure during the entire project duration from project

launch to project post-implementation support:

• Steering Committee consisting of the HAL’s top management, CEO

from the SI, CEO/ Senior representative delegated by CEO from IFS

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India and Representative from IFS Global at the Director Level (on as

required basis). The Steering committee will conduct monthly review of

the project progress, Risk parameters (if any), Resource requirements,

immediate next project steps, and any obstacles in project. The Steering

committee meeting will be a forum for seeking and getting approval for

project decisions. All relevant records of proceedings of Steering

Committee should be maintained and shared with the Steering Committee

and Project Management Office. Other than the planned meetings, in

exceptional cases, HAL may call for Steering Committee meeting with prior

notice to the Bidder.

• Project Management Office (PMO), consisting of a Program Manager

and Project Manager from the HAL, Program Manager and Functional

Integration Consultant (Change Manager) from IFS, Project manager

and PMO-in-charge from SI. The Project Management Office would do

weekly and monthly meetings and provide weekly and monthly reports

like Progress against the Project Management Plan, Status of all risks

and issues and status of Testing. Other than the planned meetings, in

exceptional cases, HAL may call for meeting with prior notice to the SI.

The formats and contents of the weekly and monthly progress reports

will be finalized at the start of the project preparation phase. HAL

reserves the right to ask the SI for the project review reports other than

the standard weekly review reports.

• Business Process Transformation (BPT) Team – will consist of

Subject Matter Experts hired on mutual agreement between SI and IFS,

Representatives from IFS, SI and Team of ‘FUNCTIONAL EXPERTS’

from HAL.

• Core Group, consisting of functional experts, technical experts and

infrastructural experts provided by the SI and IFS, Members from the

Functional Expert Resource Pool and ITSS Members from HAL.

• Power User Group consisting of the end users/power users in HAL, and

the support team (resources from both HAL and SI).

The Qualification and Experience of all the personnel should be in-line with the

details as at Annexure-R1J. The CVs of all the personnel to be submitted at the

beginning of project preparation phase in the format mentioned at Annexure-

S11. HAL reserves the right to request for a change of resource, if HAL is not

20

satisfied, any time (even post-approval) due to capability and/or performance

limitations/unsuitability or any other constraint decided by HAL. The SI shall

promptly provide substitute for the same by providing forthwith similar or higher

experience, qualification and capability. In case, there is a requirement for

substitution/change of resource by SI/OEM, the same shall be effected with due

approval from HAL and SI/OEM shall ensure smooth transition at no cost to

HAL. Further, the SI/OEM shall, at no additional cost to HAL, augment its

resources to recover implementation gaps and delays whether in the opinion of

HAL or in its own opinion, as the case may be.

The CVs of Subject Matter Experts to be submitted at the beginning of project

preparation phase in the format mentioned at Annexure-S11. SI must ensure

that proposed SMEs are decided in consultation with OEM (IFS).Various

Project Teams and committees consisting of HAL, SI, and ERP OEM will be

notified with respective responsibilities.

Team

Criteria

NIL

Responsibility of SI Responsibility of HAL Responsibility of OEM

1. Providing list of SI/ OEM

personnel for different teams

2. Providing detailed CV of all

team members proposed to be

associated with the project

(including Subject Matter

Experts for BPT)

1. Formation and

notification of teams

in consultation with

IFS and SI.

1. Nomination of

Program Manager,

Organization Change

Manager and other

OEM Representatives

for various teams for

the project.

2. Assistance to SI in

identification of

suitable Subject

Matter Experts in line

with the qualification

criteria mentioned in

the RFQ.

1.7.2 Project Charter

1.7.2 Activity: Project Charter Project Preparation Phase

Scope The Bidder should prepare the Project Charter consisting of:

Implementation Methodology.

21

Project Organization chart.

Detailed Project Schedule with a detailed Project Plan detailing all

tasks including the person in charge, resources allocated, timelines

for each activity (within the phase timelines accepted by the SI in

Annexure-R2H), milestones, black-out period and deliverables.

Project Risk Management Plan.

Project governance mechanism including Escalation Procedures.

Resource deployment plan.

Help desk setup & operation Plan.

Team

Criteria

Minimum 20% of the team should be from OEM


1. Preparation of draft project

charter

2. Presentation at Required

Levels

3. Revision(s) by Incorporating

feedback from stakeholders

4. Getting approval from HAL

1. Approval of Project

Charter.

1. Review & Feedback

1.7.3 Project Office setup

1.7.3 Activity: Project Office setup Project Preparation Phase

Scope The Bidder should setup the project office at a location provided by HAL in

Bengaluru. The space allocated for project office may be in multiple

premises with nearest network connectivity within approx. 500 meters. The

project office setup will comprise seating space for 40 personnel from

System Integrator, OEM and HAL (including min.15 personnel from HAL).

The bidder should make necessary infrastructure setup for the project

including office furnishing, computers/laptops, project management

software tool, printers/Multi-Function Printers, UPS, Network

points/components (Active and Passive), projectors, stationery,

accessories etc. required for the smooth conduct of the project. In addition,

bidder shall also setup necessary infrastructure (Projectors, White board,

furniture etc.) for adequate number (Minimum 3 nos.) of discussion rooms.

The project office should also have facility (including desktops) to provide

hands-on training for a batch of 20 personnel. HAL will provide covered

22

office space with basic amenities. Minimum infrastructure requirements for

project office are detailed in Annexure-S15. The SI is responsible for

installation and maintenance of PMO setup during the project and will be

the single point of contact for the same.

In addition, the bidder should maintain a Project Management Portal for

showcasing Project Milestones/status online during complete Project Life

Cycle.

Team

Criteria

NIL


1. Supply and Installation of all

infrastructure components

including hardware and

software required for Project

Office setup.

2. Supply and Installation of all

infrastructure components

required for Discussion

rooms.

3. Managing and maintaining

all infrastructures in the

project office and discussion

rooms till the end of support

period.

1. Providing covered

office space with

basic amenities

1.7.4 Training Strategy

1.7.4 Activity: Training Strategy Project Preparation Phase

Scope SI shall submit a document containing training strategy with the following

information:

The facilities, support materials and program including mode of training

(standard/ self-paced).

List of training areas for training to be provided to Core team, end users

and technical users.

Duration, frequency and venue of training.

Team NIL

23

Criteria


1. Preparation of draft training

strategy

2. Revision(s) by Incorporating

feedback from project

management team

3. Getting approval from

Project Management Team

1. Approval of Training

Strategy by Project

Management Team.

1.7.5 Familiarization training

1.7.5 Activity: Familiarization Training Project Preparation Phase

Scope The SI should provide familiarization training of minimum 5 days to the HAL’s

ITSS and 3 days to Core Team members with the aim to provide an overview of

the solution and understand the capabilities of modules. The training should

cover at least the following areas:

IFS Application overview

System functionalities (for each module) and basic configuration

System Security features

Business Intelligence and KPIs

Introduction to reports, interfaces, customization, forms, Administration,

Access Control and workflows etc.

Team

Criteria

NIL


1. Conducting familiarization

training for HAL’s Core

group.

2. Providing Training material,

Attendance reports and

participant feedback forms

to HAL.

1. Deputing the

participants for the

training

24

1.7.6 Specialist Training

1.7.6 Activity: Specialist Training Project Preparation Phase

Scope a) To Provide Specialist training for 2 weeks duration for 15 HAL Personnel by

OEM Specialists, on Core ERP Technology Areas.

The main objectives of specialist training are:

To understand the detailed IFS architecture to assess feasibility of

process mapping to meet business requirements

To explore capabilities of IFS ERP solution to integrate with third party

and in-house developed applications

To learn global best practices in aerospace /manufacturing industries

based on previous experience of global IFS team

To understand and assimilate effective use of KPIs and Business

Intelligence tools to facilitate Corporate Performance management

decision making.

The Specialist training on Core ERP Technology Areas should cover the

following:

IFS Product Technology - Foundation Layer, Layered Architecture,

Customization (Development outside the core) possibilities in the latest

IFS Application version that would get implemented.

Interaction with Research & Development teams to understand in depth

the Integration layer of IFS (IFS Extended Server) and various options

available for interfacing with 3rd party products and technologies such as

Barcode, Single sign on, PLM, Biometric Attendance, in-house developed

applications etc.

Use of IFS Solution Manager to manage large number of application

messages and queues.

Configuration , tuning and troubleshooting of IFS Middleware server

including Oracle Weblogic as an embedded platform

IFS Advanced System Administration training, segregation of duties,

GRC, IFS Security Framework

New features in latest version of IFS

Corporate Performance Management and business decision support

25

systems

Site visit to one Global Aerospace Industry

The training must be arranged at Global Aerospace / R&D Center of

Excellence of OEM. Appropriate training materials and practice exercises to

be provided. Training feedback should be taken after each session and

inadequacies if any to be addressed.

The bidder to arrange for Training Space, Boarding, Lodging and Local

Conveyance for all the participants during the Training, without any

additional cost to HAL. Cost towards travel for HAL personnel will be borne

by HAL.

Team

Criteria

Team of Specialist trainers will be 100% from OEM


1. Coordinating between

OEM and HAL for

successful conduct of

training

1. Deputing the participants

for the training

2. Coordinating travel,

boarding and lodging for

HAL personnel

1. Conducting specialist

training for HAL’s

identified teams.

2. Obtain feedback from

participants and

address inadequacies,

if any.

3. Providing training

material to participants.

1.7.7 Training Server

1.7.7 Activity: Training Server Project Preparation Phase

Scope The SI shall establish a training server of the base ERP product at HAL’s

premises for HAL to have hands-on experience of the configured standard

processes of the product. The training server should comply with the minimum

hardware specification mentioned in Annexure-S9A Sl. No 3. At this stage no

software licenses will be procured.

Team

Criteria

NIL


1. Supply and Installation

of Training Server with

1. Acceptance certificate

26

Base ERP Product.

2. Getting acceptance

certificate from ITSS

1.7.8 Phase Deliverables

The deliverables for this phase shall include infrastructure and signed off documents

covering but not limited to the following:

1. Composition of various teams/ committees with roles and responsibilities.

2. Equipped Project Office

3. Approved Project Charter

4. Training Strategy Document

5. Familiarization Training for the ITSS and Functional Expert Teams.

6. Specialist Training

7. Training Server setup

8. Project Management portal showcasing Project Milestones/status online.

27

1.8 Framework Formulation Phase


1.8.1 Business Process Study (As-is)

1.8.1 Activity: Business Process Study (As-

is)

Framework Formulation Phase

Scope To carry out an As-is study of existing processes of HAL. To visit all departments in

the HAL Divisions considered for pilot implementation phase, interact with

functional users and IT coordinators for the purpose of this study. For other

Divisions, a concise study can be made on changed processes by way of brief

interaction with IT Team. This Business Process Study will enable the Project

Team to get first hand understanding of the business processes that will be

implemented at HAL through the Integrated Solution. It would also help them

understand the specific role played by each module / system in the existing ERP

and identify other existing on-ERP systems, which would be retained after

implementation of the Integrated Solution.

Team

Criteria

NIL

Responsibility of SI Responsibility of HAL Responsibility of

OEM

1. Conducting As-is business

process study for all HAL Divisions

covered in pilot phase.

2. Preparation of draft As-is

document.

3. Presentation to HAL’s ITSS,

functional experts and Project

management team.

4. Revision(s) by incorporating

feedback.

5. Getting approval from Project

Management Team

1. Coordination by ITSS and

Divisional IT heads of

pilot Divisions.

2. Sign Off by HAL Project

Management Team

28

1.8.2 Technical Training on Business Intelligence Tool

1.8.2 Activity: Technical Training on Business

Intelligence Tool


Phase

Scope This training will be of 1 week duration including architecture, modeling, Report/

KPI/ Dashboard development, Data Extraction from ERP and other systems etc.

for 15 HAL personnel and will be provided by ERP OEM. Appropriate training

materials and practice exercises should be provided for the team. Theorem

should obtain training feedback after each session and address inadequacies if

any.

Note: SI need not to bear any Cost towards travel expenses, boarding, lodging

etc. for HAL personnel, within India

Team

Criteria

Team of trainers will be 100% from respective OEM


1. Coordinating between

OEM and HAL for

successful conduct of

training

1. Deputing the participants

for the training

2. Coordinating travel,

boarding and lodging for

HAL personnel

1. Conducting BI training

for HAL’s identified

teams.

2. Obtain feedback from

participants and

address inadequacies,

if any.

3. Providing training

material to participants.

1.8.3 Business Process Transformation

1.8.3 Activity: Business Process

Transformation

Framework Formulation Phase

Scop

e

This exercise is to be led by SME (Subject Matter Experts) as per Experience

mentioned under Annexure-S7 and supported by senior Team members from ERP

OEM. SI will have to take approval of HAL for deputing SME as per the Annexure-

S7 and other team members of BPT Team.

Based on the As-is Business process study, the exercise, should identify and

suggest opportunities and options for Business Process Transformation (BPT).

29

This BPT effort should result in Business Process Optimization across the

enterprise like removal of non-value added activities, automated steps wherever

applicable etc.

The BPT team shall augment the findings of As-is study with best industry

practices and HAL requirements, and arrive at proposed global business template.

The team should provide multiple process mappings for each business activity with

corresponding benefits and challenges. The team should also identify the

processes which are not mentioned in the As-is document, but are required for

completeness of the Integrated Solution.

The team shall prepare and submit the entire end-to-end integrated business

process and workflow chart with granular activities and integration of the proposed

ERP solution with other applications/ systems. The team shall suggest optimum

strategy for rolling out Global Business Template.

The business process features available in existing IFS ERP should be made

available, either as it is or with improvement in the upgraded solution. A brief listing

of existing IFS ERP process is placed at Annexure-S3. In addition, Functional

Requirements as listed under Annexure-S4 shall be provided in the upgraded

solution. The list of the Functional requirement, at Annexure-S4 is indicative and

the associated requirements are not explicitly mentioned. In addition, the solution

must also cater to all the business requirements arising out of BPT stage.

The functionalities which are not mentioned in the shared existing processes but

are required for completeness of the optimal Integrated Solution shall form the part

of the Functional Scope and have to be provided at no additional cost to HAL. It will

be the part of the exercise undertaken by the BPT team to arrange for inputs

through various workshops and also the buying-in for the best re-engineered

solution. Adequate number of such workshops to be planned considering the size

of the organization.

BPT activity will focus on the following:

Process Standardization and Optimization

ERP Product OEM shall deploy senior business consultants along with the System

Integrator project team to drive the overall business process standardization. HAL

has units having various processes running, ERP Product OEM should be able to

30

recommend HAL on how to standardize and harmonize the business processes

based on standard and global best practices available in their ERP solution. As

part of these services provided by the ERP Product OEM, HAL expects ERP

Product OEM to focus in following areas during ERP project implementation.

Identifying potential area for standardization of business processes in the

functional areas covered as scope of this implementation

Preparing necessary templates and strategy for standardization and

governance mechanism for sustaining the standardization process

Change Management Strategy Document

Identifying potential areas for optimization (continuous improvement) of ERP

Software solution.

Forming a systems group, for executing and maintaining the standardization

program.

Data migration and Cut-Over strategy.

Process Simplification

The BPT exercise should focus on simplification of business processes by

incorporation of state-of-the-art tools like Barcode Scanners, etc. The proposed

solution should ensure minimal system navigation and user clicks. This should

enable HAL to reduce data capturing effort resulting in improvements in

productivity, system usage and performance.

A tentative list of components required to carry out the Business process

simplification is indicated at Annexure S15 - Components Required for Undertaking

BPT. However, these components to be supplied only after written communication

from HAL on as and when required basis.

Enhancement

The team should identify the processes which are not mentioned in the As-is

document, but are required for completeness of the Integrated Solution and to

incorporate best industry practices. The suggested enhancements shall cater to the

needs of all HAL stakeholders including Customers and Suppliers.

Decision Support system using BI

The BPT exercise should include the design of Business Intelligence (BI)

landscape in HAL with capability of providing on-line information to facilitate

strategic, tactical and operational decision-making.

31

The BPT exercise should identify &demonstrate standard KPIs used in aerospace

industry. HAL shall identify additional KPIs / modification to standard KPIs, if

required. The team should work in close conjunction with the HAL functional

Experts to identify improvements that could be brought out through the solution and

realize the same. The team shall identify the baseline/benchmark for all the KPIs,

duly approved by HAL, which will be used for comparisons.

The BI landscape should also include design of Dashboards and early warning

systems (Alerts) catering to four levels (Board, Complex, Divisional and

Operational Levels) of management. The Proactive mail/message alerts should be

classified by severity of event and level of reporting for each business process.

Centralization

As part of the BPT exercise, the BPT team should provide master plan and

methodology for centralized single instance ERP implementation with unified

Master data like Parts, Suppliers, Account Codes, and Work Centers etc. This

should include detailed Data Migration Strategy with type of data to be migrated

and strategy for unification of code across HAL and Data Cleansing and

Formatting. This shall be in line with the requirements mentioned in the activity

mentioned under 1.11.2 i.e. all master and transaction data to be migrated for

seamless experience of the user.

Planning Methodology

The BPT exercise should particularly focus on incorporating an industry standard

planning methodology aligned with the HAL corporate mission of global

competitiveness and world class performance standards. This planning

methodology should enable HAL to execute MRP for different intervals to arrive at

Purchase/Production plan, configure Production Schedule, and

daily/weekly/monthly work center wise loading plan with rescheduling features.

Integration with other Applications

Over the years, HAL has developed/procured various application systems to

support its business. These systems provide certain business benefits to HAL,

which HAL intends to improve from the proposed solution. Indicative list of

applications is given in Annexure-S8.BPT Exercise will device action plan for

integration of such system with proposed solution, to derive the best business

benefits.

32

In cases where data has to be transferred from IFS to another application, SI shall

ensure availability of required data as per mutually agreed formats/mechanisms

such as CSV, XML, web services etc. In cases where data has to be transferred

from other applications to IFS, HAL shall ensure availability of required data as per

mutually agreed formats/mechanisms such as CSV, XML, web services etc. and SI

shall ensure the transfer of data to IFS.SI shall provide appropriate middleware/

monitoring mechanisms to ensure uninterrupted data transfer across the platforms.

SI shall develop necessary integration scripts, with support from HAL, required for

integration of existing applications like Divisional Production/Finance/IMM/HR

Dashboards, e-procurement integration, MAT/PAR, PLM etc. with the newly

implemented solution to ensure un-interrupted services for end users.

Proposed Global Business Template to be arrived after Multiple level discussions

across the functional experts and users of Harland shall cover the following:

Multiple process mappings (based on practices followed by Aerospace

Companies” in supply chain, manufacturing, planning, MRO etc. and

practices followed by Maharatna Companies in the areas of Materials

Management, Finance, HR etc.) for each business activity with

corresponding benefits and challenges, including detailed process map for

required enhancements to meet the “Broad Expectations” and fill gaps.

KPIs to be measured and monitored at various levels for each business

process

Detailed Data Migration Strategy for consolidation of data (Master &

Transactional) across HAL Divisions.

Strategy for unification of codes across HAL as appropriate.

Strategy for Data Cleansing and formatting.

Mapping of Overall Organization structure in the Integrated Solution

Mapping of proposed Business processes to Integrated Solution

capabilities/features

Definition of parameters for system configuration.

Details of Customizations to be done.

Proactive mail/message alerts classified by severity of event and level of

reporting.

33

Details of reports - standard and customized – with templates.

Details of applications integration approach

Defining reports from the system leading to adherence to Governance and

Risk Compliance (GRC) Norms and Enterprise level Integrated Financial

Parameters.

The BPT team will make presentations about proposed business template to HAL’s

Functional Experts Team which will select the process to be implemented out of

the multiple process mappings suggested.

After incorportaing the suggestions, BPT team will make presentations to the

following HAL teams:

(1) Divisional COMs (Committees of Management) of pilot Divisions

(2) Complex COMs (For Divisions other than pilot Divisions).

After incorporating the suggestions of the above HAL teams, BPT team and

Functional Experts Team will present to CAB the policy changes required for

implementing the processes identified in Propsed Global Business Template. After

incorporating suggestions by CAB, the proposed business template will be signed

off by HAL functional experts team.

Team

Criteria

BPT Team will comprise Subject Matter Experts as per Annexure-S7 and

remaining resources from ERP OEM.

Responsibility of SI Responsibility of HAL Responsibility of BPT Team

1. Co-ordination

between HAL and

BPT team.

1. Provide strategic

direction and necessary

support to BPT team.

2. Sign-off and co-ordination

by Functional Experts.

1. Carry out Business

Process Re-engineering.

2. Prepare Proposed Global

Business Template.

3. Presentation to HAL

Functional experts team

34

and incorporate the

feedback.

4. Presentation to Divisional

and Complex COMs and

incorporate the feedback.

5. Presentation to CAB

about Proposed Global

Business Template and

policy changes required.

6. Incorporate changes and

getting Sign-off from HAL

functional experts

1.8.4 Organization Change Management

1.8.4 Activity: Organization Change

Management


Phase

Scope SI shall focus on building awareness in HAL employees on benefits of ‘Project

Parivartan’ project, changes (if any) to processes, resolution of issues and

employee’s concerns. SI shall proactively work with HAL to address the project

needs and gain buy-in and involvement of all the stakeholders in achieving the

change. During the whole exercise, stakeholders’ awareness, understanding and

commitment to new ways of working should be raised.

Change management plan should include the following:

Impact Assessment – Identification of changes to the current functioning,

organization structure, roles and responsibilities of ERP users, current

capacities (training to the existing resources) etc.

Assessment of change readiness – Identification of the extent to which HAL

is currently equipped for the change, key potential blockers and enablers

within the structure, processes and staff for implementing the changes.

Change management approach – Assessment and advice on the optimal

way of getting from where HAL is to where it needs to be, for successful

implementation of the Project and to mitigate all the project risks.

Change plan – Road map to effectively achieve/implement all the changes

for success of the project.

35

Change governance Mechanism – Appropriate decision making and review

structures for current and future changes.

Change Management Workshops - SI is required to conduct the Change

Management Workshops for all HAL employees in a phased manner in line

with the implementation plan. These workshops shall be conducted at HAL

premises. The Change Management Workshops shall be conducted for

three levels (Workmen, Junior and Senior management) in the Organization.

The workshop content and material shall be designed with specific focus on

the requirements of each of these levels. SI shall conduct minimum two

workshops (of minimum 1 day duration) for each group of employees at

each Division / Business unit of HAL. The Change management plan must

include parameters for measuring the success of above change

management workshops through written satisfaction level of participants.

Team

Criteria

NIL


1 Preparation of Change

management plan document.

2 Presentation on change

management plan to HAL’s

Functional Expert, ITSS, Project

Management Team

3 Revision(s) by Incorporating

feedback

4 Getting approval from Project

Management Team

5 Conducting Change

management workshops.

1. To approve

Change

management

plan document.

2. Deputation of

HAL personnel

for Change

management

workshops.

1.8.5 Setup of Development and Test Environments

1.8.5 Activity: Setup of Development and Test Environments

Framework

Formulation Phase

Scope The SI shall establish the development environment for this project at HAL

premises. Development environment includes all the hardware &software required

for training and development and excludes the Production and DR environment.

Test environment includes all the hardware &software required for testing of the

36

solution. The development and test environment shall be for the entire solution

landscape, including Add-on engines & 3rd party solutions. The development and

test environments should comply with the minimum specification mentioned in

Annexure-S9B. In no case, the sizing should be less than the minimum

specifications laid out elsewhere in this RFQ.

All hardware components supplied as part of the test and development

environment should have OEM support for a period of not less than 7 (seven)

years from the date of installation. Along with the bid, the bidder shall submit

Manufacturer’s Authorization Forms from respective OEMs authorizing the bidder

for supplying the items and confirming the technical support for the above

mentioned duration.

Team

Criteria

NIL

Responsibility of SI Responsibility of HAL Responsibility of

OEM

1. Supply, Installation and

configuration of Development

and Testing environment.

2. Getting Acceptance certificate

by ITSS.

3. Administration and

maintenance of the

Development and Testing

environment. The bidder shall

be responsible for taking

backups and ensuring security

of backup media.

1. Acceptance certificate

by ITSS.


The deliverables for this phase will include sign off documents covering but not limited to the

following:

1. As-is Study Document

2. Technical Training on Business Intelligence Tool

37

3. Industry best practices for each business process followed /proposed in Herewith

multiple process mappings and corresponding benefits and challenges

4. Business Process Template Document

5. Data Migration Strategy Document

6. Change Management Plan Document

7. Change Management Workshop Sign Off

1.9 Conference Room Pilot

This Phase aims to arrive at the Business Blueprint byway of defining finer details of

Business Process Template, configuring the same in the system and confirm the same with

hands-on functional users (Power users).


1.9.1 Application Configuration

1.9.1 Activity: Application Configuration Conference Room Pilot

Scope The SI should configure the ERP application with required Master Setup/

parameters to demonstrate the standardized (across HAL) Business Process

Template.

This configuration should consider ERP centralization with reporting/ processing

requirements at various levels of organization hierarchy.SI shall arrange the

required minimum number of Licenses for demonstration / Demo version of the

same.

Team

Criteria

20% HAL, 20% OEM


1 To Configure the ERP

application as per

proposed solution.

1 To liaise with SI team to

ensure appropriate

system configuration

based on training inputs

(ITSS).

1 To assist SI and

verify suitability of

application

configuration for

Business

requirements.

1.9.2 Customization

1.9.2 Activity: Customization Conference Room Pilot

Scope The SI should customize the ERP application with source code changes required,

if any, to implement the signed Global Business Template during the Framework

Formulation Phase. The Objective is to present the ERP system to the users /

38

functional experts in a format as close to the final system as possible.

Note: In case customization is continuing till the time of Business Process

Demonstration, proposed activities (step by step) may be presented in

document/presentation format and the customization be completed during

realization.

Team

Criteria

20% HAL 20% OEM


1 To customize the ERP

application as per

Global Business

Template

1 Participate in

customization activities

under SI guidance.

1.9.3 Business Process Demonstration and Review

1.9.3 Activity: Business Process Demonstration and Review


Scope The SI will demonstrate the configured and customized ERP solution to HAL

Functional Users to evaluate the configured application on suitability for business

functions, user friendliness, data analysis capabilities and system performance.

The SI shall demonstrate the complete solution in an activity wise manner e.g.

such as bills payable, shop floor inspection, vendor collaboration etc to the Power

Users and Functional Experts. The SI shall create test scenarios step by step in the

solution and take the feedback from functional user on mapping of Business

function and user friendliness. These activities in conference room pilot phase

should be conducted in an iterative manner by fine-tuning the configuration and

customization based on functional user feedback. In case of issues involving

multiple business functions, the process needs to be discussed and revised

accordingly and demonstration has to be repeated.

Team

Criteria

20% HAL, 20% OEM


1 To demonstrate

the business

functions as

configured in ERP

application and to

1 To depute

functional users

from different

functional areas.

2 To facilitate

1 To fine tune the solution offering

based on business requirements

identified during demonstration.

39

reconfigure /

customize based

on feedback.

2 Getting signoff for

each business

process from HAL

Functional Expert.

3 Presentation to

HAL’s functional

experts, ITSS and

Project

management team

on feedbacks

during the

demonstration

which are the

variations in the

signed Global

Business

template.

demonstration of

the solution.

1.9.4 Finalization of Business Blueprint

1.9.4 Activity: Finalization of Business Blueprint Conference Room Pilot

Scope Based on the Business Process Demonstration and Review activity, a Business

Blueprint document, outlining the final system configuration for each Business

process including standard reporting templates and KPIs, shall be prepared and

submitted for approval by HAL.

Team

Criteria

20% OEM


1 To prepare Business

Blueprint based on

activities conducted in


1 To review the list of issues

raised by stakeholders and

resolution proposed by

SI/OEM

1 To assist SI in

preparation of

Business Blueprint

based on activities

40

Phase, Conference

Room Pilot

2 Give multiple

presentations to

Stakeholders and obtain

Feedback.

3 Revise Business

Blueprint

4 To get a sign off of the

agreed processes and

list of issues (open as

well as resolvable) from

the Stakeholders. Open

issues will be further

examined at Realization

Phase. Unresolved

issues if any at the end

of Realisation phase will

be discussed in the

Steering Committee &

CAB

2 Sign off Business Blueprint

pertaining to relevant

Business Process Cycle

(Functional Experts).

conducted in

Framework

Formulation Phase,

Conference Room

Pilot and

Stakeholder

Feedback.


The deliverables for this phase will include signed off documents covering but not limited to

the following:

1. Demonstration of configured and customized ERP Solution for implementing

Business Process Template

2. Conference Room Pilot acceptance certificate for each business process

3. Signed off Business Blueprint Document outlining each business process

1.10 Realization Phase

During this phase of project, the Bidder will configure and carry out the required

customization for the application as per the finalized Business Blueprint.

41


1.10.1 Custom developments and BI 1.10.1 Activity: Custom developments and

BI Realization Phase

Scope SI shall develop all the identified Custom developments as per the Business

Blueprint. Any changes necessitated with respect to cross-functional requirements

need to be incorporated. These customizations should augment the developments

carried out and fulfill the business activities presented in document format during

Conference Room Pilot phase.

The SI shall also develop all the Dashboards (including identified KPIs) and

establish the Business Intelligence (BI) landscape during this phase. The

development of BI will be undertaken in such a manner that all HAL units/Divisions

going Live will be automatically plugged to the BI platform.

BI database shall be updated automatically at pre-defined frequencies. The Bidder

has to keep provisions of incremental changes in BI from ERP data whenever

required.

Broad scope for BI features will include, but not limited to:

Development and deployment of well-designed interface which includes

user administration, security and development features to create and

maintain reports, charts, etc. Bidder should make a provision to incorporate

changes in the BI reports during Go-Live at different phases including Final

Go-Live.

Sharing of reports/queries, through portal, across the enterprise based on

role based access.

Creating a Business Intelligence dashboard personalized by job role.

Development of charts and/or reports representing key performance

indicators (KPIs).

User access control to dashboard applications.

IT/ End User should be able to develop custom reports.

The detail scope of work regarding BI is contained at Annexure-S14.

Note: The work relating to this activity will extend beyond the completion of this

phase and shall continue till Project Finalization

Team

Criteria

20% HAL, 20% OEM


42

1. To customize the

ERP application as

per Business

Blueprint Document

and address the

issues raised by

stakeholders

2. Develop BI

Dashboards at

Division, Complex

and Corporate

Level. Incorporate

changes in the BI

reports during Go-

Live at different

phases including

Final Go-Live.

1. Review the

customization

activities and BI

Dashboards

1. To provide domain expertise and

support on customization efforts by

SI in application fine tuning and BI.

2. Development Review to determine

whether the design, customizations

and implementation adheres to

proven standards such as

scalability, upward compatibility

etc.

1.10.2 Interface / Integration Development

1.10.2 Activity: Interface / Integration

Development Realization Phase

Scope SI shall develop and test all the identified Interfaces/Integration for integrating with

non-ERP applications as per the Business Blueprint, cutting across the Business

functions. A tentative list of applications along with requirements for integration with

ERP is available at Annexure -S8.

Team

Criteria

20% HAL, 20% OEM


1. To develop and test

necessary interface/

integration facilities

with existing

applications of HAL.

1. Providing technical

inputs for in-house

developed system.

2. Review the interface/

integration

1. To provide support on interface/

integration by SI.

43

1.10.3 Unit and Integration Testing

1.10.3 Activity: Unit and Integration Testing Realization Phase

Scope The SI shall demonstrate the realized processes to HAL Functional Users to

evaluate the configured application on suitability for business functions and system

performance. The SI shall prepare the testing plan for unit testing of each business

process, arrange for test data and record outputs. Any changes necessitated shall

be corrected and retested.

The SI shall also assist HAL team in performing system integration test to evaluate

the end-to-end system features.

Team

Criteria

20% HAL, 20% OEM


1. To demonstrate the

business functions as

configured in ERP

application.

2. To prepare testing plan

and scripts, in

consultation with HAL for

unit testing and integration

testing.

3. To prepare sample master

data required for testing.

4. To arrange for test data,

record the output and

retest after changes

1. To perform hands-on

testing on the solution

and to provide feedback /

suggestions on Business

requirements fulfillment

(Core Users assisted by

IT Teams).

1. To provide support

for HAL/ SI team

during unit and

integration testing.

2. To fine tune the

solution based on

business

requirements if

required

1.10.4 Supply and Installation of Infrastructure for Production and DR Setup

1.10.4 Activity: Supply and Installation of Infrastructure

Production and DR Setup Realization Phase

Scope Hardware/Infrastructure Sizing

The successful bidder will be responsible for server, storage and network sizing for

the Integrated Solution. The successful Bidder would have to identify infrastructure

44

requirement specification including requirement for Business Continuity & Disaster

Recovery site. The sizing needs to be done keeping in mind the following :

HAL’s requirement for performance, response time and scalability as mentioned

under Annexure-S10A, S10B and S10C to be considered and sizing of IT

infrastructure to be arrived by M/s IFS. While considering the Hardware following

service Level requirements should also be considered.

Guaranteed uptime (not less than 99.99%)

During its entire lifespan for the infrastructure with uninterrupted spares &

services. Such lifespan shall not be less than 7 (seven) years.

M/s IFS should certify the specifications including make and model of the

recommended Hardware infrastructure as per Annexure R2C.

The bidder would be responsible to conduct necessary site visits of HAL Data

center and DR site to ensure that the offered solution will be accommodated and

integrated with the existing infrastructure without requirement of any additional

materials or services. If any additional material/services are required the same are

to be considered during sizing / commercials.

Supply and Installation of Hardware

The SI should supply and install servers, storages, applicable network components

and accessories (e.g. SAN switches, Racks etc.) for the proposed Integrated

Solution in line with broad Solution architecture diagram in Annexure-S9. The

detailed BOM along with their minimum specification requirements for all supplied

infrastructure components is indicated in Annexure-S9A, S9B, S9C,S9D and

S9E.The infrastructure as supplied above should cater to HAL’s requirement for

performance, response time and scalability as detailed below :

The server/system should have provision for up-scaling the size (Memory

and Storage) by minimum of 100% with additional required components.

The storage should have provision for up-scaling the size by minimum of

200% with additional required components.

Production Database servers should be configured in Real Application

Cluster (RAC) mode.

High Availability (HA) mode to be configured for all applications/servers in

the production environment.

Configuration of DR Site using Oracle Data Guard.

All hardware components supplied as part of the production and DR setup should

have OEM support for a period of not less than 7 (seven) years from the date of

45

installation. The SI should not propose any component or sub-component that is

likely to be declared end-of-sale within 24 months of award of contract. If, the OEM

declares any of the components or sub-component end-of-sale within the said

period, the SI will replace the proposed component/sub-component with an

equivalent or better alternative that is acceptable to HAL at no additional cost and

without causing any performance degradation and / or project delays. Along with

the bid, the bidder shall submit Manufacturer’s Authorization Forms from

respective OEMs authorizing the bidder for supplying the items and confirming the

technical support for the above mentioned duration.

The make/family of the Database Server, Application Server and Storage of the

supplied hardware should match with the make/family specified in the test

certificate submitted along with the bid as per Annexure-R2A.

The supplied hardware should comply with pre dispatch inspection requirements

as mentioned in Annexure-S10A (Performance Requirements).During Pre-dispatch

inspection if it is found that the hardware supplied as per quoted BOM is not able

to perform satisfactorily as per the Annexure-S10, the additional hardware and

software components required, has to be borne by the SI without any additional

cost implications to HAL. The pre-dispatch inspection may be repeated till HAL is

satisfied with the performance requirements. The pre-dispatch inspection has to be

conducted without any additional cost to HAL.

SI is responsible for establishing the DR Setup in such a way that Synchronous

Replication between Production Setup & DR is ensured while taking care of

complete data integrity and protection from different forms of data corruptions such

as Block level corruptions, user level corruptions etc. RPO (Recovery point

objective) should not be more than 15 minutes. The DR site is planned at IT

Department of Helicopter Division, HAL at Bangalore. The Complete solution must

provide high availability, with active-active configuration at Production and DR site,

with no single point of failure for the complete system. The Hardware for DR

should be of similar family of servers as in the Production environment.

HAL will not be responsible, if the Sl has not provisioned some components, sub-

components, assemblies, sub-assemblies as part of bill of material in the bid, and

later at implementation stage, requires the same for meeting the functionality or

performance criteria. The Sl will have to provision the same, to meet the solution

requirements, at no additional cost and time implications to HAL.

SI shall provide an integrated solution after due consideration to the compatibility

issues between various components. If there is a problem with compatibility

46

between components, the SI should replace the components, with an equivalent or

better component that is acceptable to HAL, at no additional costs to HAL, without

any project delays. The Complete solution must ensure data safety and integrity in

the event of communication channel operation failures, software and hardware

operability failures.

The SI will be the single point of contact for HAL regarding Installation,

Configuration, upgrade & maintenance of all hardware (Servers, Storage, Network

components etc.) supplied with the proposed solution.

Supply and Installation of Software

The SI will be responsible for supplying the ERP application licenses and related

software, integration tools and installing the same. License requirements are

mentioned in Annexure-R3A, R3B and R3D of RFQ. HAL reserves the right of

deploying the licenses based on the actual project progress. The licenses shall be

supplied by the SI only on the basis of written requisition from HAL The licenses

shall be provided to HAL within 2 weeks of such requisition by HAL.

The bidder shall supply the latest applicable versions of required software:

Complete suite offer software including Add-on modules, IFS Report

Designer (for Order Reports), BI/CPM Software, SRM and CRM

Operating Systems, Database software

Third Party software like Crystal Reports, Backup Software, Virtualization

Software etc.

The software/ user licenses supplied as above should have perpetual validity. All

software/ user licenses shall be in the name of Hindustan Aeronautics Limited.

The software licenses should not be restricted based on location/hardware/

application and HAL should have the flexibility to use the software licenses for

other requirements, if so required.

Along with the licenses, the SI should supply Product Documentation (Hard Copy /

Soft copy) including but not limited to:

Technical manuals

Installation guides

System administrator manuals

Toolkit guides and Troubleshooting guides/ FAQs for technical and

47

functional area.

All the above documents mentioned or any other standard documentation for the

product should be included in the price of the license. All the tools, accessories

and media supplied under the contract shall be original copies and warranted

against damages or not working, and will be replaced without any cost to HAL.

HAL shall have exchange or swap rights for the ERP licenses and add-ons,

permitting the future trade-in of unused licenses or add-ons in exchange for more

usable licenses or add-ons of the same value with same discount being applicable.

ERP End User licenses offered to HAL shall have the right to use all the features of

the ERP as per privileges assigned.

Administrator privileges for all hardware/software components including servers,

storage, switches, databases, ERP software, BI software etc will be solely with

HAL.

The SI will be the single point of contact for HAL regarding Installation,

Configuration, upgrade & maintenance of all software (ERP software, Add-on

Engines, 3rd party software etc.) supplied with the proposed solution.

Training

a) To Provide training for minimum 4 days duration as per Annexure-S6, for 3 HAL

Personnel by Product OEM Specialists, on Solution Technology Areas(OS,

Storage Administration, Backup Solution Administration, Network components

Administration etc.) preferably in lab setup.

The OEM shall provide appropriate training materials and practice exercises

for the team.

Theorem should obtain training feedback after each session and address

inadequacies if any.

The OEM shall arrange for Training Space.

b) To Provide training for 6 days duration , for 5 HAL Personnel by Database

OEM Specialists, on Database Administration (Oracle and SQL-Server

Administration) .

The training to be arranged at OEM training facility.

The training should cover administration of database for ERP, BI and other

solution components.

48

The OEM shall provide appropriate training materials and practice exercises

for the team.

Theorem should obtain training feedback after each session and address


Team

Criteria

20% OEM, 20% HAL

Note: HAL will issue the approval for pre-dispatch inspection of infrastructure

components required for production and DR setup only after successful completion

of Stage I.(i.e. after successful completion of Conference Room Pilot)


1. To arrange for Pre-dispatch

inspection of Infrastructure

for Production setup.

2. To demonstrate the system

performance capability as

per Annexure-S10A

(Performance Requirements)

3. Supply and installation of

infrastructure for Production

and DR setup.

4. Getting Installation certificate

from HAL after successful

installation at HAL site

1. To depute persons for

pre-dispatch inspection

of production setup.

2. Verification of

production hardware

during pre-dispatch.

3. Verify the installation

of production & DR

setup

4. Provide Installation

certificate after

successful installation

at HAL site

1. To verify suitability

of infrastructure as

per solution

requirements.

2. Verify Bill of

material and 3rd

Party software

usage.

1.10.5 Preparation of Data Migration templates and Scripts 1.10.5 Activity: Preparation of Data Migration templates

and Scripts Realization Phase

Scope The SI shall prepare scripts / templates for migration of data to new system as per

data conversion / centralization strategy and propose data conversion procedures.

These scripts shall take care of mapping of existing ERP data with the proposed

system data structures.

Team

Criteria

20% HAL, 20% OEM

49


1. To prepare the scripts /

templates for data

migration and test the

same.

2. To undertake the testing

of the data conversion

and migration to the new

system, as part of system

integration testing.

1. Review and test migration

scripts/ templates under

guidance of SI.

1. To verify suitability of

data migration/

centralization scripts/

templates

1.10.6 Configuration Review

1.10.6 Activity: Configuration sign-off Realization Phase

Scope The SI shall demonstrate mapping of each business process in the Integrated

Solution in detail to HAL team and obtain their feedback and submit for approval

by HAL. The SI shall incorporate approved changes, test the same in development

environment with HAL team and update the relevant documents including

Business Blueprint. All updates should be approved by HAL.

Team

Criteria

20% HAL, 20% OEM


1 To demonstrate

integrated solution to

HAL team.

2 To prepare the final

solution configuration

document.

To review solution configuration

document pertaining to relevant

Business Process Cycle

(Functional Experts assisted by

ITSS).

To verify the final

solution configuration

document



the following:

1. Customization patches on base solution

2. Interfaces / scripts/ Patches for integration of other applications with ERP

50

3. Unit Testing Acceptance Certificate for each Business process identified in the

Business Blueprint

4. Integration testing acceptance certificate for the complete solution

5. Pre-dispatch inspection certificate for production and DR setup infrastructure

6. Supply of all hardware and software components for production and DR setup

7. Installation certificate for each hardware and software component for production

setup

8. Data migration templates / scripts for each business process

9. Review of Solution configuration document

10. Phase completion Certificate based on reviewed solution configuration document.

1.11 Final Preparation Phase

This “Final Preparation Phase” shall be carried out for each Division that shall Go-Live in

Pilot and rollout groups.

Some of the important activities / deliverables during this phase would be:

1.11.1 Training Plan and Go-Live Criteria

1.11.1 Activity: Training Plan and Go-Live Criteria Final Preparation Phase

Scope The SI should prepare the detailed plan for Go-Live after getting approval from

HAL. The Go-Live plan should identify the training requirements and schedule for

training the end-users at different locations and different user departments. The SI

in consultation with HAL should define the criteria for Go-Live and the timelines for

the same.

Team

Criteria


1 List of activities to be

completed, as criteria for

Go-Live.

2 Detail training plan

including course content,

duration, batch size,

location and dates.

1. Approve the Go-live

criteria and training

plan

51

3 Getting Approval for Go-

live criteria and training

plan

1.11.2 Data Conversion and Migration

1.11.2 Activity: Data Conversion and Migration Final Preparation Phase

Scope Existing data of all Divisions (IFS-ERP data/ Data required for new ERP

functionalities stored currently under non-ERP applications) need to be ported into

the central database after cleaning, standardizing, harmonizing and correcting the

data as required.

SI is responsible to collect the data, analyse it and populate into the system.

Characteristics of Raw materials and standard parts like specifications, condition,

different dimensions to be segregated using Master Data Management (MDM)

tools and after vetting by the user data to be migrated to New ERP

Example of Raw Material:

Specification : Steel - 30KHGSA

Condition: Annealed

Standard: OST 24109-94

Type= Hollow Bar

Description1= Inner Dia Dim1 = 4 Unit1=mm

Description2= Outer Dia Dim2 = 8 Unit2=mm

Description3= Dim3 = Unit3=

All the Divisions Master data need to be

Extracted

Cleaned

Standardized / Rationalized

Centralized

Harmonized

Master data needs to be harmonized with old transaction data, wherever

applicable.

All old transactional data need to be migrated in the Central Production Server and

user should be able to view those data seamlessly in the new system after doing

52

necessary corrections in the master data based on the new codification, policy etc.

For example, if a part A101 is assigned a central code as B203 during codification,

and we need to see all the purchases against the part no B203, it should be

possible by issuing a query with the part no B203 to see all the variants (such as

A101) and historical data from all Divisions.

The SI shall do following as a part of Data migration

Extraction – The Master data and transaction data pertaining to each Division to

be extracted from the respective Division data base based on the Pilot / Rollout

priority.

Cleaning / Standardization / De duplication / Rationalization

Remove unwanted / wrong / duplicate data

Standardize similar data / codification

Standardize nomenclature / description across Divisions

Harmonization – New Master data to be updated in the old transactions where old

codes existed with provision for referring old master data.

Re-codification– Wherever required, new codes / naming conventions to be

developed.

Loading –The transformed or processed data needs to be loaded into an

intermediate or a staging location before quality testing and migration into

Production Database.

Quality Testing – The validated data will be tested by users as per new business

process mapped by checking all the transactions. Also the old transaction will be

checked and verified for harmonization and completeness.

SI shall also develop necessary integration scripts, with support from HAL,

required for integration of existing applications like Divisional

Production/Finance/IMM/HR Dashboards etc. with the newly implemented solution

to ensure un-interrupted services for end users.

Team

Criteria

20% HAL, 20% OEM


1. Identification of duplicate 1. Check the migrated

53

/abnormal data

2. Development of scripts for

data conversion

3. Migration of corrected data

to new ERP

4. Testing and verification of

migrated data

5. Migration of Cut-over data,

if required

6. Getting certification for

completion of migration of

data

data to ensure

completeness by

Power Users assisted

by IT Teams

2. Certifying completion of

data migration

activity(Core Users

assisted by ITSS)

3. Review of Data

extraction, Cleaning,

re-codification and

Harmonization

1.11.3 Training to Divisional Functional and Technical Expert teams

1.11.3 Activity: Training to Divisional Functional and Technical Expert teams

Final Preparation Phase

Scope The SI shall provide hands on training to Divisional Functional and Technical

Expert teams as follows

Training for Divisional Functional Team: This team should be trained in

Business processes and features of ERP product in respective modules

which have been included in the scope for HAL with special emphasis on

cross functional impacts of each activity. Both transactional data entry and

master data setup / configuration aspects should be covered.

Training for Divisional Technical Team: This training should cover

Business processes and features of ERP product in respective modules in

ERP, cross functional impacts , master data setup / configuration , data

migration scripting, development of ad-hoc queries, reports development,

troubleshooting etc.

The SI should provide appropriate training materials and practice exercises for the

team. The SI should obtain training feedback after each session and address

inadequacies if any. The training will be conducted in batches separately for pilot

group of Divisions and each roll-out groups of Divisions at a centralized location,

preferably Bangalore.

54

The SI shall preparation and submission to HAL in adequate copies of the training

material and end user manuals. End user manuals should cover “how to use”

concepts (step by step screen shots) for all modules of the solution being

implemented.

Note: Cost towards travel expenses, boarding, lodging etc. for HAL personnel will

be borne by HAL.

Team

Criteria


1. Batch wise hands on

training during each

implementation phase

separately.

2. Providing of adequate

training material

3. Collection of training

feedback and report

inadequacies if any

1. Deputation of

participants as per

schedule.

1.11.4 Users Creation and Authorizations

1.11.4 Activity: Users Creation and Authorizations Final Preparation Phase

Scope The SI shall create a set of roles for various business activities in consultation with

HAL. SI shall define a format for user authorization matrix in line with principle of

Segregation of Duties which will be approved by HAL. The SI shall create all users

as per the user authorization matrix.

Team

Criteria

20% OEM


1. Create a set of roles for

various business activities

2. Creation of user

authorization matrix in

line with principle of

Segregation of Duties

1. Approve Authorization

matrix for each user.

55

3. User creation as per

authorization matrix

4. Defining reports from the

system leading to

adherence to Governance

and Risk Compliance

(GRC) Norms

1.11.5 Training to Divisional End users

1.11.5 Activity: Training to Divisional End users Final Preparation Phase

Scope The SI shall provide hands on training to Divisional Power users teams and end

users as follows

Training for End Users: End-user training should cover specific step by

step activities covering different functional / process aspects of the system

relevant for different end-user segments. Training should enable end-users

to independently handle their day to day operations and know the relevant

reports / MIS in his/ her respective area of work. The training provided to

ERP end users should be of minimum 2 days duration for each functional

area.

The SI should provide appropriate training materials and practice exercises for the

team. The SI should obtain training feedback after each session and address


The training would be conducted batch wise at each of the Division of HAL under

implementation.

Team

Criteria


1. Process-wise hands on

training to end users of

each Division.

2. Providing of adequate

training material

3. Collection of training

1. Deputation of

participants as per

schedule.

2. To provide required

infrastructure for end-

user training

56

feedback and report

inadequacies if any

1.11.6 Stress and Volume Testing

1.11.6 Activity: Stress and Volume Testing Final Preparation Phase

Scope Stress and Volume Testing will take place at HAL data center as per Annexure-

S10B (Performance Requirements). The bidder should simulate post-go live

environment for 10000 users using standard Performance measurement tools.

At the beginning of this activity, the performance testing environment and the

method of conducting the performance testing to determine system performance

against the response time targets will be specified by OEM &SI in consultation with

HAL.

If the bidder is unable to perform this test but the system performance is

satisfactory as per the criteria of Annexure -S10C with full load of Pilot sites, then

10% of the cost of Production Hardware comprising of Database Server, Storage

and Application Server (Ref Annexure R3C Item No 1, 2 and 4) will be kept on

hold. The payment will be released only after Final Go-live at all locations if the

performance (as per the criteria of Annexure -S10C) is found satisfactory.

The cost incurred, if any, in order to meet the specified performance criteria, shall

be borne solely by the SI.

Team

Criteria

20% OEM, 20% HAL


1. Carry out Stress and

Volume Testing as per

Annexure-S10B

(Performance

Requirements).

2. Fixing of identified

problem.

1. Review Stress and

Volume Testing under

SI guidance.

2. Certifying the system

performance report

(ITSS).

1. Assist SI in Stress and

Volume Testing in line with

approved plan.



the following:

57

SL No. Phase Deliverables

1

End-user Training plan

Training courses, mode of training, venue of training and schedule of

training

List of participants

Trainer details

2

Schedule and Criteria for Go-Live

Parameters to be considered for Go-Live.

Sign-offs required for Go-Live.

KPI target values and KPI monitoring plan.

3 Definition of cutover strategy and plan

4

Data migration report indicating conclusion of data migration as per the plan

Data extraction carried out.

Data cleansing undertaken.

Data posting on ERP application.

The schedule of data loading (master & cut-over data).

Process wise Comparison report of data exist in new against existing

system

5

System administration document

Data management and backup procedures

Security procedures

User responsibilities

Disaster recovery plan.

6 Warranty Management Plan of the complete solution.

7 KPIs/Dashboards for BI.

8 Training Attendance, user feedback and training material.

9 User authorization matrix in line with Segregation of duties (SOD)

10 Stress and Volume Testing satisfactory report if performed

1.12 Go-Live and Hand Holding Phase This “Go-Live and Hand Holding Phase” shall be carried out for each Division that shall Go-

Live in Pilot and rollout groups.


58

1.12.1 Go-Live

1.12.1 Activity: Go-Live Go-Live and Hand Holding Phase

Scope The SI shall ensure that the data transfer is completed during the black-out period

(The period during which ERP Server is not available to end users due to pre Go-

Live activities) and new System is released forthwith for the operations to HAL.

The transactions that are carried out during the black-out period shall be

incorporated by the SI for smooth transition to the new System.

The SI shall plan that black-out to be as minimum as possible (in-line with the

approved project plan) as it will hamper HAL operations which are very critical.

The entire data to be transferred to the new System should be kept ready before

start of black-out period.

As part of go-live readiness, the SI would be responsible to successfully

demonstrate matching of trial balance and balance sheet in old and new ERP

system, taking into consideration line items details with values. Adjustment entry

provisions on the solution should conform to global best practices.

Team

Criteria

30% OEM


1. Ensure completeness of

data in new system

2. Demonstrate matching of

trial balance and balance

sheet of old and new

system, taking into

consideration line items

details with values.

3. Getting acceptance for Go-

Live criteria from HAL

1. Certifying the fulfillment

of Go-Live Criteria

Assist SI in Go-live activities

59

1.12.2 Hand Holding

1.12.2 Activity: Hand Holding Go-Live and Hand Holding Phase

Scope On-site Hand Holding Support

The SI shall provide post Go-Live, on-site, Hand Holding and support for a

minimum period of ninety (90) days by deploying on-site support staff at each

implementation unit/Division. On-site Hand Holding Support should aim at holistic

solution for issues reported including educating the user, participating in cross

functional discussions and knowledge transfer to Divisional HAL functional and

technical team.

The changes, if any, that arise during the roll-out phases shall be applied to the

Business Blueprint and the latest version to be rolled-out to the already

implemented locations and subsequent roll-out locations.

The SI shall be responsible for smooth transition between on-site support and

helpdesk support. Any issue left unresolved at the end of hand holding will be

automatically moved to Centralized handholding support.

The Support services during this period shall be provided to HAL at no additional

cost.

Centralized Hand Holding Support

During this phase the Bidder shall provide on-site resources at HAL’s centralized

location for the following:

• Provision of software upgrades and patches and resolution of software bugs

• Training of HAL personnel on upgrades / New features

• Support to HAL’s users through provision of access to telephone / fax / e-

mail / Video conferencing.

• Logging and resolution of problems through deployment of onsite personnel.

• Assistance with recovery from operator errors, system errors or hardware

failures;

• Operational assistance with special processing events (end of year close

off, tax reporting etc.)

• Enhancement & Bug fixing.

• Any other activity/ service/ supply as per the terms of Software Maintenance

Support(1.14.1) and not covered above specifically

• Duration of Centralized Handholding Support: The centralized handholding

60

support will start after 3 months of first site Go-Live and will continue till the

start of Software Maintenance Support Phase as per clause 1.14.1

• Issue resolution time during handholding Support shall be same as Software

Maintenance Support.

The Support services under this period shall be provided to HAL at no additional

cost.

Team

Criteria

50% HAL


1. Deploy onsite support

team

2. Maintain the Issue log

with resolution.

3. Latest version to be

rolled-out to the already

implemented locations in

case there is a change of

business blueprint.

4. Smooth transition

between on-site support

and centralized support.

1. Certifying the Issue

log and issue

resolution (Divisional

IT Head).

2. Participate in

handholding activity

under SI guidance.

1.12.3 Performance Monitoring and Tuning

1.12.3 Activity: Performance Monitoring and Tuning

Go-Live and Hand Holding

Phase

Scope Performance Monitoring and Tuning will take place at HAL data center as per

Annexure-S10C (Performance Requirements).This activity will be performed after

the go-live of the pilot and each of the roll-out groups.

If as a result of performance testing, HAL determines that one or more system

performance requirements have not been satisfied, then each of these

requirements will be recorded as a defect with a severity classification of “High”.

The cost incurred for the fixing of the Problem shall be borne solely by the Bidder

and such cost shall not be reimbursed by HAL.

61

Team

Criteria

25% OEM, 25 % HAL


1. Comply with

Performance

requirements by

incorporating necessary

changes in system as

suggested by OEM.

2. Getting approval of

compliance of

performance

requirements.

1. Verify the Performance

Test results

1. Perform test for

performance requirements

and recommend solution

to fulfill the findings.

1.12.4 Audit of the Implemented Solution

1.12.4 Activity: Audit of the Implemented

Solution Go-Live and Hand Holding

Phase

Scope Within 1 year of the Go-live of all sites, a Functional and Technical audit of ERP

should be conducted by a reputed external Audit agency in co-ordination with HAL

and OEM. The Audit agency should be CERT-IN Certified. Prequalification criteria

for the Auditing agency are available at Annexure-S18. The Scope of work for the

audit is available at Annexure-S19. The deliverables to be submitted as a result of

the audit carried as above is listed in Annexure-S17.

All corrective actions arising out of audit should be promptly attended concurrently

by the System Integrator by augmenting its resources, as may be required, without

any additional cost.

Joint signed statement by system integrator and ERP Product OEM of having

implemented the corrective measures should be submitted to HAL.

SI shall submit the compliance report for such audit observations within 1 month of

audit being completed.

Team

Criteria

50% External Audit agency,25 % OEM, 25 % HAL


1. Comply with audit finding 1. Review audit report 1. Assistance in performing

62

by incorporating

necessary changes in

system as suggested by

auditor.

2. Getting certification of

compliance on audit

findings and submit to

HAL.

2. Approve corrective

actions incorporated

the audit and implementing

recommendations in the

solution to fulfill the findings.

1.12.5 System administration

1.12.5 Activity: System Administration Go-Live and Hand Holding Phase

Scope The SI shall perform the following system administration activities till the beginning

of Software Maintenance support as mentioned in section 1.14.1

Installation, Configuration, administration, trouble shooting and performance

tuning of all servers (database, applications etc.)

Database software installation, memory allocation and usage monitoring

Backup, recovery and all other DBA related activities

Test the Backup

Installation of applications and related tools

Database/ERP/Operating System/3rd Party Software patch/service pack

updates.

Ensuring appropriate knowledge transfer so that HAL team can take care of

system administration tasks.

The SI will be responsible for requirements like database setup, application

patching, operating system patching, database tuning, database synchronization

etc.

The system administration for the entire solution will be the responsibility of the SI

till the beginning of Software Maintenance support as mentioned in section

1.14.1.However, HAL resources should be part of system administration team.

Team

Criteria

20% HAL 10%OEM


1. Carry out all system 1. Participate in system 1. Assist SI to Carry out all

63

administration activities

required for complete

integrated solution.

administration activities

under SI guidance.

system administration

activities



the following:

1. Go-Live certificate as per the criteria set for Go-Live

2. Division wise Issue log and resolution with details of

Time of issue registering and resolution

HAL personnel who raised the issue

3. KPI achievement report

KPI planned vs. achieved

Actions required to achieve the KPI’s

4. Closure document of all issues raised during the hand holding support Period.

5. Document certifying the matching of line items of the Trial Balance with values.

6. HAL Certified Report for Performance Monitoring and Tuning

7. Audit compliance report.

1.13 Project Finalization Phase


1.13.1 Project Finalization

1.13.1 Activity: Project Finalization Project Finalization Phase

Scope The SI should confirm successful completion of the project as per scope of work

and project documents. The SI should ensure that the Broad Expectations and Key

Objectives of the project as mentioned in Annexure-S2 are achieved and Following

Key deliverables are handed over to Project Management Team of HAL.

1. Finalized and Approved Standard process template (Business Blueprint)

including additional features accepted for implementation

2. Comprehensive Hardware Architecture Map for the proposed solution

indicating number and types of servers, storage and related accessories for

management of total solution - separately for Production, Development,

Quality/ Testing and Disaster Recovery setups.

64

3. Comprehensive Software Architecture Map indicating type, version and

number of licenses for Application, RDBMS, Third party software and

integration tools for the complete solution - separately for Production,

Development, Quality/ Testing and Disaster Recovery setups.

4. Detailed specification of the hardware, relevant networking components,

system software, application software, third party software, integration tools

and utilities as provided in the Architecture maps.

5. High Level System Design Document for the ERP Application along with

detailed Database design Document.

6. List of deployed Reports/ MIS / KPI / Score Card / Dashboards with detailed

information

7. Periodic Audit/ Review reports during the Project

8. Latest Setup files for IFS Application, BI, RDBMS, OS and any other third

party software/tools

9. CD/DVD of System Manual

10. CD/DVD of Administration Manual

11. CD/DVD of End-User Manual. End-user manual should be updated to

include customized features

12. CD/DVD of Context Sensitive Help files. Help files should be updated to

include customized features

13. CD/DVD of Documentation for System Backup/ Archival

14. CD/DVD of Documentation for Test Setup creation / updation

15. CD/DVD of Documentation for Creation and Deployment of Formatted and

ad-hoc reports including BI Reports

Team

Criteria

10%OEM


1. To prepare and hand

over the deliverables to

HAL

1. To verify and accept the

deliverables

1. Assist in preparing the

deliverables



the following:

1. Deliverables as mentioned in the scope

65

2. Project Completion Certificate along with Go-Live certificate of all the Divisions as per

scope

1.14 AMC and Support Phase

1.14.1 Software Maintenance Support

1.14.1 Activity: Software Maintenance

Support AMC and Support Phase

Scope Software Maintenance Support to be provided for ERP and database, for a period

of 5(five) years, starting from 1(one) year after final Go-Live or 3 months after key

objective fulfillment as per Annexure - S2, whichever is later as part of this

contract. For this, required numbers of resources have to be deployed onsite with

support from IFS Noida/Global. By agreeing the terms of this RFQ, the SI also

agrees to provide support, on placement of order by HAL, for further 5 years at

the same rates and terms and conditions after completion of five year Software

Maintenance Support period.SI should submit an undertaking from ERP OEM to

provide support for the ERP Software for a period of at least 7 years from the date

of Final Go-Live of ERP, without any obligation on HAL to upgrade to higher

version.

SI should ensure that the Software Maintenance Support as required for IFS

Applications including all its components is arranged from the OEM’s resources/

OEM certified resources only. A letter of confirmation on support from OEM to be

submitted by SI before first site Go-Live. The Support requirements for the entire

solution should be co-ordinated by the onsite support team for AMC and Support

Phase.

The SLA requirements for Software Maintenance Support are detailed in

Annexure -S13.

The Response and resolution time to be maintained for issues reported during

Software Maintenance support(Performance Monitoring & Bug Fixing & LCS -

Operations Support) will be as follows:

Priority Definition Max

Response

Time

Max

Resolution

Time

High All or part of the Software/Solution is unavailable

resulting in serious consequences for normal

Business Transactions for all applicable groups of

1 Hour 6 Working

hours

66

users. E.g.; Complete System / a module/ site

unavailability tested at site of Production setup,

data replication to DR site not functioning etc.

Medium Full/ Partial loss of any business critical Software

feature for any number of Users.

E.g.: Users in a Division are not able to run a

particular report, a particular user is unable to

create a PO/ Shop Order etc

4 hours 1.5 Working

Days

Low A low impact problem that affects the efficiency

of users but has a simple workaround

OR

Minor errors/ Documentation issues fall into this

severity.

1

Working

Days

Two Weeks

Unlimited Support from IFS through telephone / Fax / E-mail / Video Conferencing

/Installation visit as required should be provided as part of the support. OEM shall

visit the ERP installation quarterly to ensure the quality of services rendered.

Major components of Software Maintenance Support are:

1.14.1.1 Performance Monitoring and Bug Fixing

Major activities in this component include :

a) System Uptime Maintenance

Minimum uptime of 99% per quarter to be maintained for production setup

excluding hardware components.

Uptime will be calculated based on the following formula:

System Uptime=

(Total Time–Planned Unavailability–Service Unavailability) * 100

(Total Time–Planned Unavailability)

Total Time (TT) means the total hours in the given quarter. E.g. 91x24=2184

hours in the first quarter of financial year (Apr-May-Jun).

Planned Unavailability (PU) - means the number of hours in the given

quarter during which the Services unavailability is requested by the SI to carry

67

out system up-gradation/configuration changes if required and approved by

HAL. In such cases, HAL should be given prior notice for planned

unavailability at least 10 days in advance.

Service Unavailability (SU) means number of hours in the given quarter

during which the solution is unavailable for business users due to

unscheduled disruption/failure.

b) Fixing of Bugs

Fixing of Bugs to be ensured as per the response and resolution time matrix

mentioned above. Indicative examples for bugs can be:

Performance issues: Report/Process which was working fine but has

become slow due to data growth.

Functionality not working as envisaged in IFS Application including all

its components and Database.

SI shall provide a helpdesk along with software platform for HAL to report all

software bugs with provision for categorization and tracking. Software

Maintenance support team shall supply and install bug fixing patches after

testing to ensure un-hindered business operations.

c) Performance Checking and Tuning

The support team should conduct pro-active maintenance and performance

tuning for the solution to ensure optimal performance and availability.

Daily report on backup execution, Data replication to DR site, system

performance parameters like average CPU utilization, memory utilization etc.

should be submitted to HAL Help Desk Co-ordinator.

Quarterly health checkup should be conducted and detailed report should be

submitted on:

1. Whether Replication, Archival, compression etc. are happening correctly

2. Backup’s integrity

3. Trend for database growth

4. System consistency with respect to versions, latest patches, etc

5. Recommendations for performance improvement

6. Performance test for a list of business activities as per Annexure-S10C. To

perform these tests, mutually agreed open source network analysis tools (like

Wireshark) can be used.

68

7. To generate report on violation of SoD (Segregation of Duties) as per GRC

norms and generation of reports if required as per recommendation of security

audit

1.14.1.2 IFS Life Cycle Support (LCS)

Life cycle support shall be provided for the integrated solution including ERP,

BI/CPM, SRM and CRM to comply with the response and resolution time

matrix mentioned above.

Major activities in this component include :

a) Upgrades for ERP software

HAL to be informed in advance about release of all the upgraded versions of

ERP and provided with the required software without any extra cost to HAL. SI

/IFS will demonstrate the features in the upgraded version on the Test Server.

Also a detailed Project plan for undertaking the upgrade along with required

customizations will be submitted to HAL. The plan should cover activities

involved, different types of manpower required and effort in terms of man days.

HAL will review the need for upgrade after considering the scope, Functionality

change, customization effort, Data Migration effort, overall cost, etc.

Implementation in the Production environment will be undertaken by SI and

IFS in case HAL decide to go for upgradation. The cost towards customization

if required as per the need of layered architecture and training for the

upgraded version will be borne by HAL. All other activities are to be carried out

as part of the LCS without any extra cost. In the event of no applicable

upgrades for any of the software components within IFS portfolio during the

payment period under consideration, SI shall provide a certificate from IFS for

the same.

b) Security patches and updates for changes in the eco-system

All the security patches and updates for the Licensed IFS Products to be

provided to HAL as part of the LCS without any extra cost to HAL. Supply and

installation of patches will be undertaken only after written approval for testing.

The patches and updates should be able to keep up with changes in solution

environment like Operating System, Browser, Database, Java Versions, Dot

Net, new technologies etc. HAL shall be informed in advance about availability

of patches as applicable to the environment. In the event of no applicable

security patches/ updates for any of the software components during the

payment period under consideration, SI shall provide a certificate from IFS for

69

the same. Actual installation of patches in production environment to be

carried out after successful testing.

c) Compliance with Indian Statutory Requirements.

Supply and installation of Product Updates to meet Indian Statutory

Requirements in terms of Tax Structures, Financial Reporting etc. Such

patch/updates are to be promptly developed, supplied and implemented to

match the statutory timelines by IFS.

d) User Trainings

i. Periodic hands-on training (minimum 2 days per batch) to users on various

ERP processes /activities: Training should be imparted to a minimum of 6

batches per quarter (Each batch with 30-40 users) and rating/feedback by

participants to be recorded. The training may be conducted in classroom /

video conferencing mode as per HAL requirement. Class room trainings

will be conducted at HAL premises in Bengaluru. For all types of training,

training materials must be shared with participants through an online

mechanism. The training should be imparted by skilled personnel with at

least 3 years working experience in the ERP solution. Before each batch of

training, nominations for trainers along with relevant credentials

(experience etc.) shall be submitted to HAL helpdesk coordinator for

approval. In addition, SI shall also provide an online platform for self-paced

learning of users.

ii. Annual Hands-on Classroom Technical Training (minimum 2 days per

training) to HAL’s technical team (batch of 25 - 30 personnel):The scope of

the training will include but not limited to the following:

1) Report Designing and deployment.

2) New Features and Custom Developments

3) Business Intelligence

4) Integration architecture

e) Disaster Recovery

LCS Team is responsible for switching to Disaster Recovery Setup in the

event of non-availability of production setup and recovery of database/

applications in the event of crash.

Business continuity mock-drills should be conducted on a yearly basis to

ascertain functioning of high availability and disaster recovery.

70

Note: A separate confirmatory order will be placed for IFS Life Cycle Support

after satisfactory completion of hand holding support (ref para 1.12.2) and

review of IFS Product Version upgrade roadmap

1.14.1.3 Operations Support (Functional)

A dedicated Operations support team shall be stationed at a central location in

HAL premises at Bengaluru to resolve IFS operational issues raised by HAL

as per resolution and response time matrix mentioned above.SI shall provide

a software platform for HAL to report all software support issues with provision

for categorization and tracking. The Operations support helpdesk (onsite)

should be operational to cater to the business requirements of HAL. i.e. from

9:00 AM to 6.00 PM for six days every week and skeleton manpower on

Sundays/holidays.

The broad scope for Operations Support will be including but not limited to the

following:

Record issues/queries/requests received through telephone/Mail, generate

appropriate tickets for each issue for further tracking and record solution

with user feedback.

Troubleshoot the issues reported and identify, implement and document

the solution.

Educate users on the solution

Troubleshoot and rectify reports, custom fields/screens and BI dashboards,

test, and get concurrence from IT coordinator

Bring to the notice of HAL Helpdesk coordinator, If resolution for any

reported issue is delayed

Maintain / Update Documentation / user manuals for all changes made to

the entire solution

Any erroneous operation requiring backend support.

Technical Assistance to HAL Support Team in Maintenance of masters

Troubleshoot and rectify issues in printing a document/report/ bar code due

to change in printer model /printer settings.

71

The type/experience and minimum number of onsite personnel required for the

support is as follows:

Support Personnel with No. of Years of Experience in IFS Solution and associated Technology/ Module

Minimum Number of Persons Reqd.

Support Personnel on the rolls of

(a) (b) (c)

Support Consultant (1 to 3 years) 6 SI

Senior Support Consultant (3 to 7 years)

6 SI/IFS

Support Project Manager (> 15 Years) 1 IFS

Onsite people should be provided with support from IFS India Team as well as

IFS Global. Due to HAL’s information security reasons, Production servers will not

be connected to internet but can be accessed from any location within HAL Wide

Area Network. The personnel deployed for the Software Maintenance Support will

be interviewed / tested by HAL for required competencies for the role. SI shall, at

no additional cost to HAL, augment the resources to meet support requirements

as the need arises. HAL reserves the right to request for a change of support

resource, if HAL is not satisfied, any time (even post-approval) due to capability

and/or performance limitations/unsuitability or any other constraint. SI/IFS shall

promptly provide substitute for the same by providing forthwith similar or higher

experience, qualification & capability. In case, there is a requirement for

substitution/change of resource, the same shall be effected with due approval

from HAL helpdesk coordinator and to ensure smooth transition at no cost to HAL.

1.14.1.4 Annual Technical Support (ATS) for Oracle Database

SI shall Inform HAL in advance about availability of Security Updates, Patches

and Upgraded versions for Oracle Database software.

Supply and installation of Security Updates, Patches and new

versions/releases of Oracle Database software. When installing in the live

environment, compatibility with existing software to be taken care.

Access to Oracle Metalink using internet connection.

Onsite support in the case of database crash

Provide patches through metalink as released by Oracle wherever required

Review of Database performance Reports.

72

Up-gradation of Oracle Software will be carried out as per the IFS R&D

procedures as compatible to the Hardware, other Software and Current

version of IFS

The L1 support team will consist of a DBA who will address issues and

carryout the activities mentioned above.

Centralized/Web based training on Oracle Database features by ERP OEM for

a period of 3 days annually.

Offshore support for installation of additional licenses.

Technical literature/documentation (soft copy).

Note: Invoice for Software Maintenance Support can be raised on quarterly basis

on 01st Apr, 01st Jul, 01st Oct and 01st Jan or part thereof along with necessary

documentary proof for all activities covered in the scope mentioned in 1.14.1.

Following activities must be completed before raising the invoice for the above

activities:

a) 95% of the reported bugs( reported in the quarter and carried over from last

quarter) and all issues with high priority raised during the quarter are

resolved

b) All upgrades/ Updates/ Security Patches released during the quarter are

handed over to HAL along with the Software, required Software Tools,

Procedures and Documentation. Necessary Demonstration on Test Server

for updates and in IFS Test Lab for version upgrades is demonstrated to

HAL. All Updates/ Security Patches authorized by HAL should have been

implemented as of date of raising of invoice. In case no Update/ Upgrade/

Security Patch is released during the quarter, a certificate to this effect from

the ERP OEM is to be produced.

c) All upgrades/ Updates/ Patches required for Compliance with Indian

Statutory Requirements are handed over to HAL along with the Software,

required Software Tools, Procedures and Documentation after necessary

demonstration on Test Server. All Updates/ Upgrade/ Patches authorized

by HAL should have been implemented as of date of raising of invoice. In

case of no Update/ Upgrade/ Patch, a certificate to this effect from the ERP

OEM is to be produced

73

d) DR setup is tested and found working satisfactorily and mock drill for DR

setup undertaken during the quarter ending 30th June.

e) 90% issues logged under Operational Support (reported in the quarter and

carried over from last quarter) and all issues with high priority raised during

the quarter are resolved.

Team

Criteria


1. To comply with the

scope of work as

envisaged above.

2. SI will be the single point

of contact for HAL for all

solution related issues.

1. To liaise with SI/ OEM

team for Software

Maintenance Support

activities (ITSS)

1. To provide

comprehensive

Software Maintenance

support as per scope of

work.

1.14.2 Hardware Maintenance Support

5.8.2 Activity: Hardware Maintenance

Support AMC and Support Phase

Scope SI should ensure that the comprehensive AMC for components of production, DR,

test and development setup along with storage solution and Oracle RAC is

arranged from the respective OEMs only with 24 X 7 Comprehensive support for a

period of 5 years from the date of the acceptance (after installation, commissioning

and Trial-run for seven days) by HAL. Support confirmation letter for the said

duration and scope from each OEM in this regard should be submitted by the SI at

the time of supply. Copies of Support orders placed on the respective OEMs for the

said duration by SI shall be submitted to HAL on installation of the Hardware and

Database components.

The Support requirements for the entire solution should be coordinated by the

onsite support team for AMC and Support Phase.

In case of any hardware change, necessary support shall be provided to ensure

smooth transition of operating environment till the completion of AMC and Support

phase.

Bidder should submit, along with the bid, authorization letter from OEMs of

Servers, storage and backup solution of production, DR and Test & development

74

setup, committing back to back technical support with spares availability for at least

7 years for quoted products mentioning tender number against which authorization

is being provided. The Bidder shall provide AMC for Hardware and Networking

components at the same annual price for another 5 years after completion of 5

years support period if ordered by HAL.

The broad scope for Hardware Maintenance Support will be including but not

limited to the following:

Support for Production and DR site for solution monitoring, management and

administration. Quarterly onsite visit by respective hardware OEM for health

checkup of all critical hardware components like Servers, Storage and backup

solution, report submission and resolution.

Inform HAL about availability of fixes/security patches etc. applicable to the

Hardware, Operating Systems and Databases.

Supply and install patches/firmware updates to keep up with changes in

environment like Operating System Versions, new technologies etc. based on

request by HAL.

Replacement of faulty components wherever applicable. Note: As per HAL IT

Security policy, faulty Hard Disks/ Storage Media, if any, will not be returned

and will be considered as property of HAL.

On-site support by respective OEM for Configuration changes/patch installation

in any hardware component.

On-site support for Hardware performance monitoring and configuration fine-

tuning, if required.

SI shall Inform HAL in advance about availability of Security Updates, Patches

and Upgraded versions for Oracle RAC software.

Supply and installation of Security Updates, Patches and new versions/releases

of Oracle RAC software. When installing in the live environment, compatibility

with existing software to be taken care.

Minimum uptime of 99% per quarter to be maintained for the hardware components

of production setup.

Uptime will be calculated based on the following formula:

System Uptime=

(Total Time–Planned Unavailability–Service Unavailability) * 100

(Total Time–Planned Unavailability)

75

“Total Time (TT)” means the total hours in the given quarter. E.g. 91x24=2184

hours in the first quarter of financial year (Apr-May-Jun).

“Planned Unavailability (PU)” - means the number of hours in the given

quarter during which the Services unavailability is requested by the SI to carry

out system up-gradation/configuration changes if required and approved by

HAL. In such cases, HAL should be given notice for planned unavailability at

least 10 days in advance.

“Service Unavailability (SU)” means number of hours in the given quarter

during which the solution is unavailable for business users due to unscheduled

disruption/failure.

For production setup, failure of components in high availability mode will be

considered as service unavailable after 24 hours/ next business day of failure

even though the component is operational because of high availability.

Note: Invoice for Hardware Maintenance Support can be raised on quarterly basis

on 01st Apr, 01st Jul, 01st Oct and 01st Jan or part thereof along with necessary

documentary proof for all activities covered in the scope mentioned in 1.14.2.

Following activities must be completed before raising the invoice for the above

activities:

a) All Updates/ Patches/fixes released during the quarter are handed over to

HAL along with the Software, required Software Tools, Procedures and

Documentation. All Updates/ Patches/fixes authorized by HAL should have

been implemented as of date of rising of invoice. In case no Update/

Upgrade/ Patch/fix are released during the quarter, a certificate to this effect

is to be produced.

b) Health checkup during the quarter for critical hardware components like

Servers, Storage and backup solution has been completed and all issues

identified there-in have been resolved.

c) 95% of issues reported during the quarter against Hardware Maintenance

Support are resolved.

The SLA requirements and penalties applicable for Hardware Maintenance are

detailed in Annexure-S16.

76

Team

Criteria


1. To comply with the

scope of work as

envisaged above.


of contact for HAL for

issues related to entire

solution


team for Annual

Technical Support /

AMC activities (ITSS)

1. Respective product

OEMs to provide

comprehensive

annual technical

support / AMC as

per scope of work.

1.15 Additional Manpower Support 1.15 Additional Manpower Support

Scope SI shall provide on-site additional manpower support as ordered by HAL on

requirement basis. The additional manpower may be ordered by HAL at any point

after Framework Formulation phase and payment for the same will be done on the

basis of actual hours consumed on submission of invoice. The personnel may

have to visit HAL locations for system study and user interactions, if required by

HAL.

Nominations for the resources along with relevant credentials (CV, experience

certificate, Copy of consolidated marks card of professional degree, Competency

certificate) shall be submitted to HAL Helpdesk coordinator for approval. The

deployment of all manpower support personnel would be assessed by HAL in

totality (through interview/test) and HAL reserves the right to request for a change,

if HAL is not satisfied, any time (even post-approval) due to capability and/or

performance limitations/unsuitability or any other constraint. SI shall promptly

provide substitute for the same by providing forthwith similar or higher experience,

qualification & capability. In case, there is a requirement for substitution/change of

resource by SI, the same shall be effected with due approval from HAL helpdesk

coordinator and SI shall ensure smooth transition at no cost to HAL.

Change Requests: The man-hours quoted can also be used to implement Change

Requests by HAL. Effort estimate (in man-hours) to be submitted by SI along with

Process, deliverables, solution capability and its justification and the same will be

validated by a Committee of HAL to confirm the genuineness of the effort. The

Change Request configuration, implementation can be undertaken by SI from an

77

offsite location at their Office for which the attendance sheet duly certified by the

SI project Manager to be submitted.

Additional manpower may be required under the following categories:

a) Manpower for Software Development

The resources proposed under this category should have minimum of 2 years

experience in ASP.NET development with knowledge on IFS Architecture

basics. The resources will be used primarily for Development, modification,

migration, integration of web based Applications, dashboards/MIS etc.

b) Manpower for IFS Functional Support

The resources proposed under this category should provide functional support

for modules like Manufacturing, MRO, Finance, IMM, HR-Payroll etc. and

should have at least 5 years of IFS implementation / support experience in

case of Team Leads and at least 2 years of IFS implementation / support

experience for other consultants. These resources will be used mainly for

activities such as functional support for development of custom screens, new

reports/dashboards, process study and mapping for new feature

implementation, Accounts closing etc.

c) Manpower for DBA, Report Development

The resources proposed under this category should have minimum of 2 years

experience in Database Administration / System administration/ Report

Development/ PL/SQL programming with knowledge on IFS Architecture

basics. The resources proposed under this category should provide technical

support for reports/BI dashboards development, Database/ ERP Application/

Operating System administration, Backup/Recovery etc.

Team

Criteria


1. To comply with the scope

of work as envisaged

above.


of contact for HAL for all

solution related issues.


team for Annual

Technical Support

activities (ITSS)

1. Respective product

OEMs to provide

comprehensive annual

technical support as per

scope of work.

78

Annexures

79

Annexure-S1

Centralized ERP Implementation Groups

Pilot Group:

Helicopter Division including Helicopter Complex Office

Helicopter MRO

RWRDC

Aircraft Division including Bangalore Complex Office

Overhaul Division

LCA Division

Roll-out Group I :

ARDC including Design Complex Office

MCSRDC

Facility Management Division

HAL Hospital, Bangalore

TAD, Kanpur Division

TARDC Kanpur

IJT, Bangalore

Accessories Division, Lucknow including Accessories Complex Office

Avionics Division , Korwa

Roll-out Group II :

AMD , Nasik including MiG Complex Office

AURDC Nasik

AOD Nasik

Engine Division, Koraput

Sukhoi Engine Division, Koraput

Gas Turbine R&D Centre, Koraput

Corporate Office

Roll-out Group III :

Engine Division , Bangalore

AERDC, Bangalore

IMGT

CMD

Avionics Division, Hyderabad

SLRDC, Hyderabad

Strategic Electronic Factory, Kasargod

Roll-out Group IV :

Aerospace Division, Bangalore

HAL Management Academy

Foundry & Forge , Bangalore

TTI , Bangalore

Liaison offices - Delhi, Mumbai, Chennai , Vizag

Customer Services - Delhi

Barrackpore Division

Other units

80

Annexure-S1A

Proposed Project Plan

Proposed Project Plan

Stage Activity SOW Ref.

StartMonth

End Month

Key Objectives

ST

AG

E 1

: B

PT

Project Preparation Phase

Formation of Teams/Committees 1.7.1

0 3

Mobilization of the Project, Establishment and furnishing of about 40 seater office duly connected with HAL LAN.Conducting required training to kick off.

Project Charter 1.7.2

Project Office setup 1.7.3

Training Strategy 1.7.4

Familiarization training 1.7.5

Specialist Training 1.7.6

Training Server 1.7.7

Phase Deliverables 1.7.8


Business Process Study (As-is) 1.8.1

0 6

Design & create buying-in for the Solution to meet the objectives of Standardization,optimization, Harmonization and centralization of the Processes. Ease of Use and simplification of the Processes. Design of Dashboards for different Levels, Defining of KPIs and alerts. Game changing scenario by use of Integrated Planning , Scheduling and Collaboration with Stake holders

Technical Training on Business Intelligence Tool 1.8.2

Business Process Transformation 1.8.3

Organization Change Management 1.8.4

Setup of Development and Test Environments 1.8.5



Application Configuration 1.9.1

3 8

Buying In of Solution devised in above phase through a Conference Room Pilot for Hands on Functional Users. Creation of a Business Blue print by incorporation of Required changes suggested by Functional Users

Customization 1.9.2

Business Process Demonstration and Review 1.9.3

Finalization of Business Blueprint 1.9.4


81

ST

AG

E 2

: IM

PL

EM

EN

TA

TIO

N

Realization Phase

Custom developments and BI 1.10.1

4 11

Configuration in Development Environment, Testing, Data Preparation, Hardware Installation and Testing

Interface / Integration Development 1.10.2

Unit and Integration Testing 1.10.3

Supply and Installation of Infrastructure for Production and DR Setup

1.10.4

Preparation of Data Migration templates and Scripts 1.10.5

Configuration Review 1.10.6


Final Preparation Phase

Training Plan and Go-Live Criteria 1.11.1

10 13 Data Migration, Cut Over, User Training

Data Conversion and Migration 1.11.2

Training to Divisional Functional and Technical Expert teams

1.11.3

Users Creation and Authorizations 1.11.4

Training to Divisional End users 1.11.5

Stress and Volume Testing 1.11.6


Go-Live and Handholding Phase

Go-Live 1.12.1

13 14

Go Live for Pilot Site. Hand Holding Support for 90 days on each site after Go-Live and till last site Go-Live from centralized support help desk. This will include all bug Fixing and User Problems resolution.

Hand Holding 1.12.2

Performance Monitoring and Tuning 1.12.3

Audit of the Implemented Solution 1.12.4

System Administration 1.12.5


Rollout Group1

Rollout Group 1 Master Data Conversion and Migration/Updating

1.11.1 to

1.12.6 14 18

Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-1 sites. On-site Support for 90 days and thereafter support from centralized support. This will include all bug Fixing and User Problems resolution.

Rollout Group 1 Transaction Data Conversion and Migration

Rollout Group 1 End User Training

Rollout Group 1 Handholding Support *

Rollout Group2

82


1.11.1 to

1.12.6 16 20

Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-2 sites. On-site Support for 90 days and thereafter support from centralised support., This will include all bug Fixing and User Problems resolution.




Rollout Group3


1.11.1 to

1.12.6 18 22

Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-3 sites. On-site Support for 90 days and thereafter support from centralised support., This will include all bug Fixing and User Problems resolution.




Rollout Group4


1.11.1 to

1.12.6 20 24

Data Migration, Cut Over, User Training and Go-Live for Roll Out Group-4 sites. On-site Support for 90 days and thereafter support from centralized support., This will include all bug Fixing and User Problems resolution.




Project Finalization Phase

Project Finalization 1.13.1

24 30

Ensure that the Broad Expectations and Key Objectives of the project as mentioned in Annexure-S2 are achieved and Key deliverables are handed over to HAL


ST

AG

E 3

: S

UP

PO

RT

AMC and Support Phase

Centralised handholding Support 1.12.2 13 42*

* Centralised Handholding Support will continue till the start of Software Maintenance Support Phase as per clause 1.14.1

83

Hardware Maintenance Support 1.14.2

Hardware Maintenance support shall be provided for a period of five(5) years from the date of installation

Software Maintenance Support 1.14.1 42* 102

Software Maintenance support shall be provided for a period of five (5) years starting from one year after final Go-live or three months after Key objective fulfillment as per Annexure-S2 of RFQ whichever is later

* In addition to the mentioned timelines, for each Go-Live site, On-site Support for 90 days and thereafter centralized support till the commencement of Software Maintenance support shall be provided as per clause 1.12.2.

Note:

1. Scope of work for each of the above phases is elaborated under ‘Scope of Work’.

2. The timelines mentioned above in each phase are tentative and in the response (Annexure R2H),

Bidder can propose timelines for each phase mentioned above; but the total duration till project

finalization phase should not exceed 30 months from the Kick-off.

3. Any bid with total duration till project finalization phase exceeding 30 months will be summarily

rejected.

4. Delay in each phase completion, with respect to the above timelines accepted by the bidder will be

the basis for calculation of liquidated damages/penalties, post award of contract.

84

Annexure-S2

Broad Expectations and Key Objectives of the Project

Sl

no

Broad Expectations from Project

Parivartan

Existing

Gaps/Challen

ges

Examples Key Objective

Fulfillment Criteria

1 Planning : Project based and MRP

using 3 year Task

Long term/ Short term Project

Based Planning at Divisional and

Centralized level for Aircrafts /

Helicopters using available

capacity

‘C’ Class items to be planned

using MRP

Rough cut planning and Plant

Balance (Load vs Capacity) to be

run for few iterations and later

when satisfied with Load vs

Capacity report, final Project

based planning & MRP to be run

to get Production Schedule and

Loading Schedule. ‘Constraint

based scheduling’ to be

considered

Weekly Production Schedule can

be re-run at the end of the week

after entering actual production

delays

Production Schedule for

outsourced items with need

dates to be separately printed /

viewed for monitoring purpose

BOI schedule for purchased items

/ raw materials with need dates

to be run separately considering

lead times etc. and will be used

for PO generation.

Summary of Plant Balance (Load

vs Capacity in Hrs) to be printed

and Detailed Report of Plant

Balance work centre / Function

wise like Turning, Milling,

Grinding etc. to be printed to

Lack of functionality

Tracking of complete Aircraft with project based planning

Long term / Short Term Planning

Constraint Based Scheduling

Make v/s Buy Decisions

Integrated Manufacturing, Outsourcing and Procurement Planning

Plant Balance (Load vs Capacity in Hrs)

Auto generation of MPRs based on considering existing stock & delivery schedule

Execution of Planning Engine to create

- Annual Production(MFG) Plan for at least 2 Aircraft/ Helicopter projects

- Annual Procurement Plan for at least 2 Aircraft/ Helicopter projects

- Annual Plan for Outsourcing items for at least 2 Aircraft/ Helicopter projects

Report for activities leading to shortfall into annual planned production of Helicopter/Aircraft. The activities to be considered based on their critical path and should include

- Non-availability of BOI, Raw Material

- Delay in loading of supplier Division.

- Delay at outsourcing Vendor end.

- Delay in Manufacturing/ Assembly at a Work centre

85

know the surplus and deficit

capacities of machines at the

shop floor.

Kit Loading Plan and % of

component shortage while

preparing the kit.

2 Collaboration with suppliers &

Vendors

SRM portal in the internet side with

features like

Procurement alerts

Payment Status

Mail to Vendors on PO

Rough-cut and Firm Schedule linked to overall production plan/ schedule

Collaboration with Outsourcing

Vendors :

Vendor can see the Outsourcing

Plan generated by HAL with

progress

Provision to vendor to enter his

delivery schedule (Date of

delivery, qty etc.), which is to be

linked with HAL Production

Schedule

Provision to vendor to enter

receiving dates of Drawing, Raw

Material, Tools etc from HAL

Provision to link outsourced parts

with Aircraft no and Kit no in HAL

production schedule to know the

shortages

Provision to vendor to enter his

loading schedule and progress of

jobs broadly.

Data entered by vendors to be

flown to Intranet side by

scheduled scripts for HAL MIS

reports relating to Outsourcing

No virtual

connectivity

Production status at vendors’ facilities

Real-time requirement/ specification change alert to vendors

Procurement alerts

Planning for outsourced parts

Payment Status Mail to Vendors on

PO

Production status and delivery schedule update by a total of at least 10 different vendors belonging to at least 3 different HAL Divisions.

Overdue delivery and payment status mail alerts to at least 10 vendors belonging to at least 3 different HAL Divisions.

3 Customer Interface

Selected Data from IFS Server to

be transferred to Indian Air Force

– HAL data Sharing Interface at

Intranet about:

- AOG, ROH (Cat-D), RMSO

data to be viewed by

No virtual

connectivity

Production status of ordered items to Customers

Data from ERP to be updated in Intranet Server for Indian Air Force – HAL data Sharing

Availability of AOG, ROH and RMSO data belonging to at least 3 Divisions of HAL for 2 Customers.

Availability of online

Price Catalogue to at

least 2 different

86

customer and can give his

comments for reconciliation

purpose.

- IAF can update Status at

customer end (like BOC-

Brought-On-Charge details of

items, Stock of items at

Customers’ premises for

loan) in CRM portal

CRM data to be transferred to

Internet for Online enquiry,

quotation and order placement,

Product catalogue, and

Maintenance Manuals and

Production/ROH/ delivery status

and related data.

Interface

customers of HAL.

4 Online Aircraft Shortage

monitoring system (Aircraft

Clearance Chart) with drill down

facility at Assembly and

Component level

Lack of

Efficient

planning

Production schedule

Annual Procurement plan

Kit wise shortage monitoring of Aircraft / Helicopter

Availability of Kit-wise shortages monitoring and Aircraft clearance chart for at least 3 HAL Divisions, one of which must be an MRO project.

5 Simplification of processes Customization

/

Implementati

on gaps

Shop order Inspection (Tagging/ Rejection/ Rework etc.)

Modification Compliance Process

Availability of Mod compliance status for at least 2 different fleets belonging to 2 different HAL Divisions based on data available in HAL Database

6 Standardization Heterogeneou

s system

Uniform Codification for Part master, vendor master, Chart of Accounts etc.

Process standardization across Divisions/ units

Uniform output formats

Uniform formats for MPR, PO and RR across HAL.

Single master chart of accounts across HAL.

Single vendor directory for entire HAL.

7 Efficient, easy use of system Non

availability of

integrated

technology

tools like

Barcode

scanner etc.

Integration with Bar Code for:

Shop floor operation reporting

Material issue

Receipt of material from vendors

Material Gate passes and security entry

Usage of Bar code in at least 3 HAL Divisions for:

Shop floor operation reporting

Material issue

Receipt of material from vendors

Material Gate passes and security entry

8 Seamless flow of inter Divisional Decentralized

implementati

Enterprise wide centralized

At least 3 centralized purchases conducted

87

process on procurement

Inter Divisional Transactional Orders (IDTO)

Loading to other HAL Divisions for operations

Inter Divisional control accounts (IDCA)

covering at least 3 Divisions each.

Online reconciliation of IDCA across all HAL Divisions.

9 Integrated Design/ Manufacturing/

MRO view

Decentralized

Implementati

on

No integration

with PLM

Design change alerts to production/ outsourcing/ MRO agencies

Near Real-time information flow between PLM and ERP

Engineering change Management from Design to Manufacturing

Integration of ERP and PLM for at least 2 different projects.

Near Real-time design change alerts to production/ outsourcing/ MRO agencies for at least 2 different HAL Divisions.

10 Accountability through enterprise

performance measurement

Lack of

process

benchmarking

and visibility

Work center wise daily/ weekly schedule

Linking the delay in production to reasons attributable to Man, material and machine.

Machine Break down Report through Asset Management

Work center wise daily/ weekly schedule for at least 3 different HAL Divisions, of which at least 1 must be an MRO Division.

Online Availability of reasons for production delay for at least 2 major projects belonging to at least 2 different HAL Divisions.

11 System to ascertain data integrity Absence of

complete

checks and

balances

Functional Audit Observations made during the external audit. (Annexure S12)

Compliance of all Functional Audit Observations made during the external audit.

12 Score Cards at shop, dept, Division,

complex, company level to

measure health and identify

actionable points

No integration

of BI tools

with system

Process Efficiency scorecards

Internal Lead time Benchmarking for MPR to PO process

At least 10 different score cards at Shop/Department./Division Level belonging to different business processes e.g. IMM, Outsourcing, Planning, Manufacturing, MRO, Plant maintenance etc.

At least 10 different score cards at complex/ company level belonging to different business processes e.g. IMM, Outsourcing,

88

Plant maintenance etc.

13 IT Resource Optimization Decentralized

Implementati

on

Reduced maintenance over heads

Optimized Hardware

Efficient Change Management

14 On time delivery Lack of

planning and

scheduling

Monitoring of Production plan vs. Actual performance

Mail Alerts of Reports

Monitoring of Production plan vs. Actual performance for at least 3 different HAL Divisions, 1 of which must be an MRO Division.

15 Cost monitoring at work center

level, group level, dept level etc.

linked to each project

Implementati

on gaps

Functional Audit Observations made during the external audit. (Annexure S12)

Labour Reporting and On-line cost ledger

Online cost ledger generation for at least 3 different Divisions of HAL, at least 1 Division will be MRO Division.

16 Consolidation of Company-wide Financial Reports

Decentralized implementation

Online Balance Sheet and P&L Accounts

Capital and Performance Budget

# Generation of HAL wide Balance sheet, P&L accounts and other Financial Reports for at least 1 financial year, incorporating last Financial year figures.

17 Bills Receivable Process Implementation gaps

Tracking of Bills of Customers

Online generation of all types of Customer invoices for at least 3 HAL Divisions (with 1 MRO Division).

18 Ensuring better Quality No existing

process

Serviceability monitoring at Customer bases.

Flying hours recording

Online Flight Log book

Serviceability monitoring and Flying pattern monitoring

Rejections monitoring for at least 3 different fleet belonging to 2 different HAL Divisions.

19 Enterprise wide visibility Non

availability

uniform item

master, KPIs/

alerts

Enterprise wide Visibility of Inventory availability

Non-moving inventory analysis

Consolidated Financial Statements

Searching of Skill sets

Searching of Machines

Tool History Card

Visibility of non-moving inventory across HAL.

Online Machine inventory and availability data across HAL.

89

20 Integration with existing system/

applications

System

architecture

Integration with SRM, CRM, Biometric Attendance System etc.

Integration with NC/CNC Machines

Integration with Biometric attendance system

21 Disaster Recovery Impractical due to Decentralized Implementation

Near Site Disaster Recovery Setup

Report of the Mock Drill carried out to test the functioning of High availability and Load Balancing

22 Reporting on Security/

Compliances

Lack of auditing tools for operating breach of compliance expectations


Governance and Risk Compliance

Segregation of duties matrix for all ERP users of at least 3 HAL Divisions.

23 High availability and Load Balancing Only

Production

Instance

High availability and Load Balancing Architecture

Report of the Mock Drill carried out to test the functioning of High availability and Load Balancing

24 Online Reports on AOG(Aircraft on

Ground), Cat-D, RMSO, Fleet

Mgmt.

Lack of

functionality

Consolidated Reports with Drill down facilities

25 Rejection Analysis with Defect and

Cause Codes

Lack of

functionality

Online Reports on Rejection of in-house Mfg of Parts

Monitoring of Rejections and Control Plan

26 Project Management Module to be

linked with ERP data

Tracking of project status highlighting milestone delays for at least 3 different projects.

27 Remediation of all Functional Audit

Observations

Lack of

Functionality/

Complexity of

Patching to

Existing

System

Compliance Report on all points listed in Annexure S12

# - In case the Go-live at all Divisions happen 3 months or more after April, then the bidder has to submit an

undertaking that the functionality will be shown in the subsequent Year closing

90

Annexure-S3

Business Processes Implemented in existing ERP

Finance

Area Business Event Relevant IFS Screen

Bills Payable -

Local & Foreign

- Invoicing

Process

Financial concurrence of the Purchase order Purchase order /

Authorization

Recording of Gate Entry on receipt of material.

Approval of charges and Generation of GIT Entries Gate Entry

RR Finalization and Printing of RR Register Purchase Order

Arrival

Recording and posting of Supplier Invoice matching with

Receipt in case of Invoice against PO (Can be services or

goods)

Supplier Invoice Entry

Recording and posting of Supplier Invoice without PO. Supplier Invoice Entry

Authorize invoice for payment. Supplier Invoice Entry

Accounting for Liquidated Damages (LD) while creating

invoice.

Supplier Invoice Entry

Bills Payable -

Local & Foreign

- Payment

Process

Creation of purchase order PO

Generation of Advance Payment Proposal as per the PO

terms & conditions

Payment Tab in the

Purchase Order.

Payment against Proposal Payment Advice Supplier Payment Schedule

Cheque Printing Process Supplier Cheque

Receipt of confirmation from bank regarding opening of LC. LC Entry

Payment against Proposal Payment Advice Payment Tab in the

Purchase Order.

Execution of LC payment to supplier Supplier Payment Schedule

Creation of Sight Draft Documents Through Bank

Computation of ERV Supplier Offset

AS 11 entry at year end Currency Revaluation

Imprest entries Mixed Payment

Bank Reconciliation BRS

91

Bills Payable -

TDS

Specifying TDS deductions at invoice/payments Supplier Invoice Entry/

Manual Supplier Payment

Creation of Liability after TDS treatment. Supplier Invoice Entry

Payment of TDS collected to authorities Manual Supplier Payment

Filling up of Challan TDS certificate updation of

challan

Preparation of TDS Certificate Order Report

Book keeping Creation of JV Voucher entry

Simulation JV Voucher entry

Material

Accounts/Stores

Gate entry Arrival

Receipt against purchase order

Unreceipt of arrival

Raw Material issue to shop floor on a shop order

Raw Material Unissue from shop floor.

Material issue to other Division

Material un-issue from other Division

Shop supplies

Un-issue Shop supplies

Capital issues

Un-issue from capital issues

Transfer of material from one location to other.

Scrapping of items

Positive Counting Difference

Negative Counting Difference

Receipt of finished goods from shop floor.

Un-Receipt of finished goods from shop floor.

Delivery to customer

Return from customer

Adjustment for increase of inventory value.

92

Adjustment for decrease of inventory value.

Accounting of WIP at vendor in case of outsourcing orders

(including in-house operations)

Accounting of WIP at vendor in case of outsourcing orders

where no operations will be performed by HAL, only raw

material will be supplied by HAL

Accounting of items sent for Repair to external agency

Costing Issue of material against shop order Inventory Transaction

History / Shop Order

Labor booking against operations in process sheet Labor Transaction History

Material send for sub-contracting Labor Transaction History

Material received from sub-contracting Labor Transaction History

Store Credit of the parent part against the shop order Inventory Transaction


Booking of other expenses such as Royalty / Intangibles Payment

Cost book entry of Royalty / Intangible expense Manual JV

Delivery of Customer Order Inventory Transaction

History / Customer Order

Tooling - DRE Issue of material against shop order Inventory Transaction


Labor booking against operations Labor Transaction History

Material send for sub-contracting Labor Transaction History

Material received from sub-contracting Labor Transaction History

Store Credit of the parent part against the shop order Inventory Transaction


Transfer from WIP to WIP-DRE Manual JV

DRE through expense route Manual JV

DRE through BOI route

DRE Amortization Manual JV

DRE in Cost books only such as Foreign Technician Manual JV

Amortization Manual JV

MRO Costing Receive of part for repair

93

Report direct labor for operations

Issue of Material for DI/ PS Work Orders

Issue of top part for disassembly

Receive the parts after disassembly and close the shop

order.

Issue the dis-assembled part for disposition/inspection

Issue Material for disposition.

Scrap of the customer owned item from disposition

Issue the part to be repaired

Issue material for repair

Receive the repaired part into inventory and close repair

order

Issue dis-assembled parts for re-assembly

Issue material for Assembly

Receive the top part which has come for repair/

overhauling and close the order.

Deliver the Repaired/ Over-hauled part

Bills Receivables Customer Order for Cost plus case Customer Order

Create a stage claim Stage Billing

Creating Pick List/Load list and Inspection of the same Load List

Generate report for getting cost details Order Reports

Adding taxes (Sales Tax, Service Tax etc. on relevant

components) and Creating Invoice on cost-plus basis

Load List-RMB

LD recording Show taxes - RMB on

invoice lines

Post Invoice Customer Invoice

Adjustment of advance Customer Offset

Generate Final Claim Customer Invoice

Differential Invoicing (for sales invoice and final claim)

PC/FPQ Price List Sales Price List

94

Invoicing

(Manufacturing/

Fabrication)

Sales Quotation Sales Quotation

Customer Order for PC/FPQ Customer Order

Mile Stone Customer Order

Stage claim Stage Billing

Customer payment (receipt advance) Mixed payment

Close stage claim Stage Billing/close stage

billing invoices.

Creating Pick List/Load list Load List


components) and Creating Invoice on FPQ basis

Load List-RMB

Post Invoice including LD Customer Invoice

Final Claim Customer Invoice


MRO Registration of accepted annual task Annual Task

Create a stage claim Stage Billing

Induction and repair/ overhaul of the part Pre defined process

Accumulation of costs in MRO work order MRO work order / Cost

Lines

Creating Pick List/Load list Load List


components) and Creating Invoice on Cost-plus basis

Load List-RMB

LD recording Show taxes - RMB on

invoice lines

Post Invoice Customer Invoice

Adjustment of customer's advance Customer Offset

Final Claim Customer Invoice


DRE Creation of DRE Customer Invoice Manual Customer Invoice

Offset with customer advance Customer Offset

Outstation

Repair

Creation of Customer Order, service request and prepare

work order

Customer Order - RMB -

Create Service Request

95

Issue the material for out-station repair Work Order MR

Recording of labor hours booked. Work Order

Unissue of material - for any material returned Work Order MR

Create an Outstation Repair order invoice. Customer Order

SIT Sales Create Customer Order for the eventual customer with

Consignee as the Division

Customer Order

Recording of SIT production

Deliver the goods to the Division Pre-defined Process

IDTO Sales Customer Order is created on the Division as Customer.

Report for actual cost incurred is generated and vouchers

are passed for Inter Divisional control accounts

Rent Recurring Invoice for rent Instant Invoice

Service Tax

Accounting

Supplier Invoice with Service Tax Supplier

Payment to the supplier Service Tax (Invoice)

Customer Invoice with Service Tax Sales

Service Tax (Invoice - BR)

Payment received from the Customer Service Tax (Payable)

Setting Off - Service Tax Service Tax (Recoverable)

VAT Supplier Invoice with VAT Supplier

Customer Invoice with VAT VAT (Payable)

Sales

Payments to be made on net basis.

Cost Estimation Masters Configuration for Cost estimation Basic Data for Cost

Estimation: Estimated

Currency , FMI, MHR

master, Cost Elements, Cost

Templates

Inventory Part Category

Identify the parts for cost estimation Interim Order Head

Specify Monthly PPE factor for imported items, efficiency

rate and Price basis

Interim Demand Head-->

Input Template

96

Calculate Detail Cost and Rollup costs including LS-POH, LS-

NPOH, LR-POH and LR-NPOH calculation

Calculate Detail Cost and

Rollup costs - RMB Interim

Demand Head

Generation of cost estimation format Evaluate Rules - RMB at

Interim Demand Head

Interim Order - Cost

Estimation

Fixed Assets Create a Purchase order for the Fixed Asset to be

purchased.

Receipt of Fixed Asset, RR preparation and RR finalization. Gate Entry.

Register Purchase Order

Arrival.

Creation of Invoice against the RR

Capitalization of Fixed Asset (Transfer from CWIP to

Capitalization Accounts)

Fixed Asset Object

Depreciation of Fixed Asset Depreciation Proposal

Generate Fixed Asset Ledger Order Report

In case of Sale of Object Fixed Asset Object

Transfer of asset to other Division. Fixed Asset Object

Capital Budget Creation of Project Program Project Basic

Project Details Project Details

Sub Projects Overview -Sub Projects

Budget Allocation for Sub-Projects Overview -Sub Projects

Sanction for extra amount over and above already

sanctioned amount

RMB on Line- Budget

Approve Budget Budget

Creation of Activity info Activity info

Creation of Requisition for purchasing capital item through

Capital Budget

Activity info/Procurement

TAB

Creation of Purchase Order Activity info/Procurement

TAB

Release Order Purchase Order

Receiving Predefined process

97

Invoice Invoice

Surrender Budget

Surrender Amount Appropriation/Surrendering

- Surrender/Saving TAB

Saving Amount Appropriation/Surrendering

- Surrender/Saving TAB

Appropriation from Surrender/Saving Appropriation/Surrendering

- Appropriation TAB

Appropriation To Other Project Appropriation/Surrendering

- Appropriation TAB

Closing of Sub-project Budget for Financial Year Budget

Creating a budget version Budget Version

Initiate the start values RMB on the line/Budget

Version

Allocate the budget amount against GL. RMB on the line/Budget

year amount

Save and allocate the amount for the budget version RMB on the line/allocate all

year values

Budget variance can be seen on general ledger screen General ledger/balance

analysis.

HR


Employee-Organization Create a New Employee Employee Files / New

Employee Wizard

Update / Modify Employee Information Employee Files

Terminate Employee Terminate Employee

Change Position & Job Assignment Change Position & Job

Assignment

Organization units / Organization Structure Organization units /

Organization

Structure

98

Position / Position Structure Position / Position

Structure

Job Grades / Job Details Job Grades / Job

Details

Misc. Access and Set-up window - Generate Document Word Template

Definition

Training Preparation of training Plan Department wise

Training Plan

Approval of Training Plan N/A

Creation of training events Training Event -RMB

Publish

Receipt/Compilation of Nomination for training event Employee Training

Plan

After the approval P&A intimates employees about the

training program.

Training Event-RMB

Confirm

Execution of training Training Event -RMB

“Complete”

Payment Advise to finance for Paying Trainer and

employee for TA/DA in case Training is Outstation

N/A

Evaluation and Feedback Evaluation on training

Event & Evaluation on

Participant

Updating of employee Records Training Event – RMB

“Attend”

Promotion Time Scale Promotion Scheme (TSP) Promotion

Career Plan Promotion (CPP) Promotion

Promotion from Grade I-II Promotion

Promotion from Grade II - III Promotion

Promotion from Grade III-IV Promotion

Promotion from Grade IV-V Promotion

Promotion from Grade V-VI Promotion

Promotion from Grade VII & Above Promotion

Open Selection PRE-DEFINED

PROCESS

99

Recruitment Process

Promotion from Workmen to Executive Grade Promotion

IMS Promotions Promotion

Disciplinary A complaint is raised from Department level and

forwarded to P&A Dept. for further action.

Complaints And

Enquiry

Enquiry is conducted in various sittings / hearings Complaints And

Enquiry

Proposal for award of punishment/Order Disp Authority Tab

Award of punishment

After award of punishment an Employee can make an

appeal for his punishment

Confirmation of punishment Complaints And

Enquiry - Punishment

awarded

Identification of areas of Induction

Workmen – Direct/ Indirect/ XSM, on contract

Officer – Regular/ XSM on contract

Man Power Planning

Job Based

Processing on identified areas of Induction Roster Points

Recruitment Authority Personnel Requisition

Calling for Applications Job Opportunity

Advertisement

Registering of applications Applicant Information

Scrutiny of Applications Generate Initial

Candidate List

Selection of Candidates Evaluation Job

Candidate/Job

Candidates

Offer of Appointment Generate provisional

offer of Appointment

letter

Medical Examination Appoint Candidate

Final Offer of Appointment Generate Final offer

of Appointment letter

After the Joining, the establishment Section will update

employee data

Employee Wizard

Employee Files

100

Induction/Familiarization Employee Induction

Program

IMM


Material

Planning

MPR Clubbing (for Project Items) Dynamic Order

Processing/

Purchase Proposal for

DSPG/

Purchase Requisition

for Proposal

Purchase Requisition (Non-Project Items/R&D items) Purchase Requisition

Purchase Requisition (C Class items) through Re-order level Create Order Proposal

Purchase Requisition for Service Contracts/AMC and Capital

Items


Print MPR Order Reports

Purchase Requisition (Project Items) - Release Purchase Requisition --

> RMB --> Release

Purchase Requisition (Non-Project Items/R&D) - Release Purchase Requisition --

> RMB --> Release

Purchase Requisition (C Class items) through Re-order level -

Release

Purchase Requisition --

> RMB --> Release

Purchase Requisition for Service Contracts/AMC and Capital

Items

Purchase Requisition --

> RMB --> Release

Print Proprietary Certificate and Note Sheet to be sent to

approving authority

Order Reports-->

Proprietary Certificate

/ Note Sheet

Authorize Purchase Requisition (Project Items, C Class Items)) Purchase Requisition

Authorize Purchase Requisition (Non Project Items) Purchase Requisition

MPR Amendment Purchase Requisition

Re-approve Material Purchase Requisition Purchase Requisition

Print MPR Amendment Order Reports

--> MPR Amendment

101

Tendering MPR details are viewed in the System when it is received from

Material Planning Department


RFQ preparation Tender Entry

Purchase identifies the suppliers for whom RFQ has to be sent Tender Entry-Select

Suppliers (RMB)

A Note Sheet is prepared for necessary Approval for Tendering Order Reports-

Note Sheet

Print RFQ Order Reports-

RFQ

RFQ is sent to all identified supplier(s) Tender Entry -Issue

(RMB)

Tender Opening Manual

Tender Summary sheet is updated after the Tenders are opened

and are signed by finance and Commercial Department

Manual

Quotation Entry Tender Bids

Tender Bids - Offer

Details (RMB)

Technical Evaluation by User dept Manual

Commercial Bids are opened for the Technically Accepted Bids Tender Feedback

Commercial Details Entry Commercial Bid entry

restriction(single/Two)

Comparative Statement for Quotation is prepared for

Commercial Evaluation

Commercial offer

details

Identify L1 Supplier Identified through CSQ.

Purchase Draft Purchase Order is prepared against the L1 supplier Tender Bids Terms -

Tender to Order (RMB)

Draft Purchase Order is prepared against the MPR Purchase Requisition -

Requisition to Order

(RMB)

Review the charges. Purchase Order

Attach Authorization template Purchase Order

Print Draft Purchase Order Order Reports-

Purchase Order

Prepare Purchase Proposal for approval from CFA along with Order Report

102

draft PO

Purchase order Audit & Approval as Per DOP Purchase Order -

Authorization Tab

(RMB - Authorize)

Once the order is approved as per DOP, the Purchase Order is

released to the supplier

Purchase Order-

Release (RMB)

Print Final PO Order Reports-

Purchase Order

Receipt of Order acknowledgement from Supplier Purchase Order -

Confirm (RMB)

Payment Advice (Advance) Purchase Order |

Payment Tab- Create

Purchase order amendment Purchase Order-Create

New Revision (RMB)

Make required changes in PO Purchase Order

Print PO Amendment Order Report

IDTO Processing Purchase order

Receipt Receipt of Materials along with relevant documents Manual

Only for Import Consignment

Create Import Consignment

Import Consignment

Preparation of Receiving Report (RR) Gate Entry Against

Invoice /Register

Import Consignment

Arrival

Counting of items Gate Entry Against

Invoice /Register

Import Consignment

Arrival

Inspection of items Gate Entry Inspection

Enter the Inspection result, (Scrap / Return/ Rework), if

discrepancy is there create MRB

Gate Entry Inspection

Generate PDO/ DPSA , if discrepancy is there Order Report

Allocate Batch / Serial Number Purchase Order Receipt

Enter Expiry date for Life expired items Purchase Order Receipt

Generate Tags Order Report

103

Charges Finalization Gate Entry Charges

Receipt of items at Holding store at particular location Purchase Order Receipt

Purchase LTBA Identify L1 Supplier Comparative

Statement Report

Price Negotiation with the L1 Supplier Manual

After negotiation if supplier offers revised quote Tender Bids Terms

Create Rate Contract from Tender Supplier Blanket

Print Rate Contract for sending to supplier Order Report

Direct Delivery Create Customer Order against the Customer

Release Customer Order

Release Purchase Requisition (MPR)

Tendering Process

a) Tender to Order

b) Purchase Order

c) Release Purchase Order

Receive Intimation (Delivery Note) from Supplier Register Direct Delivery

Prepare Supplier Invoice for Payment to Supplier

Prepare Customer Invoice for Customer

Store Activities Prepare Store Credit for Moving Fabricated Parts to stores and

Print Store Credit/ Inspection tag report.

Receipt of Item in Holding store Shop Order -Receive

Shop Order

Sending out the material to other stores (Issue Items)

Transport Task --> Issue

Slip

Receive items Inventory-->

Transaction--> Receive

from transit

Prepare Stock Verification Sheet Create Count Report

Print Stock Verification Sheet Order Reports-

Inventory Count Report

Counting Process Manual

104

Update Counting Details Count Per Count

Report

OR

Count per inventory

part

Approve Counting and Update Stock Count Result Per Count

Report

Select the part to be reclassified and enter details Inventory-->

Transaction-->Stock

Reclassification

Material Issue against Pick List (after Reservation) Issue material from

Pick List

Material Issue against Pick List without reservation (MR) Manual Issue Shop

Order

Material Requisition for Non- Project Item Material Requisition

Check for Stock Availability Material Requisition -

Lines (RMB- Query -

Part Availability

Planning)

Authorize MR Material Requisition -

Lines (RMB- Reserve /

Reserve Manually)

Issue Material against MR Material Requisition -

Lines (RMB - Issue

/Issue Manually)

Report Picking (Issue Material) Report Picking with

differences

Return Material against Shop Order Manual Unissue Shop

Order

Return Material against MR Unissue Inventory Part

from Material

Requisition

Repair Order MPR Preparation

Create Purchase Order for Repairing the Item

Release of Purchase Order

Issue Material against Customer Order

Despatch Material to Supplier against Customer Order

105

Receipt of Repaired item against Purchase Order

External

Sourcing

Preparation of Annual Production Plan Dynamic Order

Processing

Create ES Proposal from DOP New Proposal Creation

Prepare Planned MSR External Sourcing

Proposal - RMB Create

PR

Prepare RFQ , Call for Quotation

Identify L1 vendor

Prepare Rate contract / Blanket Order

Release Shop Order and Issue of Material

Execution MSR Preparation and Release

Preparation of PO

Ship Material to the Supplier Shop Order - Report -

Subcontract - Ship WIP

to Supplier

Send tools to supplier

Receipt of Finished / Semi finished Part

Inspection of Items by QC

Shop Loading for remaining operations

Payment Advice

Gate Pass Create new Gate Pass in the System depending on the whether

the items are returnable or non-returnable

NRGP/RMGP Entry

(Status- Created)

Enter the details of Part / No part lines which are to be sent out

against Gate Pass

NRGP/RMGP Entry -

Details

Approval of Gate Pass NRGP/RMGP Entry

(Status - Approved)

Issuance of Items against Gate Pass. NRGP/RMGP Entry -

Line Details RMB Issue

Print Gate Pass NRGP/RMGP Entry -

RMB Gate Pass Print

Sending Out Material against Gate Pass NRGP/RMGP Entry

106

RMB "Gate Out".

In case of items are returnable, Return of Material against RMGP

Receipt of Material against RMGP NRGP/RMGP Entry

(Details RMB -

Returned to Inventory)

In case returnable materials are not returned then Short Close of

RMGP

Short Close of RMGP is case of Material is not received back NRGP/RMGP Entry -

Line Details RMB Short

Close

Insurance &

Claims

Purchase has to fill in the necessary insurance details in the PO Purchase Order

Freight Forwarder/ Supplier forwards Receipt details and

necessary documents to the Purchase and GI stores as soon as

he gets material from Vendor

Manual

RR/ Import Consignment to be made RR/ Import

Consignment

Insurance Declaration has to be filled by the GI stores Insurance Declaration

Claim is laid on Carrier/Supplier/Insurance company. Insurance Claim Details

Customer Services


Price Quotation Receive RFQ/ Unvalidated Customer Order from Customer Sales Enquiry

Check the correctness of the part number Sales Enquiry

Accept or Reject the Enquiry Sales Enquiry

Convert Enquiry to Quotation Sales Enquiry

Check the correctness of the part number, if the quotation

is not converted from Enquiry

Sales Quotation

Assign latest modification or alternate if required

Check the correctness of the delivery date

If price not available in Price list - Estimate Cost Estimation

Process

107

Specify price basis, check and approve the price Sales Quotation

Prepare the Final quotation having Sales Quotation -->

RMB -- Release 1) Items approved

2) Unit Price

3) MOQ, if any

4) Validity of Quote

5) Expected PDC

6) Payment and Delivery terms, etc.

7) Items not quoted for, suggesting source of supply if

known

Create Customer Order Header or Convert quotation to

order

Customer Order

Record Item-wise details of Order Customer Order

Release Customer Order Customer Order -->

RMB - Release

Prepare Order Acceptance with details of Report: Order

Acceptance 1) Items approved

2) Unit Price

3) MOQ, if any

5) Expected PDC

6) Payment and Delivery terms etc

Release Production Order DOP Header

Receive Order Amendment from Customer and record line

level details of amendment

Customer Order

Header --> RMB -->

Create Amendment

Dispatch

Dispatch Reservation Of Items Manual Reservation

Identify items reserved against Customer Order and raise

MR (Pick List)

1. Create Pick List

2. Print Pick List

108

Draw items from store and handover to Shipping Report Pick List

Verify Consignment Load List

Prepare Consignment Consignment -->

RMB -- Change

Status to

"Prepared"

Prepare Q423 (F530) Load List --> Q423

Tab

Verify Consignment Consignment -->

RMB -- Change

Status to

"Released"

Inspection (Return/Scrap) Handle Customer

order in Shipment

Inventory

Inspection Results Load List-->

Document Text

/Notes

Load List --> RMB --

> Changes status to

"Inspected"

Dispatch Load List --> RMB --

> Deliver Order

Print Q423 Order Reports -->

Q423

Record receipt of Q423 & RV Number or Airway bill No in

case of Exports.

Load List --> Q423

Tab

or General Tab for

Airway Bill No.

Overhaul/Repair/Defec

t Investigation

Receiving of Rotables at the GI Stores. Create "New"

Report In

Serial Items:

Receiving of Rotables/Helicopter for

Repair/Service/Overhaul.

1. Create "New"

2. Import Template

Structure

3. Set Structure in

Operation

4. Set Current

Stress Rating.

Create Work Order

109

Wizard

Non Serial Items:

Receiving of Non Serial Items for Repair/Service/Overhaul.

Create Purchase

Order.

Recording of Reason for which, Customer has Sent the

Item.

Defect Investigation/

Pre Mature Withdrawal/

Repair/

Overhaul.

General TAB

Customer PO &

Date

Decision on Inhouse/OEM/ OD Repair. Requisitions TAB.

Release of Presurvey JC & RC.

Also Release of DI Job Card & Route Card.

RMB Structure

Collection of item by Progress Receive Order

Manual

Reservations

MRO Object

Receive Order -

Receive Object

Loading of Items to Shops RMB WorkOrder

Status -

Offering of Rotables for Presurvey to Inspection. RMB WorkOrder

Status -

Recording of Presurvey Results. RMB WorkOrder

Status -

Setting Maintenance Level. Calculate Suggested

maintenance Level

and Apply Baseline.

Set Maintenance

Level.

Reset Maintenance

Level

Release Work

Scope.

Release of Disassembly & Assembly JC & RC. Release

Disassembly

Orders.

Release of Presurvey JC & RC. RMB Structure

110

Also Release of DI Job Card & Route Card.

Release of Disassembly & Assembly JC & RC for Service. Release

Disassembly

Orders.

Items to be Sent to

Departments/Divisions.

Material Actions -

Receive

Offering of Dismantled items to Respective Inspection. Material Actions -

Receive

Inspection Process Operation Log - Add

OnValue

Release Disposition

Orders

Raising of PDO's Material Actions -

Reserve/UnReserve

.

Issue/UnIssue.

Record Serials or

Lotbatch.

Release of

Disposition Line.

Discrepancies

Complete.

Re-Open

Discrepancies.

Releasing Job Ticket & Route Card for PDO's Create Repair

Codes.

Re-Open Repairs.

Repair

Include/Exclude.

Approve.

Creation of Snags Material Review

Board - Create.

Releasing Job Ticket & Route Card for Snags Raised.

Miscellaneous Shop Order Creation.

Create New.

Serial Numbers Mismatch in Dismantled Parts. Out of Operation

Resolve

Receipt of all items after Rework. Material Actions -

Material Receive.

111

Release of Assembly Shop Orders Release Assembly

Orders

Mandatory Replacements.

Rejected Items/ "C" Class Items.

Material TAB.

Order Code =

Assembly

Material Actions -

Issue

Store Credit Set Structure

Operational /

Set Structure Not

Operational

Return Object

Material Actions -

Material Receive.

Record details of AOG/ Priority Demand Emergency

Requisition

Release Emergency Requisition Emergency

Requisition

Check existing sales quotation (OPTIONAL) Emergency

Requisition Line -->

RMB --> Link to

Sales Quotation

Create new sales quotation (OPTIONAL) Emergency


RMB --> Create

Quotation

Check Outstanding Customer Order Emergency


RMB --> Link to

Customer Order

Create new Customer Order Emergency


RMB --> Create

Order

Check Stock availability and sparability Availability Planning

query

Production/ Procurement Process - If stock is not available

If dispatch against existing RMSO - Raise Customer Invoice

112

Receive Covering RMSO and update Customer PO Number Customer Order

Deputation of Team Receive request for on site repair Manual

Record Request details Customer Order

Identify if deputation is for Survey or Repair or Survey cum

Repair

Customer Order -->

RMB --> Service

Request

Request Concerned department to nominate Survey/

Repair Team

Work

Order/Operations

Receive and record list of nominated team Work Order -->

Operations Tab.

Record GM approval reference number and date Work Order-RMB

Release

Identify and Record the requirement for materials and

tools for the outstation work as per repair scheme/ survey

report. Create and Release MR

1. Work

Order/Materials

Tab

2. RMB Release

Arrange for material and prepare kit Work

Order/Material tab

- RMB Availability

planning.

Arrange for tools Work Order RMB-

Tool Availability

RMB Release (MR)

Reserve material against MR 1. Work

Order/Materials

Tab, RMB Reserve

Draw item from store Work Order -->

Materials Tab,

select line and issue

Work Order -->

RMB, change status

to "Started"

Print Gate Pass and hand over to Party Leader Gate Pass

(Returnable/ Non

113

Returnable)

Security Clearance -

Manual

Record Time Booking and Material Consumption. Return

Tools

Service Request for

each

Object(Helicopter/

Aircraft) will be

created against VIM

connection type

and connect to the

main work order

1. Gate Pass -->

select line, RMB,

select "Return to

Inventory"

2. Work Order -->

Materials Tab,

Select Line and

Unissue

1. Gate Pass -->

select line, RMB,

select "Return to

Inventory"

2. Tool Request -->

Select Line and

Unissue

1. Work Order -->

Report In -- Time

Report

2. Work Order -->

Report In -- Postings

3. Create Voucher

Inform Finance about Sale Order Closure Customer Order à

Release

Record details in Customer Order Transfer Sales Part

Line from Work

Order to Customer

Order

114

Record details in Customer Order Transfer Sales Part

Line from Tool

Request to

Customer Order

Deliver Customer Order Customer Order

Maintain Aircraft/ Helicopter/System Work Order

Raise Invoice based on Customer Ack Q423, Work Done

Report, Material Summary (if material used in survey)

PRE-DEFINED

PROCESS

Record details of loan request Customer Order |

Characteristics

template

Release Loan Customer Order Customer Order -->

RMB --> Release

Check for the availability of material Query - Inventory

Part Availability

Planning

Reserve material against Order Customer Order

line ---> RMB --->

Manual Reservation

for Customer Order

lines

View status of Loan Order or follow-up with concerned

department

Customer Order

queries

Estimate Cost of Item Customer Order

Inform Customer about material availability Customer Order -

Print Confirmation

Dispatch PRE-DEFINED

PROCESS

Check Outstanding Loan Items Consignment Stock

Consumption

115

Request Customer to Return Loan Quick report

Receive Item with Issue Voucher Receive

Consignment Stock

Credit to store Receive

Consignment Stock

If approved, inform the customer. Customer Order

Estimate cost and send it to CSD PRE-DEFINED

PROCESS

Receive confirmation from Customer Consignment Stock

Consumption

Receive Covering RMSO Customer order

Raise Invoice PRE-DEFINED

PROCESS

If available with Customer, record request details Purchase

Requisition

Create Purchase Order Purchase Order

Forward Purchase Order to Customer Order Reports -->

Purchase Order

Inform concerned department and Progress about

availability of loan

Purchase Order -->

Confirm

Receive item and Issue Voucher from Customer

Credit to store

Record Issue Voucher Number

Initiate Fab/ Procurement action for return of loan item

Draw item from store and fit onto Aircraft Query: Inventory

Part in Stock

PRE-DEFINED

PROCESS

Dispatch Aircraft and mention loan items cleared through

Embodiment loan in Work Done Report

Quick Report

Inform CSD that Loan to be returned Manual

Initiate process of loan return Customer Order

116

Withdraw item from store PRE-DEFINED

PROCESS

Dispatch item with Credit note PRE-DEFINED

PROCESS -

DISPATCH

Receive Customer Ack. Credit Note Copy with Receipt

Voucher number

Manual

Receive RMS Order for training PRE-DEFINED

PROCESS

Send Acknowledgement Report: Customer

Order Acceptance

Prepare Training Program Training Event

Check if in-house or on-site training Training Event

Forward Training Plan to Concerned department Manual

Arrange for material, equipment, stationery, etc Training Event

Conduct Training PRE-DEFINED

PROCESS

Request concerned department to nominate personnel for

training

Manual

Receive list of trainers Training Event

Return of Team Manual

Prepare Training Report Training Evaluation

Forward Training Report to Customer Manual

Customer Complaints Receive Customer Complaint Manual

Register Customer Complaint Support Issue

Forward Complaint to concerned department &

Competent Authority

Support Issue -

Issue Assignment

Change Status to

"Open"

Action taken to resolve complaint Support Solution

Follow-up with concerned department Overview - Support

117

Issues

Register Solution Overview - Support

Issues Status -->

Complete

View and print Solution Support Solution

Intimate Customer on action taken Support Solution -->

Generate HTML

Page

Forward Complaint Register to Competent Authority Overview - Support

Issues

Technical Publications Receive RFQ for Technical Publications Manual

Prepare Quotation PRE-DEFINED

PROCESS

Receive RMS Order from Customer for technical

publication

Manual

Record RMS Order details Customer Order --->

Release

Check if In-house or Outsourced printing Manual

Inform PCS to release Shop Order Manual

Create and Release Shop Order Shop Order à

Release

Print Publication Manual


PROCESS

Create Purchase Requisition Purchase

requisition &

Release

Release Purchase Order PRE-DEFINED

PROCESS

Receipt into stores PRE-DEFINED

PROCESS


PROCESS

118

Manufacturing


Master Process

Sheet (MPS)

Preparation

and

Management

Receive Drawing for a new part.

Create Inventory parts in IFS which does not pre-exist. Inventory Part/

General

(General Data)

Inventory Part/

General

(Aviation/ HAL

Specific)

Inventory Part/ Misc

Part Info.

Inventory Part / RMB -

Part Catalog

Inventory Part /

Revision

Inventory Part / RMB -

Part Catalog/ Alternate

Parts

Inventory Part /

Default Locations

Inventory part /

Planning Data

Define Raw Material Specifications Inventory Part /

Characteristics tab

Create PSL Number Inventory Part/ RMB -

PSL Number

Generation

Create Manufacturing BOM Product Structure -

1. Create BOM in

Tentative State

Product Structure -

1. Create BOM in

Buildable State

Updating Product Structure for changes in Design or

modifications

Product Structure

119

Obsolete Product Structure Product Structure

Create Routing Routing

Define Inspection Operations Routing

Define Heat Treatment Operations Routing

Define outsourcing operations Routing

Define Tools against Operations Routing

Update Process Issue Routing

Obsolete Routing Routing

MSD fills up SMH in routing screen by putting the set up time

and unit time.

Routing - 1. Fill up

SMH Details

Approve the routing after finalization of SMH Routing:

Make the state

"Buildable"

Jig & Tool

Order (J&TO)

Requirement of tools, jigs & fixtures, instruments during PSL

finalization

Basic data for tool –

Allot a tool id

Manufacturing

standards/

Routing/operation

tools- Add the tool id

to the operation.

Print JTO as per the tools mentioned in Routing

Allot part number in the inventory system for the tool created in

above step

1. Inventory Part - The

inventory part number

will be the part

number of the tool

2. Some of the tools

will be manufactured

while some are

purchased

3.In case of special

tool make the

inventory part

serialized in part

catalog

Master Process Sheet preparation for the main tool Predefined Process –

120

Master Process Sheet

Preparation &

Management

Create a MPR / Work order against the J&TO created above 1. MPR – Purchase

requisition

2. Shop Order for Tools

Maintenance of tools /jig / instruments / gauges. Define them as

serial/functional

object in IFS

Maintenance in

respective locations

and link it to the tool

instance

Periodic Calibration or Condition Based Calibration of jigs /

fixtures / gauges etc

1. Repair structure of

jigs / fixtures /gauges

2. Calibration plan (

Periodic / Condition

based) in Tool Master

3. Repair Shop order

for calibration

Material Purchase Requisition for Tools to IMM Create Purchase

Requisition (for the

Tool)- Planned Status

Convert JTO into manufacturing Order Create a shop order

for the required tool

quantity

Execute JTO Manufacturing order Refer Shop Order

execution process

Store Credit Tools Shop Order - Receive

into PTS

To be Designed

Design request to be created

Create Change Order

(CO)

Print J&TO as per the requirement of Methods Order Reports

Requirement of tools, jigs & fixtures, instruments during PSL

finalization

1. Basic data for tool –

Allot a tool id

Creation of Inventory Part Inventory Part-

Inventory Part

121

Attaching the Tool id with the Inventory Part Manufacturing

Standards/Basic Data

for Tool

Print J&TO as per the requirement of Methods Order Reports

Standard Tool - To be Procured

MPR to be created

1. Inventory Part

2. Material Purchase

Requisition

Create Product Structure for the Tool Manufacturing

Structure / Product

Structure

Creation of Routings Manufacturing

Structure / Routing

Tool Shop Order creation and execution

Production

Order

Management -

Shop Order

Execution

Customer Order Receipt from Customers with delivery Schedules

for the total supply (RMSO, IDTO, Export)

1. Customer Order -

Order Lines Tab -

(Planned Delivery

date, DOP Connection

= Automatic DOP/

Manual DOP,

Acquisition=DOP

Order) Release the

Customer Order

2. DOP Header

automatically created

on release of

customer.

Specifying the (Alternate / Revision) PSL No to be used for the

DOP

DOP Header - Create

DOP Structure- Create

DOP Structure

Netting of DOP DOP Header - Net

Release Of DOP DOP Header - Release

Action on MPR

Release Shop Orders for Reservation Overview Shop Orders

- Query of DOP Id

Reservation& Generation of Pick list for fabricated items.

Reservation& Generation of Pick list for purchased items.

Overview Shop Orders

Material Allocation

screen - Query on

Shop

Order/component part

122

Printing of Pick list for issue of material Report - Pick List

Printing of - Route Book

Printing of - Pick List.

Reports-Route Book .

Reports - Pick List.

Shop Order Documents handed over to Progress for issue of

material and loading

Issue of Material from Stores & Collection of Material by

Progress.

Shop Order material -

Issue material Pick List

Location - RMB - Issue

all Material

Printing of Job Ticket.

Load Work Center

Perform & Report Operations Shop Order Operations

Reporting-Operations

tab - Operation - RMB

- Report Time

View Room / QC Check. Shop Order -

Operations Tab -

Operation No - RMB -

Create MRB.

View Room / QC Check - Entering of Lot Batch & Qty Details. 1. Report - Acceptance

Tag.

2. Enter The Lot/Batch

No & Qty.

3.Enter Serial Nos

reserved for parts

manufactured in this

shop order.

3. Shop Order -RMB -

Reserve Serial No.

Store Credit Preparation 1. Info Services - Print

Store Credit Report

Store Credit 1. Receive Shop Order

-RMB - Build Serial

Structures.

2. Receive Shop Order-

RMB -Receive parts.

Tool Shop

Order

Execution

Creation Of Dop Header Dop Header - Create

Specifying the (Alternate / Revision) PSL No to be used for the DOP Header - Create

DOP Structure- Create

123

DOP DOP Structure

Netting of DOP DOP Header - Net

Release Of DOP DOP Header - Release

Action of MPR

Release Shop Orders for Reservation Overview Shop Orders

- Query of Dop Id

Reservation& Generation of Pick list for fabricated items.

Reservation& Generation of Pick list for purchased items.

Overview Shop Orders

Material Allocation

screen - Query on

Shop

Order/component part

Printing of Pick list for issue of material Report - Pick List

Printing of - Route Book

Printing of - Pick List.

Reports-Route Book .

Reports - Pick List.

Shop Order Documents handed over to Tool Progress for issue

of material and loading

Issue of Material from Stores & Collection of Material by Tool

Progress.

Shop Order material -

Issue material Pick List

Location - RMB - Issue

all Material

Printing of Job Ticket.

Load Work Center

Perform & Report Operations Shop Order Operations



- Report Time

View Room / QC Check. Shop Order -

Operations Tab -

Operation No - RMB -

Create MRB.

View Room / QC Check - Entering of Lot Batch & Qty Details. 1. Report - Acceptance

Tag.

2. Enter The Lot/Batch

No & Qty.

3.Enter Serial Nos

reserved for parts

manufactured in this

shop order.

124

3. Shop Order -RMB –

Reserve Serial No.

Store Credit Preparation 1. Info Services - Print

Store Credit Report

Store Credit 1. Receive Shop Order

-RMB - Build Serial

Structures.

2. Receive Shop Order-

RMB -Receive parts.

Bulk Material

Issue through

Issue Slip

Create the Issue Slip Header Inventory / Transport

Task / Issue Slip

Create the Parts required with the quantity required, From

Location and To Location

Inventory / Transport

Task / Issue Slip - Part

details

Print Pick list Order Report

Create Part line in the Issue details to issue the items Inventory / Transport

Task / Issue Slip - Issue

details - RMB Select

Part details

Update the Issue of Items Inventory / Transport

Task / Issue Slip - Part

details - RMB Execute

Update the Issue from location in the Shop Order for which the

items are used from the Floor location

Shop Order / Material

- Issue from location

field

Receive with Back flash in the Shop Order receive Shop Order receive -

Back flash check box

ticked

Quality

Inspection

Process in

Manufacturing

Reporting / Confirming of quantity completed in Shop Order

against each Inspection operation

Shop Order Operations



- Report Time

Snag recorded during the inspection operation in work order. Shop Order Header or

Operation / RMB –

Create MRB

PDO recorded during the inspection operation in work order Shop Order Header or

Operation / RMB –

125

Create MRB

Snag/ PDO report to be printed for deciding the disposition

action.

Order Report

Record the disposition action in the system and

acknowledgement that the disposition has been recorded

Change

Management/MRB

Maintenance/RMB at

Line Level -Disposition

Action

Case 1: All parts Accepted Change

Management/MRB

Maintenance/RMB at

Line Level -Disposition

Action

Case 2: Rework /Salvage

(Rework can be on partial or full quantity )

Activity :

Create Rework Demand

Change

Management/MRB

Maintenance - RMB

Create Rework

demand

Case 3: Rejection - Child

Activity :

Create Rejection Demand

Change

Management/MRB

Maintenance - RMB

Create Rejection

demand

Case 3: Rejection - Parent

Activity:

Create a Shop Order for the rejected quantity.

Shop Order

Allotting Serial no. / Lot batch no. 1. Shop Order / Lot

batch

2. Shop Order - RMB

Reserve Serial No

At the final inspection operation - creation of MRB for

acceptance and printing of Tag.

Shop Order Header or

Operation / RMB –

Create MRB

Annual

Production Plan

& Capacity

Planning

Recording of Demand - RMSO, IDTO, Exports, IDS Labour, Annual

Tasks, Tooling etc.

1. DOP Header

Inclusion of Open Shop Orders for Annual Production Plan

Long Term Material Planning Predefined Process -

DOP Processing - part

of 'Shop Order

126

Execution' Process.

Capacity Analysis to find out Overloaded Work Centres Reports -

1. Overloaded Work

Centers

2. Project Wise

Department wise work

load

3. Project Wise Work

Centre Wise Load

Capacity Analysis to find out Part Numbers in overloaded work

centres

Reports -

1. Overloaded Work

Center Part

2.A report to be

provided showing

overloaded w/centres

& following the critical

path.

MRO

Area Business Event

MRO Receipt of Rotables/Helicopter

Recording of Part Number, Customer & Serial Number.

Creation of Sale Order &Main Work Order.

Decision of Internal Repair (Inside Helicopter Division) / Outside

Repair (OEM/ Other HAL Division).

Release of Initial Set of Presurvey Job Card & Route Card for

Rotables & Helicopter

Collection of Item by Progress

Loading of Items to Shops

Offering of Rotables/Helicopter for Presurvey to Inspection.

Recording of Presurvey Results.

Setting of Maintenance Level & Release of Work Scope

Release of Disassembly & Assembly Job Ticket & Route Card for

Overhaul

127

Release of Subsequent Set of Presurvey Job Card & Route Card

for Rotables from Line Helicopter.

Release of Disassembly & Assembly Job Ticket & Route Card for

Service

Movement of Items Between Departments in Helicopter Division

Offering of Dismantled items to Respective Inspection.

Raising of PDOs/Snags

Releasing of Job Ticket & / Route Card for Snags & PDOs.

Receipt of all reworked Items.

Kitting for Assembly

Mandatory Replacements, Rejected Items & Missing Items

Collection from Store

Store Crediting of Repaired/ CAT 'E' Rotables to Virtual Locations

for Shipping.

External Repair Predefined Processes Till Creation of Disposition Orders

Dispose Components as External Repair

Dispatch of Component

Receipt of Repaired Component

Pre Defined Process - Assembly Order Processing

Pre Defined Process - Invoicing against services provided

Modification

Management

Basic Data Setup for Mod

MOD Cycle

Annual Task

Planning

Masters for Annual Task Planning

Recording Customer Demands for Top Parts - Maintenance Level

Wise

Defining Customer Demands for Rotables (without Maintenance

Level)

Setting Up Structural Rotables

Release of Annual Task

Collation of Demands and Creation of Supplies

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Processing of Shop Orders - Predefined Process

Processing of MPRs - Predefined Process

Methodizing Maintain Engineering Part Revisions

Products

Serial Part Info

Stress Rating ID

Serial Structure Template

Transfer Template To Repair Process

Enter Default Basic Data

Disassembly and Assembly Routings

Repair Routings and Structures

Discrepancy Codes,Repair Codes,Maintenance Levels

Maintenance Level Structures and Routings

Part Discrepancy Codes

Repair Routings & Structures for each Repair Code

Modifications data setup as per MRO 4.3

Maintenance


Breakdown

Maintenance

Breakdown Slip raised by Shop Supervisor Fault Report

Breakdown Slip received by Maintenance department Prepare Work Order

Section In-charge plans for maintenance and assigns technicians

to carry out the work

Prepare Work Order

Spares required for Maintenance purpose. Material coordination

with Designated maintenance Stores of the Division

1) Query - Inventory

Part Availability

Planning

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2) Prepare Work Order

If enough spares/Services not available, then procure spares

through PR, Imprest cash

Prepare Work Order

Perform Time Reporting Report in Work Order

Finish the Work Order Report in Work Order

Preventive

Maintenance -

Periodical/Sche

duled

Prepare Preventive Maintenance Schedule (Calendar

Generation)

Separate PM Action

Prepare work order Check List for the respective PM plan to be

performed

Calender Generation

Perform Preventive Maintenance action Prepare Work Order

Preventive

Maintenance -

Condition

Based

Maintenance

(CBM)

Prepare Preventive Maintenance Schedule (Condition Based) 1) Separate PM Action

2) Overview -

Measurements

3) Condition

Generation

Plant/Machine

ry

Condemnation

Cycle

PRC 1) Functional Object

Info

2) Serial Object Info

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Imprest Cash

Cycle

Purchase through Imprest Cash 1) Work Order

2) Work Order Report

In

Payroll


Payroll Process Payroll Master Setup a. Miscellaneous

Master

b. Account Code

Master

c. Other Masters

Entering & Modifying Transactions e.g. Entitlements, Eligibilities,

Adjustments

a. Fresh Employment

b. Entitlements

c. Eligibilities

d. Adjustments

e. Other Earns /

Deductions

f. Loans

g. Arrears

Master setup and processing of Income Tax a. Group Master

b. Section master

c. Sub Section master

d. Perquisite Group

Master

e. Employee Tax Slab

f. Employee

Adjustment / Saving /

HRA Receipt (TDS)

Finance and Payroll Integration Post Loan Info to

Payroll

Processing of Salary a. Arrears Calculations

b. Posting Of Arrears

c. Tentative Payroll

Processing

d. Income Tax

Calculation

e. Income Tax /

Surcharge

f. Posting

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g. Final Payroll

Processing

h. Month End

Processing

Outside Agency Payments Outside Agency

Payments

Leave Accounting / Attendance Leave Accounting /

Attendance

Other Employee Payments e.g. Medical Reimbursement,

Contingency advance and loans etc.

Mixed Payment

Travel Expense

(TA-DA)

Concerned department head shall raise a Movement Order (MO)

mentioning the travel details for approval, from Competent

Authority (GM/ED/AGM).

Manual

After approval, an employee fills Travel Authorization Form and

gets coordination from HOD.

Manual

Employee enters the travel details like date and purpose Expense Sheet

(Header)

Employee enters the advance request as per the approved Travel

Authorization Form

Expense Sheet

(Payments)

The payment is approved Approve - RMB on

Employee Payment

Transactions

Payroll makes the payment against the approved advance

request.

Employee payments -

RMB - Create Mixed

Payments

Once travel is completed, payroll will fill the expense sheet and

approve it.

Payroll checks it as per TA / DA rules and entitlement of

employee according to the Grade / Scale in which employee’s

falls

Expense Sheet -

Expenses

(RMB-Approve)

The balance amount can be adjusted against any other advance

payment

Expense Sheet -

Payment - Connect to

expense sheet

The balance claim for all employees is generated Payment in Full

The remaining payable is paid to the employee Mixed Payments

Amount recoverable from employees Mixed Payments

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Annexure-S4

Functional Requirement Specifications

PLANNING MODULE

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

labor and batch sizing. Long Term and Short Term scheduling. Monitoring of

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Actual Production vs. Plan.

Should be possible to plan the procurement/manufacturing for different intervals like 3/6/12 months

Should have provision to generate exception reports detailing lapses in Pre-requisites in terms of BOM/Process etc.

System should have the provision to define/modify Production/MRO/Ad-hoc etc tasks with different delivery dates and tail/Part numbers for different Project/Customers.

Should be capable of automatically combining the requirements of a part from all tasks for a defined period and generate a single Requisition-line/Shop-order for that part.

Should be capable of automatically combining the requirements of any configurable category of Parts from all tasks for a defined period and generate a single Requisition for that category of parts.

The Planning Engine should have provision to run based on the selected category of items. (Example - Standard parts, Forgings, Machined Parts, BOIs etc).

The Planning Module should be capable of generating Plan Vs Actual Report with critical path clearly identified.

The Planning Module Should support Simulation capabilities with an option to generate procurement/ manufacturing requests.

Should support re-scheduling of Production Plans.

Should support Graphical representation of Planned vs. Actual execution of Tasks. (Gantt Charts etc).

Should consider WIP purchase requisitions, purchase orders, shop-orders (created both outside/inside Planning Module), alternate-parts, p-factor of items etc while arriving at the net requirement.

Should be capable of generating comprehensive production/execution schedules.

Should support defining firm and forecast tasks with different types of servicing.

Should have provision to generate comprehensive adequacy statement for firm tasks.

Should have provision for planning of spare Parts for machines and plant

equipments.

Planning engine should generate purchase requisition and shop order requisition for Outsourcing items

Production Status Should be capable of generating comprehensive reports regarding the completion of milestones for different tasks/Customer Orders.

System should have provisions to define monitorable milestones based on the execution of tasks (Customer Orders).

Work center Monitoring Should have capabilities for automatic alerting whenever a work-center is about to get or gets overloaded.

Should have provisions to proactively alert person-in-charge on loading for build of WIP against work-centers.

Should have provisions for generating Capacity versus Load against selected work-center(s)/Departments.

Should consider Break-down/preventive Maintenance while scheduling.

LRU PI/PE Should have provisions for defining different checks with different periodicities and generating alerts for items due for periodic servicing in Manufacturing/ MRO

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programs

Should have provisions for creating Periodic Inspection orders, for items in Stores, different from Manufacturing/MRO orders and carry out Inspection Process.

Should support generation of Job-Cards/Tickets for Periodic Inspection orders.

MANUFACTURING MODULE

Product Structure Ability to generate Product structure (PS) details from PLM and capture EBOM (Engg BOM) and corresponding MBOM (Manufacturing BOM).

On modification of Product structure, auto alert mechanism for the WIP work orders which are in old revision.

Ability to define default flag for an alternate of the product structure against a part and revision which will be used for creation of shop orders and planning engine.

Ability to define Part Revision and applicable alternate against the component parts in BOM.

Any Modification in Routing/Product Structure should be controlled through an approval workflow.

Ability to define Quality Plan against the PS and save the plan as a template for the part no and corresponding revision. The same plan should flow to the shop order for the said part and revision.

Ability to incorporate Special symbols in Quality Plan. E.g.; ® © ± Ω Ψ …etc.

Ability to define tail number/vehicle serial number applicability at “alternate” level of product structure. The tail number/vehicle serial number so defined should be enforceable during Shop order Creation.

Routing Ability to generate Routing details from PLM

On modification of Routing, auto alert mechanism for the WIP work orders which are in old revision.

Ability to define default flag for the Routing alternate against the part and revision which will be used for creation of shop orders and planning engine.

Should be able to separately administer permission for entry/modification of operation details and timing details.

Viewing access to timing information to be restricted to specified users only for outsourcing operations

Ability to define Heat Treatment /NDT /special process parameters against the operations.

Ability to define the tool id with different versions /revisions against the operation no.

Ability to identify the operations (Note Text) which had been modified by Methods Planning Department.

All newly added operations in a routing should have zero timing. Should have provision to update the timing by authorized agency.

Ability to maintain history of changes done to an operation in routing.

Ability to generate alert of WIP shop orders while making new revision buildable

Ability to define routing exclusively for FAI (First Article Inspection) which should

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exist in Tentative state till the FAI work order is cleared.

Further Routing for the part and revision should not be allowed until the FAI alternate is buildable.

Ability to restrict release of production shop orders till FAI is cleared.

Shop Order Ability to identify shop order created for FAI

Provision to identify tail /part numbers against the shop orders created for detail/assembly based on planning engine output.

Ability to utilize Barcode on the requisite documents without installing any additional software, font etc. in client machine.

Ability to capture operation clearance from Operator, Supervisor and final inspection.

Ability to automatically park shop orders based on the alerts from PLM

Ability to have online clearance of Route Book.

Ability to offer parts for clearance to external agencies like CRI through the generation of MEMO.

Ability to capture labour booking (Individual and Group)

Ability to capture CPI (Check Prior Installation) test results

Ability to update heat-treatment/ NDT/Special-Process details and generate reports.

Ability to report operations, manufacturing receipts and component issues through barcode scanning of the Job Card & Acceptance Tag.

Ability to enter the actual inspection results against the quality plan for individual shop- order.

Ability to generate Methods Log Entry (MLE) against the shop order.

Ability to view the Part Drawing (2D, 3D) against the shop order directly.

Production shop orders should not be generated in case FAI shop order (If defined) is not cleared.

Ability to issue accepted quantity of manufactured parts from one shop-order to another assembly shop order and auto updation of corresponding transactions(Store credit of partial or full qty ,Issue against MR)

Ability to receive into store only accepted quantity based on the TAG, not the Lot Size.

Ability to capture accurate transaction details like Labour booking, Material Issue etc. during the Split/Merge of Shop Orders. Ability to configure controls to minimize surplus WIP due to batch production

Ability to generate acceptance tag/PDO through a simplified single screen process.

Provision to create a PIC (Pre Installation Checks) shop order for component LRU directly against a material line in shop order in which it is required. Ability to track the status of PIC (passed/failed) with associated accounting entries.

Should have provision to automatically peg shop-orders to the higher assembly shop-orders based on vehicle serial-no.

Inventory Part Ability to create inventory part listing with all the mandatory fields and basic information like Lifed Components,storage conditions, First Article Inspection (FAI)requirement , Part revision, specification,material size,periodic servicing characteristics,Time Between Overhaul(TBO) , Total Technical Life etc

Ability to view Part Drawings (including 3D format) against the part no without installing the native software. Ability to view PLM drawings through hyperlink created as per PLM object Ability to open PLM drawings using embedded viewers(eg. jar files to be installed as plugins)

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Engineering change order management for enabling seamless flow of configuration information between design agency, manufacturing & MRO shops with appropriate alerting mechanism.

Ability to have centralized item master across the organization for all categories of items (Non project items, Raw Material, consumables etc.)

Ability to define FAI requirement against the part no and revision.

Should permit modification of inventory unit of measurement with appropriate quantity conversions.

Ability to generate the material codes as per pre-specified criteria and link with part master

Should have facility to capture the disposition of previous revision/issue in part master on release of higher revision/issue

Ability to use same Part No for manufacturing or procurement. Accounting should be based on manufacturing or procurement as the case may be.

Quality Ability to capture SNAG details against the shop order/assembly no/system & subsystem etc. and pass it through a predefined work flow for further action by different involved agencies like Methods,DLE,Quality,Shop etc.

Ability to generate CPI (Check Prior Installation) report for assemblies which consists of actual part-revision/issue and SOP details for the helicopter/assembly.

Ability to generate Tag/PDO against a list of shop orders at one shot.

Ability to generate graphical report for monitoring of stage wise clearance of final product like helicopters/aircrafts .Ability to generate work done report based on stage clearance.

Ability for repetitive snag analysis.

Ability to print documents(Drawings, Sketches etc.) attached to a shop order along with the reports like Route-Book,JC etc.

Ability to generate Periodic Servicing and Calendar Servicing requirement for each aircraft/helicopter /LRU and carry out the same activity in ERP mode. Alert mechanism should be incorporated for carrying out the servicing where applicable.

Ability to capture actual part revision/issue details (sl. no’s, installation date,TTL etc) against the Aircraft/Helicopter based on SOP (Standard of Preparation).

Ability to provide Production stage (operation completion status) confirmation through mobile/handheld devices. For example, completion status of operations for components under manufacturing in shop.

Ability to make a comparison between the in-house production and Subcontract costs for a particular job / batch of production

Ability to generate Heat Card after capturing the details of heat treatment operations, Registering parameters & specifications of Heat treatment e.g. Furnace No ,Temp , Time In / Out ,Work Order No - Op No - Qty, Material Batch No etc.

Should have provision to automatically peg shop-orders to the higher assembly shop-orders based on vehicle serial-no.

MRB for FI should be possible only if all previous MRB are in either completed or

Cancelled state

General Requirements Provision for multilayered planning to create strategic plan, MPS and MRP tools to meet the objectives.

Provision to re-run the plan dynamically on the basis of current situation.

Ability to analyze the bottleneck in terms of Man, Material & Machine.

Provision to hyper-link drawing with part number/work instruction/ Job card.

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While granting / revoking view /edit rights from a document class, it should be applicable to all existing documents in that Document class.

TOOLING MODULE

J&TO Provision to plan for tools to be procured/manufactured for a particular project/Task/ Production schedule etc.

Provision for Methods to enter Tool-ids in the system against routing operations along with indication regarding requirement of Jig &Tool Order(J&TO)

Provision for grouping Tools to generate consolidated J&TO request

Provision for defining approval workflow for J&TO request

System should restrict duplication of J&TO request for the same tool.

Provision to monitor progress of J&TO request Line item wise

Ability to generate alert on J&TO request to Tool Planning(TP)/Tool Design

Provision for Tool Planning to categorize the tool as Standard or Production tool

Ability to convert J&TO to MPR for Standard Tool

Provision for Tool planning to categorize the tool as Outsourced/ In-house Production tool and generate shop order/ Outsourcing Request as applicable

Ability to record completion of J&TO cycle on receipt of tools into stock and also send alerts to TP/Methods on execution/completion of the manufactured/Outsourced tool

Tool Inventory Ability to define Tool master , Tool Product Structure and Tool Routing

Ability to differentiate Tools from general Inventory Parts

Ability to track revision-wise tool stock

Tool Costing Should have user friendly simplified process for receipt and issue of tools with appropriate accounting as per HAL policy

Facility to handle repetitive issue/receive of Tools (Serialized/ Non serialized)as per the accounting policies.

Tool use in Part MFG System should restrict Reporting of operation wherever serialized tools are called, and tools have not been issued.

System should restrict use of un-calibrated and calibration due tools in operations and issue to operations/employees

Ability to generate report giving details about the no. of parts manufactured by a given Tool/Tool Serial

Ability to trace back the parts manufactured by a given production Tool/ Tool Serial no

Ability to issue Tools to Employee(As per Token based System followed in HAL)

System should maintain a complete log of issue/return of Tools to/from employee

System should facilitate viewing of allocation status of tools

Ability to send alert mails to employee whenever the tools held by them are due for calibration

Ability to generate Tool Breakage Report by Shop Employees

Ability to issue fresh tools from stores against the breakage report

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MRO MODULE

Module Requirements

Planning-Scheduling

System should have the provision to define tasks with delivery dates and tail/serial numbers for different customers.

Should support defining firm and forecast tasks with different types of servicing and maintain history of task changes.

Ability to Define SOP (Standard of Preparation) for different types of servicing for a component/ Assembly/ Aircraft/Engine/ Helicopter including cycle times for each type of servicing. Provision for uploading of relevant documents

Ability to generate Work Breakdown Structure for an inducted Aircraft/ Helicopter/ Assembly.

Ability to enter Tool Details like Tool Life(Number of instances for which a particular tool can be used), Tool Calibration periodicity, Tool Expiry Details etc

Tool Calibration Ability to automatically record consumed life of the tool based on its usage and ability to initiate/send for calibration of tools based on no. of parts manufactured using the tool or calendar life of tool

Ability to Raise separate category of Shop order/PO for Tool calibration and record the inspection results

Ability to enter Calibration details like Calibration Date, Calibration Range, Calibration agency, Calibration period, Alert days etc for the Tool Serial No as intelligent fields

Should be able to handle repair and calibration of tools, ground support equipment etc (in-house/by vendor) issued to shop against Material Requisition with appropriate accounting.

Should have provision to link calibration activity done by vendor in HAL premises with the Purchase order and the tool/GHE/GSE no. Ability to scrap tool if required

System should have ability to analyze calibration data for trend analysis(like adjust the calibration period, equipments reliability etc)

Tool Disposition Request Ability to raise Tool Disposition Request(TDR) for Repair of Tools

Ability to generate Shop order/MPR against the requested TDR No and issue repairable tool against the same

Tool Procurement/Mfg request

Ability to raise Tool request with appropriate approval workflow

System should have provision for in-house Tools Manufacturing Order based on Tools request

Ability to consolidate Tool request by Tool Planning and raise a consolidated Purchase Requisition

On receipt of Tools, facility to issue tools based on the tool request

System should generate alerts to Tool Planning when Tool inventory stock levels go below re-order level

System should facilitate Standard Tools Procurement Planning based on Re-order Level

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Ability to define list of items to be supplied by customer/ customer's representative agency as a part of SOP for various types of servicing along with required schedule of supply. Ability to pro-actively alert the customer in case item is not received within the acceptable time schedule. Ability to link the LD calculation for delivery with late receipts of such items, if any.

Ability to capture labour booking (Individual and Group) by shop supervisors for all types of MRO activities and generation of online cost ledger.

Ability to define test equipments/ rigs/ test benches required for an assembly.

System should support feasibility analysis for projected tasks. Note: MRO Task is projected by customers and may be accepted/partially accepted by HAL based on availability of machine/ material/ labour.

Should be capable of generating comprehensive production/execution schedules for the Aircraft/Helicopter/Engine/LRU with respect to delivery date.

Ability to define Production plan for the Task with delivery schedules

Should be able to configure business process for the following scenarios: 1.MRO of Aircraft/Helicopter/Engine at HAL 2.MRO of Aircraft/Helicopter/Engine at Customer base (by customer)(Rotables/LRUs of those Helicopter or Aircraft are sent to HAL for repair ) 3.MRO of Aircraft/Helicopter/Engine at Customer bases and HAL sends a team along with material &tools (team deputation). 4. Induction of Rotables for Repair/DI at HAL

Ability to generate loading schedule of components to shops/OEM /other Divisions after induction of Aircraft/Helicopter/Engine.

System should generate a shop-wise schedule of assemblies and sub-assemblies for MRO activity to various shops (for assemblies directly loaded by customer and disassembled from Aircraft/Helicopter/Engine undergoing servicing activity).

For shops/ work centers which are involved in both manufacturing and MRO activities for same LRUs, ERP system should have the provision for generating shop wise schedule for a combination of manufacturing & MRO activities.

Ability to define work centers/ shops responsible for MRO activities of each component/ Assembly etc.

Provision for recording the receipt of customer's Aircraft/ Helicopter/ Engine /LRU (both serialized and non-serialized) for MRO Activities and creation of Work Order. Provision should exist for linking Work Order to task and delivery schedule.

Provision for defining various stages of MRO activity and recording the completion of each activity with history (including dates of start and completion of each stage) and tracking at Work Order level against stage completion plan.

Provision to send automatic mail alerts(Novell Groupwise) with list of LRUs inducted on the day for MRO activities (in Excel format) to configurable list of personnel.

Provision to define Bill of Materials (with applicable revision of component parts), operations and Tools involved and corresponding work-centers(which may also be in any other Division of HAL) for each type of servicing for the items

Should be possible to define Scheduled Sub-assemblies as part of a particular MRO activity. (Scheduled sub-assemblies undergo compulsory MRO activity in a given service type.)

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Should be possible to define mandatory and non-mandatory list of components for various types of servicing of a part/ Assembly. For all non-mandatory components, provision should exist for calculating and defining P-Values.(Probability of rejection of the spare)

Ability to generate work center wise schedule considering priorities such as AOG, item about to cross the MRO cycle time of LRU and enter LD period. Monitor the actual progress of work against the schedule.

Ability of the system to forecast the material requirement for MRO activity of Aircraft/Helicopter/Engine using firm & forecast requirements considering already inducted Cat-Ds.

Ability of system to maintain checklists, track and manage documentation(manuals, drawings, certificates, etc) for delivery of Aircraft/Helicopter.

Ability of system to track dependency among servicing activities with notification to concerned user.

Should have the provision of calculating and defining loading factor for various LRUs(with different types of servicing) based on previous history

Ability to automatically update Build Standard (SSI)of aircraft/ helicopter/ Engine/ LRU with the actual serial numbers fitted at the time of delivery/dispatch.

System should have provisions to define monitorable milestones based on the execution of tasks (Customer Orders).

Should be capable of generating comprehensive reports regarding the completion of milestones for different tasks/Customer Orders.

Should have provision to generate comprehensive adequacy statement for initiating procurement action considering p-values, loading factors, types of servicing etc.

Should consider WIP purchase requisitions, purchase orders, transfer tasks, work orders etc. while arriving at the net requirement.

Should have capabilities for automatic alerting whenever a work center/shop/ machine is about to get overloaded (e.g.80%, 90%, 95% loaded) or gets overloaded.

Should have provision for automatic pre-alert to the next work-center-in-charge on loading of WIP in any work center.

Should have provisions for generating Capacity versus Load against work-center(s)/ shop(s).

Should be possible to run planning engine for different user- defined intervals.

Engineering change order management for enabling seamless flow of configuration information between design agency, manufacturing & MRO shops.

The Planning Engine should have provision to run based on the selected category of items. (Example - Standard parts, BOIs etc).

The Planning Module should be capable of generating Plan Vs Schedule Report with critical path clearly identified.

The Planning Module Should support Simulation capabilities with an option to generate procurement/ manufacturing requests.

Should have the provision for Budget Monitoring for MRO projects and profitability analysis.

Should have the provision for Benchmarking (in terms of cost and/or productivity) for various MRO projects.

Execution

Recording of Customer's Sale Order Reference, Induction Voucher reference ,purpose of induction, snag details etc. at the time of Receipt of item for MRO

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Provision to record observations found during Pre-survey activity.

Ability to record and maintain history of the list of parts defined in the work scope against each work order. Ability to track work order wise historical information of serial no's of parts present on a particular Aircraft/ Helicopter tail no. at the time of induction and dispatch

In case of loading to other HAL Divisions in the same geographical location, provision should exist for carrying out work in the same shop order (without creation of another shop order).

In case of loading to neighboring HAL Divisions for some of the operations in an MRO activity, provision should be available for acknowledgement, time docket booking and operation reporting after completion of work by the receiving Division. In case it is the last operation, provision for tagging also should be available for the receiving Division. Receiving Division should be able to acknowledge a group of operations (belonging to multiple orders) in one step also.

Upon removal of a component, structure gaps should get created automatically and these gaps should be deleted on fitment. The structure should get built up even if a new component is issued for replacement.

Should be able to issue alternate part no. for a demand raised for a component. The demands should be restricted to parts available in Bill of materials or their corresponding alternate parts.

Shortage monitoring for Aircraft/helicopter at kit wise/work center wise level.

Ability to control the issue of items based on Quantity per assembly defined in Bill of Materials based on category of items. For requirement over and above QPA, a PDO must be mandatory.

Provision to capture the serial number of the part in shop orders, for which the shop order is created.

Shop order should not be deleted on cancellation; rather it should be in ‘Cancelled’ state.

Restriction on Cancellation of induction work order if any connected Planned/Released/Started shop order exists.

Restriction on modification in PDO, if the connected repair order shop is not in cancelled state.

Ability to configure the solution for correct accounting of items received from sister Divisions wherein the inventory, COGS and sales set up is to be done by Supplying Division. Ability to issue such items in the shop orders/ work orders created for external customers of receiving Division.

Provision to prevent the receipt through MRO/ Disassembly process, of a specific serial number part, which is dispatched to external vendor for Repair activity and not received back from vendor.

Ability of the system to complete the orders (Disassembly/ Assembly/ Repair) for subassemblies/ components (which have been cannibalized from a particular Aircraft/ Helicopter tail no. and Aircraft/ Helicopter has been dispatched) which may require more material/ labour consumption in the subassemblies or their next level(s) subassemblies.

When Assembly shop order is store credited (received) after the issue of Company owned component parts, system should automatically create serial structure (SSI) for the company owned part and should link to the serial structure of the parent assembly.

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Provision for single screen tracking for all disassembly, disposition, repair and assembly MRO orders belonging to an aircraft/helicopter/ engine/LRU etc.

Provision for the customer to record the acceptance reference and date for a delivered item. The same provision should be available to HAL also.

Ability to calculate the cost of repair of Subassemblies fitted as a part of delivered Aircraft/ Helicopter / Engine / LRU considering cannibalization at all levels of subassemblies (against the main work order created for the aircraft). Cannibalization may happen from another Aircraft/ Helicopter / Engine / LRU or from an LRU inducted standalone. Ability to track the cost of repair of an Aircraft/ Helicopter / Engine / LRU by considering aggregate of cost of repair of all subassemblies considering cannibalization.

Provision to validate the issue of item against existence of a PDO in shop order in case of non-mandatory items. In case of assemblies, PDOs will be raised while disassembly and item demand will be placed during assembly.

Ability to track work progress of MRO activities i.e. to record ( transaction log ) the following stages during the MRO cycle: 1. Received into store 2. Pre-survey 3. Disassembly Start & End 4. View 5. Re-work Start & End 6. Assembly Start & End 7. Ground Run (For Aircraft/ Helicopter) 8. Customer Acceptance 9. Signal Out (For Aircraft/ Helicopter) 10. Ferry Out (For Aircraft/ Helicopter) 10. Dispatched 11. Accepted 12. Invoiced

Ability to capture details of the tester/pilot and observations during ground run/test flight. Provision to raise snag sheets and record the corrective action against observations.

Provision to Cannibalize non-serialized parts from one assembly to another.

Ability to configure multilevel approval work flow for cannibalization(in cases where approval is required)

Ability to Monitor serviceability /flying pattern of helicopters/aircraft along with incidents

Provision to make a component part no in a Serial Structure Template(SST) of aircraft or helicopter as obsolete when the part becomes obsolete

Provision for recording the receipt of customer's LRU for Defect Investigation/Pre Mature Withdrawal with Provision for Entering the reported issue, disposition, action required etc. and linking with work order.

Ability to carryout the DI process as per HAL business process and track stage wise progress. Ability to analyze cost of Defect Investigation activity.

Should be able to induct an Aircraft/ Helicopter/ LRU covered under warranty with corresponding tracking for total warranty cost incurred during the period

Should be able to link Mod Compliance with Warranty management along with corresponding cost wherever applicable.

The application should be able to forecast man-power, material and tool/ equipment requirement for the MRO activities up to 5 years time horizon and compare with actual resource status or availability.

Ability to track the status of aircraft/helicopter work orders in Gantt chart, calculate the resources needed for the work order, cost accrued and provide delay alert messages.

Provision to change ownership for a rotable from company owned to customer owned, when the item supplied as CAT A (company owned) to customer is inducted again for MRO activity.

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Should be possible to review the progress of production through the system. During review meetings, remarks will be added, priorities may be reset or action items can be generated and sent in the form of mail/SMS alerts to relevant business users. System should provide the above features in easy to use single interface.

Ability to generate graphical report for monitoring of stage wise clearance of helicopters/aircrafts for the production year. Ability to generate work done report based on stage clearance.

Ability to generate the SNAG against the work order/assembly no/system & subsystem etc. and pass it through a work flow for further action by different involved agencies like Methods,DLE,Quality,Shop etc.

Quality

Provision to monitor operational parameters like TTL(Total Technical Life),TBO(Time Between Overhaul) ,Storage life/Shelf life, Calendar lifecycles etc.

Ability to track the Revision/version of LRUs during disassembly, assembly, disposition, material issue, repair PO and transactions etc.

System should be able to maintain Multiple active revisions of a part at any point of time.

Provision to substitute a material demand with another version/revision of the same part available in stock.

Should have the provision for creating PDOs and demands for multiple non-mandatory spares in one step. Also creation of PDOs and demands for same spare in multiple orders should be possible in one step.

Ability to Monitor rejections and control plan

Ability to analyze repetitive rejections after fitment on Aircraft / Helicopters and corresponding impact on vendors performance analysis

Ability to transfer demand for a spare from one order to another in case the demand in original order has been met by cannibalization.

Provision to generate online logbook for Aircrafts/Helicopters

Provision to generate logcard (Service Log Book )for engines/LRUs, containing information like flying hours during each time interval,TTL(Total technical Life),Date of manufacturing, Date of Installation, Number of Cycles completed, cannibalization information etc.

Ability to automatically update all the components part's flying hours same as parent part's flying hours

Ability to generate report for repetitive snag analysis.

Ability to print documents(e.g. drawings/sketches) attached to a work order/shop order along with the reports like Route Book,JC etc.

Ability to generate Periodic Servicing and Calendar Servicing requirement for each aircraft/helicopter /LRU and carry out the same activity in ERP. Alert mechanism should be incorporated for carrying out the servicing where applicable.

Ability to report operations & receive through barcode scanning

Provision for carrying out PIC (Pre-Installation check) which may be carried out in the same/different dept of the Division or sister Division. Tracking of the PIC completion status even in case an aircraft/ helicopter/ Engine/Assembly has many components (even the QPA may be more than 1 for a particular LRU) requiring Pre-installation checks.

Provision to correctly account and return back the material to Stores in case of PIC failure.

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Ability to offer parts for clearance to external agencies like AQA through the generation of MEMO.

Ability to generate Route Book / JC with Barcode.

Ability to have online clearance of Route Book.

Ability to define the tool id with different versions/revisions against the operation number in routing

Mod Compliance

Ability to define Enterprise level Mod Master with applicability in terms of Range or list of Serial no's of item with complying Division(s)/vendor(s). Provision to attach Mod Leaflets with Mod master.

Ability to define date wise applicability of Mod.

Provision to define Mod applicability Aircraft/Helicopter wise and component wise

Should be able to define Mods which are applicable for more than one assembly/ part along with affected parts.

Should be able to define Bill of Materials and Processes to comply each Mod.

System should generate the list of Mods to be complied when an item is inducted for MRO activity, taking into account exempted Mods. Mod compliance activity should automatically become a part of scope of work to be carried out. The Mod compliance activity should be configured so as to be user friendly with optimum no. of steps.

Ability to record Mod complied at customer base with link to corresponding work order (in case Mod was complied by HAL personnel on Team Deputation Work Order).

Provision to define Pre-Mod and Post-Mod part combinations.Provision to convert a PDO on pre-Mod part into a demand for Post-Mod part.

Should have provision for mod compliance either by higher revision for the current part or by new part number and revision, as the case may be.

Ability to record Mod signoff and tracking of complying Division. The history log of the same along with signing-off personnel should be maintained.

Ability to track work order wise /vehicle instance wise Mod compliance status with tracking of cost of Mod compliance (labour cost & material cost).

Ability to account for cannibalization in Mod compliance for all types of Mods( Tail no wise/LRU wise applicability)

Ability to execute (labor and material issue) the Mod using shop orders & sign off the Mod without undergoing a disposition handling cycle. (In HAL scenario,PDO is not required to be raised for executing a Mod)

Provision for having complied inferred Mods (Mods which are considered to be complied for Aircraft/ next assembly, if complied for some predefined set of subassemblies).

Ability to support PBL(Performance Based Logistics) contract activities.

Fleet management

Provision to capture daily sortie details including Engine start and off time, take-off time and landing time.

Ability to update the component’s flying and airframe hours automatically based on daily sortie details of the helicopter/aircraft.

Provision for recording the snag details during daily sortie.

Provision to capture cannibalization/ replacement details at customer bases.

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FINANCE MODULE

Module Description

Book Keeping Ability to define internal organization structure like Complexes/ Divisions/ Offices and generate complete trial balance, P & L account and Balance Sheet with Schedules complying with requirements of the Companies Act,2013 and compliance of IFRS accounting requirements at Division level and consolidation of the same at Complex and Company level with provision to consolidate with Joint Venture companies’ accounts. Ability to add/delete/modify one or more of these organization structure level even after final Go-Live.

Provision to configure Uniform Master chart of Accounts for all business units across HAL.

Provision for Automatic transfer between Current and Noncurrent Asset and Liability Account codes during an accounting period in line with revised Schedule-VI

Ability to pickup previous year figures in current year financial statements and ability to regroup/reclassify previous year figures, where necessary

Ability to support "Double Entry System of Accounting" on "Accrual Basis", as required under Companies Act in general and Schedule VI requirements in particular.

Costing Ability to generate Online Cost Ledger

Ability to generate Project Wise/ Product Wise Cost of Production and WIP of manufacturing of an aircraft / Engine/ Assembly.

Ability to create departments/functions etc as flexible hierarchy to roll-up cost

Facility to pool costs and then allocate / reallocate costs to other cost centers / across organization based on predefined criteria

Ability to create flexible structure of ‘cost objects’ to collect cost for specific purpose / objective and settle such collected cost to another cost object.

Ability to allocate overheads either on a percentage basis or as quantified by the Service providing department

Ability to allocate common services costs across departments/ products / Divisions based on predefined basis.

Accounting of cost centre wise direct and indirect cost and calculation of cost centre wise MHR

Ability to benchmark variances between budget and actual, across HAL Divisions.

Ability to support categorization of costs into fixed/ variable costs at process/product/element/cost centre levels.

Ability to process and reconcile inter Divisional control accounts (IDCA)online

Ability to capture BE/RE MHR accounting period wise and customer wise

Ability to calculate Actual Man Hour rate for design and shop labour online in the

design and development scenario.

Ability to identify various overheads like material overheads, production overheads and Admin overheads

Ability to roll-up cost from lower levels to higher levels of products manufactured

Ability to generate cash outflow / inflow for a user defined period

Ability to automatically generate recurring journal vouchers

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Automatic sales setup and release of COGS in various scenarios such as R&D, Manufacturing and MRO

Ability to account Warranty expenditure

Ability to account for Cannibalization

Ability to account for loaned items (from customer/other sources)

Provision for online labour booking and validation against attendance details as captured in biometric attendance system.

Provision for Labour booking against work orders of other HAL Divisions.

Provision for Labour booking for captive consumption

Accounting of Shop floor rejection (WIP)

Reconciliation of Financial profit vs Costing profit

Sales Quotation

Ability to generate Sales Quotation for Manufacturing and MRO scenarios considering various parameters like Labor, Materials, P-Factor, Yearly Defined Escalation Percentage, Different Rejection Percentages for different types of materials, freight and insurance , redundancy , profit etc. as per HAL policy

Ability to generate quotation for Design and Development project including unit

cost of product for series production, DRE and capital facilities required for the

Project both at Design and Development Stage and Series Production stage.

Ability to maintain sales quotation prepared based on multiple criteria for the same period for business intelligence data.

Budgeting Ability to prepare budgets (Capital and Performance) at the Division level, forward it for approval, modification and consolidation at the complex level and then forward for approval, modification and consolidation at the company level with appropriate approval hierarchy at each level.

Ability to define Budget at central/Division level with configurable authorization.

Ability to prepare, review, modify and approve various types of budgets (such as product and project wise budget etc) including various components such as tools and Test equipment cost, documentation cost, Spares cost etc.

Ability to allocate/cancel/reallocate budget to PR/PO. The different lines of PR/PO may belong to different items of an approved budget.

Ability to capture budget amount, consumed amount, PO amount, paid amount against a particular budget item.

Multi level approval process for capital/performance budget, tightly integrated with procurement cycle

Ability to maintain budget at each Account code / cost center/ Division/ company level

Maintain history of budget for each version during preparation, approval and amendment etc.

Maintain original budget, revised budget and latest forecast for each account

Provision to automatically generate a draft budget from previous years actual or budget with a percentage increase or decrease with provision to modify the values.

Ability to create flexible budgets based on user defined relationships among various accounts

Ability to generate commitment vs realization statement

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Ability to re-appropriate budget across various budget heads with history tracking

Ability to generate different types of variance reports (like actual v/s budget, Actual on year to year and month to month basis etc.)

Ability to regulate payments in accordance with budgetary allocation for the user defined period

Fixed Assets Centralized definition of fixed asset categories, description, location, depreciation rates, predefined residual values etc.

Automatically consolidate FA Register at Divisions into FA Register for the company

Ability to generate schedules of CWIP, Fixed asset Sales, additions and deletions including age wise analysis.

Ability to ensure Division-wise data access/ modification controls w.r.t. FA Register

Ability to record fixed assets as either capitalized or work-in-progress

Ability to decide the asset categorization at the time of order placement/contract finalization and also allow changing at a subsequent date/stage.

Ability to differentiate between new asset and value adjustment/upgradation of existing asset

Ability to track history of each asset from receipt against gate entry to PRC/Scrap/Transfer/Sell.

Ability to select multiple CWIP voucher lines related to the asset altogether at the time creating CWIP voucher for the asset.

Ability to merge multiple fixed assets into one fixed asset

Provision to record manufacturer's serial number against a Fixed Asset

Ability to record insurance policy details of the assets

Ability to lodge insurance claims for lost/damaged assets based on policy and asset status

Ability to transfer asset across HAL Divisions with history tracking

Ability to provide depreciation as per Companies Act,2013

Ability to account for depreciation of items acquired prior to 31.3.14, whose net

value is more than Re 1, as per Companies Act, 2013.

Ability to charge depreciation from the date of capitalization

Ability to remove assets after PRC (Plant Rehabilitation Committee)

Ability to generate online TOCA (Transfer of Capital Asset) form and capitalize

automatically. Ability to obtain report of details of assets for which TOCA has not

been issued.

Ability to track customer owned fixed assets. Ability to transfer customer funded

assets to advance automatically and generate report accordingly.

Bills Payable Ability to match services received, PO for the services and Invoice for services while setting up Purchase liability and while making payments.

Provision to send automatic mail alerts to vendors for material rejection in cases of advance payments.

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Ability to update Bank's transaction reference/ advice no. etc. and match UTR No. while doing Bank Reconciliation Statement

Automatic three way (invoice, PO and RR) matching process after the invoice details are entered in ERP.

Amount to be credited in inventory/ expenditure as well as amount to be invoiced should be available against each gate entry line at the time of charge approval.

Ability to transfer account balance of an inventory part from one inventory account/accounting group to another inventory account/accounting group.

Ability to block payment to a Vendor till such time as desired (All transaction other than payment to the vendor may be permitted during this time)

Ability to link payments to completion/installation details.

Ability to handle Indemnity Bond/ Insurance Policy Details submitted by vendors.

Ability to record collection of EMD from vendors/service providers/customers against the related Tender/PO/WO/ Agreement/ Contract and to keep a track of the same.

Ability to account for EMD in case it is received in a different HAL Division than Tendering Division

Ability to convert EMD into Security Deposit for successful bidder and to keep link between the EMD and Tender/PO/WO/ Agreement/Contract and also vendor master.

Ability to record the return of EMD amount to unsuccessful bidders with Tender reference.

Ability to en-cash EMD/ SD/ BG linked to Tender/ PO on non performance with appropriate accounting.

Ability to maintain Bank Guarantee received from vendors/contractors etc., in any Currency (which may be different from purchase order currency) and payment mode. System should also support single Bank Guarantee for multiple purchase orders/ contracts.

Ability to regulate approval of PO/WO/ Agreement/Invoice subject to receipt/confirmation of Bank Guarantee.

Generation of necessary TDS/TCS/VAT/ST and other statutory returns

Ability to shift to GST regime as and when it comes in force

Provision to record LIBOR/ PLR rates applicable as on a date

Provision to record LC Charges/ Bank Charges/ Sight draft charges in terms of percentage or absolute value against the payment voucher.

Ability to record, amend and close Letter of Credit and tracking of payments against Letter of Credit along with supplier invoice reference.

Ability to calculate expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice, contractual terms & conditions etc)

Ability to automatically adjust Receivables account in case the item is rejected after payment has been made to supplier against letter of credit.

Periodic forecast of receipts and payments for each currency (Separately for EUR, USD, INR etc.)

Ability to raise Note sheet for emergent requirements and payment accounting of the same.

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Ability to maintain Purchase order reference in all transactions including General Ledger

Material Accounts

Ability to account for Input Tax Credit during GIT/inventory valuation, Purchase Liability setup and Sundry creditors etc wherever applicable.

Ability to support adjustment of VAT credit taken at the time of issue/inventory valuation wherever applicable.

Accounting for issue of materials to vendors to be captured- and accounted on return of semi-finished or finished products for reconciliation.

Ability to value finished products at cost or realizable value whichever is less

Ability to account/adjust transit loss against inventory

Bills Receivable

Ability to generate Customer Invoice for following types of cases a. Cost Plus Cases b. FPQ Cases (FPQ prices may be different for different customers, years and

service types) {Including Pre-Defined and Undefined X-List, Rebate for customer owned parts and Freight & Insurance etc.}

c. BOI Spares Delivery ( Ex-Stock or Procurement) d. Team Deputation e. Export Orders f. Customer funded DRE/Capital Items(Case where no physical delivery takes

place) g. Exchange Rate Variation claims in Fixed Price Contract Cases h. Inclusion of Foreign/Indigenous/Sister Division repair items in Cost

Plus/FPQ Cases. Bifurcation as per applicability of service tax i. Provision of capturing cost of cannibalized rotables from earlier work order

in cost plus cases of MRO work orders. j. Billing for Shops/Quarters rented to outside parties

Provision for generating invoices as per DCDA requirement.

Ability to capture Customer/Project/Task/Order/Contract wise Advance Payments, Milestone Payments, Differential Claim and Final Claim (with taxes/duties applicable). Collection report customer wise/month wise/Disbursement Voucher wise/Invoice wise

Online generation of Service Tax returns and Sales Tax Returns statements.

Online availability of DRE register

Ability to generate single invoice by selecting multiple deliveries to same customer

Ability to cancel and regenerate customer invoice at any stage.

Ability to calculate LD for delayed deliveries (for each customer order line item) based on predefined LD clauses master indicating applicable date criteria

Ability to link the impact of delay in production (cost/ time over run) to financial parameters like LD

Ability to account for LDs deducted by customer along with relevant taxes

Ability to recognize Design and Development sales both as per expenditure

incurred and milestones as per contract with customers.

Ability to generate online schedules for Debtors and advances from customers.

Ability to pass entry on TDS deducted by customer at Divisional level and transfer of the same to CO Accounts.

Ability to facilitate online invoice submission to DCDA and online submission of input Tax credit statements to respective authorities.

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Miscellaneous Requirements

Provision for enterprise level finance consolidation with Balance sheet adjustments

Provision for Finance Consolidation at the enterprise level taking data XML/XBRL format.

Generation of working of profit statement and cash flow statement.

Online generation of Material Ledger, Supplier Ledger, Cost Ledger, Product wise cost and Schedules pertaining to all heads of accounts.

Ability to generate MIS reports and Dashboards such as Sale, Value of Production, Profit, Inventory etc. at Division/ Complex/ Corporate level.

Provision for Visualization of Accounts receivables based on progress of the aircraft.

Provision for Profitability calculation up to assembly level

Provision for Payment through payment gateway

Ability to implement Work-flow based mechanism for proposal submission, concurrence, re-comment, forward for approval, refer back for necessary action, refer to across functions for getting back along with comments/ remarks/ information/ attachments

Ability to maintain the Holiday list of company and that of Banks/Govt. as applicable for determining Precise Due Dates on various occasions or any other purpose.

Ability to generate Sub Ledgers matching with General Ledger with minimal reconciliation.

Ability to enforce maker-checker concept for Purchase Liability Set up, Vendor Payment, Advance Payment, Customer Receivables and miscellaneous vouchers

Provision to automatically update rate of taxes/duties w.e.f. a specific date as and when there are changes in taxation policy. The provision should enable updation of tax/duties rates at Enterprise level with automatic flow down to various relevant transactions such as PO, Receipt (so as to facilitate automatic charges approval during receipt of item), customer/ supplier invoice.

IMM MODULE

Supplier

Should be able to register Suppliers/Vendors with date of registration and ‘’valid up to’’ date. Should generate unique code across the enterprise for each supplier (based on defined codification methodology of the company) having restriction based on configurable criteria like PAN/TIN/ EXP- IMP No etc.Should be able to re-register / extend registration validity as required.

Should have facility to indicate business areas/specializations (with categories and sub-categories) for each supplier in Supplier Master

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Should have facility to enter multiple bank account numbers for each supplier address with one account being default for payment purpose. Should be able to select the specific bank account of the vendor to be used when the invoice is recommended for payment.

Should have facility to capture capacity available at vendor's place (for Outsourcing Vendors) like machine make, specification, number of machines, available capacity, identification of shared/dedicated etc.Multiple machines for carrying out the same work may exist in the same work center

Should have Supplier Approval work/process flow with specified approvers for new vendor registration and extension of registration validity and history tracking.

Should be able to Black list supplier / supplier address with defined validity period at Divisional, complex and corporate level. Transactions like PR, Tender, PO etc. to be restricted during blacklisted period. Any change in the status of the supplier should be automatically reflected in the Supplier Part Master. In case of selective Blacklisting of a vendor by one of Division/complex, other Divisions/complexes should get alert on the existing blacklisting and should be able to perform procurement related activities.

Should have Approval work / Process flow with specified approvers for Blacklisting of vendors

Should be able to capture vendor related information like such as Country of Origin, Micro, small and medium enterprise(MSME) vendors, Schedule caste/schedule tribe(SC/ST) category, Women entrepreneurs, volume of business given etc.

Ability to generate customized reports/ graphs relating to the supplier performance ratings as per company rules. Should be able to carry out vendor evaluation at Division/enterprise level and such data should be available for temporal analysis.

Should have provision to capture Physical Verification details of Outsourcing vendors like physical existence, facilities, inspection done by, next inspection due on etc

Ability to configure and allow ‘’one-time vendor’’ with the facility to convert the same into approved vendor list at later stage. Should be able to distinguish between registered and un-registered/not approved vendors. Should have ability to issue tenders for such one-time (unregistered ) vendors especially for one time requirement like Capital Items, etc Should have ability to process payment, if required, for such one-time (unregistered) vendors .

Ability to handle change in vendor name against same vendor code with validity with history of change in name.

Ability to check whether a vendor is also a customer and if so ability to set-off transactions from AP(Accounts Payable) and AR(Accounts Receivable) as per requirements

SRM Should be able to securely transfer data between IFS ERP (intranet) to internet side servers like SRM & CRM by proper configuration of Firewall with security features like IPSec

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SRM Portal should be hosted in internet with separate Licenses as applicable with secure two-way data flow between Intranet and Internet.

SRM feature should be configured with 2 Level authentication using Soft Tokens.

Should be configured with appropriate Firewall and VPN features.

Ability to provide access to the supplier/ vendor to check the status of registration, validity of registration, ownership details, type of firm, contact details, registration categories, Bank Guarantee details . Exact information to be shared with vendor shall be finalized at the Framework Formulation stage of the project.

Should have provision to send automatic mail/sms/alerts to vendors regarding order placement, delivery due date, payment etc.

Vendor should be able to Acknowledge Orders,view plan for issue of raw material, drawing, tools etc.,update online progress of parts ,Book Inspection Calls ,Upload Test Certificates , Record queries, access the purchase order(PO) Status ,Rejection details, Billing Status , Drawings(Controlled copy) etc. online

Should have provision for generating Bar codes by supplier for dispatching material and same will be used by HAL security for making security entry

Should have facility for Online Snag reporting and tracking

Vendor should be able to view online drawing of part ( control copy) without print and downloading option

Should be able to generate the planned and shipped details of consignments/deliveries

Vendor should be able to upload vendor’s price catalogue in SRM Should have a provision to provide disclaimer that the uploaded price catalogue is only additional information provided to HAL and cannot be considered by vendor as an offer and should not anticipate any orders based on such information.

Should be able to track WIP Material Value lying at vendor’s premises

System must restrict the access / view of information of one supplier by other supplier

Should be able to access through ERP system all the information entered/uploaded by vendor in SRM (Supplier Relationship Management)

MPR Approval Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Requisitions like MPR (Material Purchase Request), SPR (Service Purchase Request) and CPR (Capital purchase request) . The feature should also include movement of work flow forward and backward to facilitate any changes felt necessary in the proposed procurement The initiator would define a specific route, but en-route in the approval process, any of the coordinating persons could modify and add additional persons to co-ordinate the proposal.

Should have separate approval workflow configuration for amendment process for PR

On approval of the previous level , next approver should be alerted by the system

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Ability for approvers to evaluate the indent online and reject / suggest modification / approve indent with detailed comments / notes

Ability to rework and resubmit the indent for approval after necessary modifications

MPR-Projects Should have provision to maintain primary supplier and last procurement supplier separately. It should be possible to configure the system (at part level) to pick the vendor from primary supplier and/or last procurement supplier as applicable during the creation of MPR

Should be able to run Material Requirement Planning (MRP) from the production and ad-hoc task by considering Existing Stock, Dues-in, WIP and system should generate part category wise or OEM wise (based on pre-configuration )consolidated Purchase Requisitions for a specified input criteria like Planner, Purchase Group,Project,Period etc

Net requirement calculation of MRP should take into consideration different configurations of the part ( Product/part alternates ) and actual and alternate parts with usable part revision/issues

System generated PR should indicate the required receipt date and latest date of order placement considering delivery date of the final product and supply lead time

Should permit modification of auto generated PR if required

Should have provision to request for Budgetary quote from the supplier and capture the quotation details as provided by the supplier.

Should have provision for configuring required decimal points which determines rounding off (both at database and application layer) for applicable calculations for different business processes

Should be able to retender the PR line if the original tender line is cancelled or partial qty converted to order/LTBA without amending the original PR

Should have the provision to amend PRs and maintain the amendment history for predefined fields

Should have the provision to Short Close PR line when partial quantity/partial lines are converted to Tender/PO. Short closed PR line should be identifiable separately.

System should have the provision to indicate rejected PRs. The data of such rejected PR lines also to be retained in the system .

Should have provision to upload Vendor's price catalog(year wise) including MOQ and slab quantities.

For items having defined vendor price catalog ,MRP process should generate separate MPR with estimated price taken from the Vendor's Price Catalogue for that year

Ability to categorize Indent documents as Revenue Purchase Indent, Capital Purchase indent, Proprietary Indent etc

MPR-Non-projects/SPR/Work

Contracts/CPR

Should be able to capture user request for procurement along with technical specification .Should have facility for multilevel approval by Technical Evaluation Committee (TEC). This request should then be converted to CPR/SPR as applicable.

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Should be able to configure User defined templates for technical evaluation and conduct technical evaluation in the system by specified approvers/groups

Should be able to define the breakup of KIT/ Package in Tender Bid and PR Should be able to receive the KIT / Package as well as individual Items. If received as kit, Should be able to break it into individual items at later stage, if required.

Should have the provision to Short Close PR line when partial quantity/partial lines are converted to Tender/PO. Short closed PR line should be identifiable separately.

System should have the provision to handle Works Contract Cycle

System should have the provision to indicate in PR whether evaluation is item wise or consolidated

System should have the provision to indicate rejected PRs. The data of such rejected PRs also to be retained in the system.

Ability to specify whether ‘Sample’ is to be submitted with offer or after placement of order and attach ‘sample approval criteria’ to the indent.

Ability to indent and track a free trial / paid trial item and record the performance.

MPR-ROL Should have facility to calculate re-order level based on configurable formula.

Should have facility to generate alerts when stock goes below re-order level

For stock items, system should generate automatic PR when stock goes below ROL ( by considering Supplies, WIP, GIT, Existing Stock , Dues –in etc of actual part and alternate part ) , for a specified input criteria like Planner, Group, Project, Period etc. There should be one PR per group/family of parts.

Should permit modification of auto generated PR if required

PR-Aggregated Proc Should have the facility to generate PRs (For product as well as services) by each Division which are then converted to single consolidated Tender and then create order / LTBA/ RC (Rate Contract) by another nodal Division/central team. Order / LTBA/ RC should have line wise different delivery address and schedules. In case of LTBA/ RC, each PR generating Division should be able to raise individual Purchase orders connected with LTBA/ RC, limited to the quantities assigned to each Division. The Divisions should be able to receive their respective item and make payments accordingly

Tendering & Evaluation System should select vendors automatically in tender, based on Tender Mode and supplier part master

Should not permit selection of Blacklisted vendors (if applicable for the Division) in Tender

Should be possible to configure multilevel approval workflow template/dynamic workflow for Tenders and for cases such as single quote / less quotes etc

Should have provision for amending / issuing corrigendum to tender in system with approval process. History of changes to be maintained

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Should have provision to modify tender details / status by an identified authorized user in the relevant tender group, even if the original user is in-active. History for the modifications done to be maintained.

Should have the provision to receive multiple bids from vendor against same tender. The bid received from the vendor may be in different currencies for different set of parts.

Should have provision to capture non-response and regret response from vendor against each tender. This feature should be available at the tender level as well at the item level, since some vendors do not respond for some of the items.

Should have the provision to incorporate the vendor bids with different price for slab quantity and yearly escalation

Should have provision to capture vendor's terms and conditions as part of the bid

Should have provision to evaluate based on pre-qualification, technical and commercial criteria.

Should be able to generate the comparative statement item wise and tender wise considering the evaluation criteria specified in the tender like staggered delivery,MOQ etc.

Should have provision to capture technical recommendations by Indenter.

Should have provision to compute Loading factors (advance payment/ LC/payment on delivery / Warranty factor / Export license fee/ Package and handling charges/ NRC requested by Vendor etc) , in Comparative Statement(CST) based on vendor bids

Comparative Statement should be system generated considering all factors/rates.

The terms and conditions from CST should flow directly to the Purchase Order

Should have provision to capture details of Price Negotiations and history of the same

Should have provision for converting a tender line to PO even if bid entry for other parts are pending and Should be able to continue with further bid entries for other parts and convert them to PO later

Should be possible to track all the events from Request for Quotation till Order finalization (Scheduled Tender Opening Date , Actual Tender Opened Date , Tech Bid Cleared Date , Price Bid Open Date , comparative statement(CST) Date etc and Vendor Responses)

Should facilitate integration of HAL e-procurement system with ERP -Data extraction from IFS ERP in the template required by HAL’s e-procurement system for automatic flow of Tenders, Vendor Bill Tracking,PO Status, Rejection status etc. -Automatic migration of Vendor Bid data from e-Procurement portal to IFS ERP.

Should be possible to capture various Non-recurring costs like Engineering/Design, Testing, and Documentation etc against part / bid as required.

Should be possible to capture the tooling cost against respective individual parts & applicable taxes and duties and same should flow to PO/LTBA. The cost will be paid to vendor as per payment terms, and tool may be

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received back from vendor.

Should have a provision to handle tender cell activities like Receive quotations from vendors, send for bid opening etc

Should have provision to seek extension of bid validity date and maintain history for the same

Should have provision to seek MOQ confirmation from indenter , if applicable

Should have provision to receive bids from alternate bidder ( nominated by the vendor to whom RFQ was sent)

Should have provision for three bid tender processing

Should have provision for sending tender to multiple address-ids of same vendor code

Purchase Order Should have provision to configure controls for selected projects/categories of items that Purchase order can be created only if corresponding Purchase Requisition is available

Should have provision to change the Purchase order from one vendor to another vendor through a normal amendment process. This feature should permit change of vendor even after receipt of items to facilitate payment to designated vendor/address.

Should have the provision to change the vendor name in purchase order

Should have provision to configure upper limit for quantity closing tolerance

Should be able to define delivery applicable clause as number of days and applicable from date for each PO line

Should be able to define the LD clause master (like LD start from invoice date , from way bill date, from freight forwarder date etc) with LD rate and maximum applicable rate for each clause

Should be able to capture LD start date from LD basis clause for every PO / PO item. It should be possible to define separate LD start dates in case of staggered delivery.

Should calculate LD based on appropriate date data as per LD basis clause and the calculated LD amount should flow to supplier invoice(with exception option by Finance user if required )

Should be able to capture and track cancelled lines in PO (separate from released lines)

Should be able to make the payment to Indian vendors in INR even when purchase order is placed in foreign currency.

Should have provision to specify milestones of PO execution

Should facilitate auto reminder to vendor at agreed milestones, order confirmation and delivery reminder

Should have provision to capture, maintain and monitor Purchase Order amendments, revision-wise, separately from Purchase Order. On approval of amendment the data should be applied on the main Purchase Order

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Should be able to capture delivery schedule ( with extensions if any) separately from Purchase Order/LTBA with history

Should have provision to indicate whether vendor acknowledgement is received or not

Should have provision to record vendor acknowledgement with respect to Part Numbers, Quantity, Prices, Taxes, Delivery Schedule, Terms and Conditions etc and details of deviation if any.

Should have provision to initiate PO amendment process from the recorded deviations

Should have provision to amend the Vendor-code in PO on amendment under approval(With a provision to automatically reflect the same in all further transactions)

Should have provision to amend PO (including Text Fields) and details of all amendments (including Text Fields) done should be available online and should be printable in amendment report formats.

Should be able to amend part number in Purchase Order for the same line / release

Should have provision for Purchase Proposal report templates with modification options. These templates should support rich editing /formatting features (word template (Purchase Proposal) linking from purchase order)

Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Orders (approver may at multiple levels/units in the organization)

Should be possible to configure multilevel approval workflow template/dynamic workflow for Purchase Order Amendments

Ability to terminate, partially close or temporarily put on hold the Purchase order / LTBA or order line items

Ability to provide for ship-to address, bill-to address, invoice-sent-to address in the Purchase order

Ability to specify addresses for - shipment-from, bill-by, payment to be released to, report-to(agents),etc in PO

Ability to configure various payment terms in distinct parametric form e.g. full / part / advance, mode of payment, No. of days etc

Ability to capture inspection requirements, acceptance criteria, place of inspection etc. in PO

Should have provision to configure LC (Letter of Credit) expiry reminder days at enterprise /Division /PO level based on which system should generate automatic LC expiry reminders.

Should restrict modification of PO unit price if Gate Entry exists for the line

Should be able to identify the different category of purchase order like project items,non-project items, warranty procurement, petty/spot purchase , contract order etc

Should have provision to enforce configurable criteria like valid BG, Insurance, and Indemnity bond etc for release of PO/LTBA etc. Any changes to these criteria should be part of PO / LTBA amendment.

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Should have provision to indicate delivery due in terms of no of days after applicable date defined at PO level. This applicable date should be, by default, PO release date and may be modified during confirmation of the order. Delivery due date should be auto calculated based on the above info.

Should have provision to incorporate taxes/charges at Purchase Order header level with appropriate accounting at the time of receipt

Should have provision to absorb unit rate fluctuations and fluctuations in taxes / charges in case of continuous supply items like Gas, ATF etc.

Should have provision for End-to-End report of Indent to Vendor Payment i.e. Indent, RFQ, PO, Material Issue Status to Vendor, Goods Receipt, QC clearance status, Vendor Invoice, Voucher creation, Vendor Payment.

Work order (for services)

Ability to track materials issued on either free-of-cost or chargeable basis to contractors with accounting as per HAL rules.

Ability to make recoveries from contractors for materials issued on free-of-cost basis to the extent consumed in excess of applicable norms as certified by Engineer-in-charge.

Ability to make recoveries from contractors for materials issued on chargeable basis.

Ability to track material which was issued to contractors on free-of-cost basis and lying with contractor un-consumed for more than specified period/date and to include the same in inventory valuation.

Interfacing work measurement to supplier invoices for works contract

Ability to assign/modify name corresponding to service code and type of service - works / non-works Ability to maintain unique service item codes with description

Ability to enter unit of measure of service as per the nature of service

Ability to check existence of rate contract for individual services or service groups

Provision for mapping of complex service structure such as hierarchy of services and mapping provision for more than one similar jobs

Ability to maintain measure book/timesheet or equivalent for service measurement

Ability to have excess services acceptance (more than 100%) than specified services in Measurement Book without change in existing PO/Contract value

Should have provision to put a Work Contract / Purchase Order etc. on hold at any stage and the further activities to be restricted in the system. Should have provision to generate alert when the hold is lifted

LTBA Should have the provision to create LTBA for procurement, repairs etc

Should have provision to prove sample qty before LTBA becomes active

Should have provision to provide part issue/revision in LTBA line

Should have the provision to define escalation formula with unit(per month/year etc) for each line

Should be able to repeat the same part no in LTBA for different service/scope etc

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Should be able to split a LTBA line with different quantity/scope /delivery schedule in the same LTBA on amendment

Should be able to incorporate the tentative delivery schedule for each line

Should be possible to configure multilevel approval workflow template/dynamic workflow for LTBA and its amendment(approver may at multiple level in the organization)

Should be able to Amend the LTBA like part no, qty, part issue/revision, price ,terms and conditions etc and capture the history of the same ( like in PO )

Should be able to preserve details of cancelled lines in LTBA

Should be able to revert LTBA cycle back to tender/PR at line level

Linked order placement with respect to each LTBA should be restricted for line wise qty and value or total value of LTBA(should be configurable)

Should have the provision to flow all the details from tender bid like price,taxes,tool/development cost etc to LTBA

Should have provision to select applicable LTBA while creating Purchase Orders

Should have provision to capture/monitor the total commitment made against each LTBA and also the receipt status for such orders

Insurance Declaration & claim

Should have provision to capture insurance policy details against import,export,inland etc at enterprise level and breakup at Divisional level

Should have provision for insurance declaration on multiple Orders/consignments

Should have provision for insurance declaration for Shipping / Dispatch items

Should have a configurable provision to restrict receipt and dispatch of items/ item categories without insurance declaration

Should have provision for insurance declaration and claim for items damaged in transit (without actual receipt of the item in HAL)

Should have provision for insurance declaration and claim for internal assets like machinery, building etc

Receipt & inspection Should have different consignment state like pre-shipment alert, in-customs etc and should be able to revert back from an advanced state

Should be able to capture details like Date of Mfg,Vendor Lot batch no, Storage Conditions ,Lab certificate number, Expiry date, Next Cyclic check date,CRI memo number, life of the component and the same should flow to stock master on receipt

Should be possible to send back rejected /rework items to vendor with respect to each PO line and track the history

Should be able to take the rejected item to scrap location

Tracking of transportation bills linked to consignment/dispatch advice

Should be able to capture and track the items sent for lab test or shop/vendor for specimen making /testing

Should be able to account Free Spare Parts received with machines and consider the same for planning maintenance spares

Should have provision to record the agency responsible for rejection like Vendor, HAL, Both etc.

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Ability to notify Purchase department on excess / shortfall in material received

Should have a provision /check list for verifying the documents as specified in PO

In case of KIT items, should be able to receive the KIT/Package as well as individual Items. If received as kit, Should be able to break it into individual items at later stage, if required

Should have provision to receive predefined alternate part against gate entry part line

Should have provision to track Receipt related status like Counted, Documents Verified, Offered for Inspection, Inspection Acknowledged, Inspection returned, inspected etc with tracking of userid and date for each and should be able to revert back from an advanced state

Should have provision to offer and inspect together all RR lines

Should have provision to accept the non-repairable items(returned by the vendor) with proper identification

Ability to record the inspection schedule/parameters of shelf life items and generate alert when due.

Stores Activity Should have the ability to maintain raw material stock with respect to material sizes so as to enable best-fit controls for material issue and planning for material procurement

Ability to perform various kinds of inventory analysis like ABC analysis, XYZ analysis, Fast/Slow/Non-moving analysis etc. with alert.

Should be able to record and change preservation date of parts along with history and proactive mail alerts

Should be able to define separate locations in system based on categories like Cat A, Cat B etc and Part ownership

Should be able to configure Division/Location/ warehouse wise segregation of duties for material reservation and stores transactions

Should be able to define location wise storage capacity and storage conditions like temperature, humidity etc. System should have provision to control storage of parts in permissible locations only.

Should be able to perform allowed /pre-defined transactions on shelf life expired items

Should be able to generate PDO for stored item for doing the further activity like scrapping, sending for periodic check etc. In case any item is drawn for periodical check, there should be a feature to return the item to stores after completion of the activity with appropriate accounting.

Should be able to restrict transactions based on last transaction and transaction location type for that part ,serial no etc as applicable(e.g. If a serial no has been sent out for Repair, one more unit of same part number and same serial no should not allowed to be inducted / disassembled and taken to stock )

Should automatically link dependent transactions through respective transaction ids(e.g.: Issue-in and Issue-out transactions of a stock transfer activity should be linked to each other)

Should have provision to generate unique codes at enterprise level for capital items , capture information like serial no, date of installation ,person-in-charge as per TOCA (Transfer Order for Capital Assets) etc

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and further link with fixed assets

Should be able to take back the rework-able items from shop/hangar based on shop disposition to holding store for further activity (like sending to OEM for repair) .These items should be differentiated from new / Cat A items.

Should have provision to conduct in-storage checks/activities (like PI checks) with appropriate tracking/history. These activities may be performed within stores, in other departments or in other Divisions. In case any item is drawn for periodical check, there should be a feature to return the item to stores after completion of the activity with appropriate accounting.

Should have provision to reclassify both company owned and customer owned items

Should have provision to transfer stock between different projects in a Division and across Divisions with accurate value transfer

Should have provision to transfer stock/reclassify between items having different unit of measurement with accurate value transfer considering conversion factor

In case of an un-issue operation, parts should be received back in inventory as per HAL accounting policy

For identified parts, should be able to provide the next periodic check date and system should not permit any transaction ,other than for conducting PI, check after the due date till check is performed or due date is extended

Should have provision to send sample of life expired items from stores for lab testing, record results and extend life for the lot, if applicable. The sample pieces should be accounted as per HAL policy

Should have provision to support business process for salvaging of material/equipments, sale and dispatch of scrap with appropriate approval workflow and accounting

Should be able to maintain part issue/revision wise stock information with part issue/revision description

Should be able to specify part issue/revision information in all transactions like receipts, issues etc

Should have provision to display stock details in part master with available qty, reserved qty,expired qty, shop floor stock etc differentiated clearly

Should have the facility for re-allocation of issued materials from one shop/work order to another shop/work order with appropriate valuation

Should have facility for tracking material demand (including originating disposition, reservation etc) till material issue with user/timestamp details

Receipt date of a stock should be maintained even on reclassification, location transfer, site transfer etc.

Ability to distinguish between items in customer held store in Division, items removed from Aircraft / Helicopter & items loaned by customer in inventory.

Repair cycle Should be able to define type of item like CAT B,CAT D etc before sending for repair and accordingly accounting to be carried out

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Should be able to define type of external service applicable for the part in Repair PR for LTBA purposes

Should have provision to dispatch the repairable item without manual Customer Master Entry

Should have provision to dispatch partial quantities of repairable items

Should ensure that a specific serial no sent out for repair can be taken back to stock only against a repair PO on the same vendor

Should have provision to cancel the dispatch of Repair items; Item to be returned to shipping location and moved from shipping location to the initiating stores.

Should have provision to send a part with specific part issue for repair and receive back same or different part issue(method for Upgradation of LRUs)

Should have provision to send for repair, a component part of an assembly/LRU/Equipment available in stock/shop. Should have provision for crediting to Stores the remaining sub-system/component of the LRU / System which is in good condition. Subsequently on receipt of repaired sub-system/component of the LRU should be able fit to parent part/equipment, if required.

Should have provision to dispatch an item to be repaired by an outside party based on generated service request. This is required to facilitate work assessment by the vendor before quoting.

Direct delivery Should have provision to directly deliver the purchased/outsourced goods to customer without carrying out gate entry, inspection, dispatch etc. However, the accounting transactions should pass through inventory, sales and related accounts

Material Requisition Should have provision to issue Customer owned items through MR

Should have provision to un-issue the item even after the MR is closed and reissue the same line

Should have provision to issue all reserved items in an MR together

Outsourcing Should be able to receive back raw material in As-is condition from vendor to perform the operations in-house(material dispatched against the shop order)

Should be able to capture and track intermediate in-house operations. When semi-finished item is received after a set of vendor operations, system entry to be recorded (Not RR).Semi finished item to undergo stage inspection before loading to internal work centers. After in-house operations, item to be sent back to vendor on dispatch advice. On receipt of item after final operation from vendor, RR is prepared, inspected and payment made.

should be able to do the outsourcing process for package/ assembly work with provision of sending raw material and detail components(fabricated / purchased ) to vendor and to perform the intermediate inspection at vendor premises and/or in-house for detail and assembly manufactured by vendor. Should support staggered/milestone payments(linked to delivery, on acceptance etc) at different stages of completion with auto creation of purchase liabilities

Should have provision to send company owned or/and customer owned materials to the vendor for manufacturing partial/full component/assembly

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should be able to flow rejection details from RR inspection to Shop Order

should be able to link receiving reports (RR) with respective shop orders ( including split orders)

Should be able to split a PO/DA (Dispatch advice) line with different quantity/scope in the same PO/DA on amendment. On change of scope(operations) at DA, the execution shop order should be appropriately updated

Should be able to create/add to DA directly from Shop Order without any manual processing of execution MSR/ MPR

Should have provision to track against PO line the loaded,received,rejected,rework , accepted ,paid quantity

Should have provision to track Material Value lying with Supplier at any point

Should have a provision to capture permissible limit for rejection for each PO/LTBA line .Should restrict loading of extra raw material beyond ( PO qty + the permitted rejection allowance defined )

Should have provision to take split shop orders from any operation(in-house / external / in-house operation between two external operations) at any stage of Outsourcing

Should be able to draw comparison between the cost of goods produced in-house, outsourced and purchased.

Should have the provision to incorporate the tool to be supplied by HAL or to be manufactured and returned by supplier in Purchase order and LTBA

Should have facility to track material and tools being sent out to vendor and their return status against purchase order

Should have provision to perform pending/partial operations in-house or by another vendor, in case the original vendor has not completed the activities ,with history tracking

Should have a provision to generate scope of work automatically in MSR for out sourcing item based on the operation to be performed by vendor

Should have provision for auto generation of receipt on acceptance by inspection in case of semi finished parts in outsourcing

Should have the provision to capture the estimated hours against each item in MSR before issuing RFQ. The confidentiality of estimated hrs to be maintained

Should be able to define raw material loading plan (including staggered loading ) against each line of PO/LTBA

Should have a provision to indicate closing tolerance in Outsourcing PO/Contract so that fabricated items more than the loaded qty can be received. Should be able to receive extra quantity manufactured by outsourcing vendor, make payment and process it further against same manufacturing order.

Should restrict/alert on loading of material if BG/Insurance etc as configured in the PO/LTBA is not valid

Should have provision to enter LTBA for outsourcing items for long duration, create yearly orders linked to LTBA and create execution orders linked to yearly orders.

Should be possible to directly convert MSR to Purchase Orders (without Tenders) in case of Proprietary/Repeat Order ( for Outsourcing items)

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Provision to make the payment to vendor for partial operation of a block

performed by vendor however the Purchase order is place on the part

having consolidated price of all the blocks performed by the vendor.

Provision to handle partial operation performed by sister Division without

outsourcing purchase order and dispatch order but with the facility for

recording incoming and outgoing materials.

Provision to retender of PR/MSR without reopening the PR/MSR or

creating new revision. When retender is created system should auto select

pending parts and quantity and should restrict exceeding of PR/MSR

quantity

Provision for outsourcing package / assembly where MSR/Purchase

order/ dispatch advice will contain main part which is outsourced and

possible to track dispatch and receipt of any component part in the

outsource part structure and stage wise payment as per scope of work.

(component part may be supplied/Inspected by buyer or may be

manufacture/Inspection by supplier)

Should have provision to incorporate scrap value of material issued to the vendor and to use for computation of amount payable

Material Gate pass Should provide facility to capture incoming material details against Order Reference (like PO, gate pass, Ref of other organization, local purchase) having provision for details like Checked by, Gate-in-charge etc. Should provide facility to capture outgoing material details having provision for details like Checked by, Gate-in-charge etc

Should provide the facility to create/add to gate pass from corresponding business process like DA, WO, scrap location, GI inspection, Shop Order etc

Should be possible to capture the information of incoming material (different form) details against delivered material ( e.g. Raw material supplied , finished part received )

Should be able to create gate pass for non-inventory parts and define additional information like slno, lot batch etc. for each item

Should be able to capture and monitor the material dispatch and receipt to/from one HAL Division with respect to corresponding transaction of other HAL Division

Should be able to amend gate pass before gate out with appropriate approval workflow

Enquiry & quotation Should have provision to capture enquiry for Services and further quotation generation

Should have provision for multilevel approval workflow for Quotation

Customer order Should be able to deliver any number of serialized items against same customer order line

Should be able to amend customer order at different stages of order (header/line address , part no etc in partially delivered stage) with history tracking

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Should have provision for planning, conducting ,evaluation/feedback and tracking of customer training with details like location,trainer,trainees, duration etc.

Should be able to plan the training in-house, onsite etc and related transaction like movement order for trainers, issue of training material, payment to trainer to be facilitated linked to training module

Should have provision for capturing customer complaints, record resolution details ,closing and monitoring

Should have provision to enter alphanumeric contract serial numbers in Customer Order lines

Should be able to generate / add to existing load list from picked pick list. Should have the control that one pick list can be connected to only one load list .Pick list to load list link to be maintained and dispatch qty against the load list to be controlled with connected pick list

Should be able to remove the part from load List before delivery

Should be able to revert back from an advanced state of load list and cancel load list if required. If the load list is delivered cancellation of full / partial items / quantity should be possible with history

Should have the restriction on delivered qty in respect of connected pick list qty

Should have a provision to acknowledge item received in shipping cell

Should have facility to re-dispatch replacement items against same Customer order line with history tracking

Should be possible to take back the customer owned items

Should not permit dispatch/picking of quantity more than the reserved quantity.

Should be possible to have multi level inspection clearance against load list (HAL inspection, CRI etc) with facility to record inspection results and move to quarantine if required

Should have the provision for recording customer acceptance/acknowledgement along with reference number and date on receipt of item by customer

Should have provision to automatically link the emergency requisition to available customer order line based on Production status (Repair/Manufacturing). Should be possible to re-link the emergency requisition to required customer order line

Should have provision to alert and re-link existing open AOGs to Customer orders on completion of Production/MRO activity

Should be possible to configure the rule of closing of emergency requisition on delivery of customer order

Should be able to dispatch non inventory parts in batches against customer order

Should be able to indicate ship-to address, bill-to address, invoice-send-to address etc. in the Customer order

Movement of items between holding and shipping locations should be through a two-stage process (with acknowledgement)

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Should have provision to track production/procurement status against customer order and MRO/production task. Should have provision for pegging each customer line with MPR/Shop Order so as to automatically reserve the material upon receipt.

Should have provision for cost monitoring against customer order as per HAL policy

CRM Should provide the provision where customer can Access status of Orders Placed, Tracking of items delivered to HAL for MRO (starting for Receipt to dispatch), tracking of Loan in / out, complaints tracking, training details, and Online placement of orders etc with automatic updation to ERP.

Should be possible for customer to report Snag Online and tracking the status. Snag report should be linked to customer support module of ERP

Should have the provision to publish the customer wise price catalogue with related details like MOQ, Part no ,validity of price etc.

Deputation of Team Should be able to handle deputation of team to outstation sites, List of personnel, tools, material issue and return, work description, generation of work done report and link with Team deputation invoices etc. Outstation team should be able to access and update this information from the respective duty locations/bases.

Should have provision for multilevel approval workflow for Team Deputation Nominations

Loans - IN- Outward Provision for raising Request for Loan from supplier/customer with details like item, qty, period of loan etc. by Purchase/Production Engg(PE) dept

Provision for forwarding the request for Loan by Customer Services/Mktg Dept to Customer Head Quarters

Provision to update the status of Loan request to Confirmed on receiving confirmation for the same by Customer Head Quarters and also provision for recording variations if any

Provision to convert Loan Request to Loan-in-Order automatically on confirmation of loan in request

Provision to enter/record the External Issue Voucher No. (EIV), Part category, hours flown etc during receipt of item in store against Loan in order

Facility to generate mail alerts on receipt of Loan item in stores

Facility to issue the Loan item through Shop order/customer order and update the Loan in order for each line item

Should generate financial entries as per defined Accounting policies

Provision to dispatch the Loan item against Loan-in-order to customer and subsequently close the Loan-in-order

Provision to send mail alert , 3 months before the completion of Loan duration

Provision to automatically update line item status of Loan-in-order as defaulter in case of expiry of Loan Date

Provision to amend Loan-in-order

Provision to convert Defaulter Loan-in-order line item to Military - Recovery- Order

Provision to Create Payment Voucher for Customer as per the amount in Military - Recovery- Order

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Provision for automatic closure of Loan-in-order on realization of Payment Voucher

Supplier Warranty/ Customer Warranty

Should be able to configure different warranty templates having different warranty clause applicable from different start date like 36 weeks from date of shipment or 24 month from date of installation ,12 months from date of delivery to ultimate customer etc

Should have the provision to define in warranty clause different units like days/weeks/month/ Hours flown etc

Should be able to extend the supplier warranty to customer and system should alert on available warranty period during dispatch of respective items

Should provide alert on available warranty period during repair MPR/PO processing

Should have provision to capture supplier warranty details for both serialized items and non-serialized items

Inter Divisional transfer order

Should be able to capture MOU/MAS (Mutually Agreed Schedule) for supply of components / services between Divisions. MOU/MAS requirement details should be captured at the customer Division, forwarded to supplying Division after approval and accepted (with/without modification) by the supplying Division.

Should have provision to interlink inter Divisional orders(IDTO)and MOU/MAS(Mutually Agreed Schedule)

Should have a provision to dispatch and receive items against IDTOs with or without shipping and receiving cycle. If supplying and receiving Divisions are at near-by locations, the items should be moved through a simple transit mechanism (without shipping and receiving cycle), acknowledged by the receiving Division. If supplying and receiving Divisions are at distant locations, the items should be moved out through shipping process and the receiving Division should have provision to acknowledge and automatically generate the work order/customer order.

Should be able to differentiate between participating and non-participating IDTO and applicable accounting should be carried out as per HAL policy

In case of supply of spares by one HAL Division to another, system should have provision for supplying Division to acknowledge the PO released by the indenting Division and automatically create linked order for dispatch of item.

General Requirements Standardization of common parts- raw materials, consumables, standard parts and non-project items across HAL

Should have provision to hyperlink from ERP to e-file and in-house developed File tracking application

Should have provision for conducting various business activities like generation of tags, goods inward, material issue, material receipt ,gate pass etc using Barcode

All outputs susceptible to fraud should be designed in a non-replicable format (using watermark, etc.)

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Ability to define material handling instructions for Sensitive materials like Gyro, Accelerometers & high Finish items and display of same on required reports like Pick list/ MR etc

Provision of tax structure/charges against each purchase requisition line

HR MODULE

Description

General Workflow Should be able to maintain employee’s record with minimal number of screens (preferably one screen entry for related information), simplified navigations and tracking of change history.

Should have capability to maintain personal information with effective dates.

Should be able to configure a field as mandatory or non-mandatory category wise.

Should be able to create automatic alerts so HR can get timely reminders of some important events such as increments due, promotions, confirmation on promotion, birthdays, anniversaries etc.

Should have ability to configure the yearly allowances like Shoe, Uniform stitching, Professional Development and reimbursement of spectacles as per category wise, block period wise etc. and linked with Payroll module.

Should be able to define base pay, other entitlements and eligibilities as per company rules with seamless flow to the payroll module.

Should be able to provide Upload facility for signature, Educational/professional documents of the employee etc.

Should be capable of interfacing with other modules of the Payroll management like Attendance and Leave Management Systems as well as In-house applications to fetch/integrate/consolidate the data for analytics

System should have ability to help in collecting, digitizing, and centralizing all employee documents and master data with advance search facility.

System should have ability to help in compliance with legal standards and regulations while archiving employees’ documents with validity period on required documents.

System should have provision to define standard validation and verification rules to ensure functional integrity of the HR activity.

Recruitment process System should have provision to generate recruitment requirement as per the comparison of sanctioned and actual staff. This should also take into account the tentative retirements, progressions etc.

System should have the facility to automatically intimate vacancies to internal employees through mail, notices

System should be configured so as to attach documents / credentials in soft form as a part of the application

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System should have provision to capture detailed information of applicant/candidate.

System should have the facility to define the eligibility criteria of the vacancy in terms of qualifications, work experience, location considerations, skills/competencies required, additional certifications / professional qualifications, etc.

System should be equipped for the maintenance of various types of tests and maintain a question / answer database of each type of test (including medical, psychometric, analytical, etc.) to be administered as a part of the selection process

System should be able to generate system driven call letters (Interview/test), offer / appointment letters and regret letters if required

System should have the facility to automatically transfer applicant information into employee information for candidates joining.

System should have the facility to generate and allot Employee ID

Provision to create new vacancy should be available in the system. Features like position to be filled, no of openings to be recruited, competencies required and the levels, additional competencies etc should also be there.

Man Power Planning System should have provision to define requirement plans (periodic) in terms of specific skills, Qualifications, experience, designation, etc., based on defined HR Plans.

System should support in analyzing the department wise staff strength – sanctioned/ working strength and the gap for which recruitment is required.

System should have the facility to allow receipt of projected manpower from Departments and create a finally approved manpower plan.

System should have ability to project annual forecasting of resource requirements for next 3 years on the basis of organization vision and plan.

Quarter Allotment & Maintenance system

System should have provision to integrate with Residential Quarters allotment Management system

Roster

Should have ability to provide roster at state,company,complex and Divisional level

Ability to generate a list of employees due for promotion (based on tenure of service and any other business rule which can get updated time to time)

Provide Roster (create, edit and display rosters and roster points) for Recruitment, promotion, transfers of employees in accordance with the reservation policy Reporting staffing details to the government

Transfer

Ability to record the transfer (within same business units / across business units) orders for a group of employees with provision for single click update of details such as Basic Pay, entitlements, eligibilities, Grade, Position etc., with a provision for review and confirmation before update

Training & Development Should be able to generate skill competency matrix

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System should generate training needs based on appraisal inputs, career development plans and other inputs.

System should have provision for auto update of Employee competency after completing a course

Promotion Single click update of details such as Basic Pay, Grade, Position etc., in case of promotion of a group of employees with a provision for review and confirmation before update

Probation and Confirmation

Should be able to define and store probation period with effective date of confirmation and flag for extended probation period if any.

Loans and Advances Ability to setup loan / advances eligibility against different employee grades

Increments

Ability to calculate the Annual Progressive increments, promotional increments, Additional increments as per the company rules like considering scale of pay, increment percentage, fixed increment based on attendance considering LWP days and availability of history of increments given year wise and employee wise.

LTC availing and Claim

Should be able to maintain the details of LTC / LTA declaration block wise as per prevailing rules and linking with payment.

Ability to validate the mode of travel with the employee's eligibility on the same based on his grade / seniority etc.

Ability to pay LTA advance and complete final settlement with due approval as per company rules.

Conveyance / Transport Allowance

Ability to define and store vehicle details with information like DL, RC Book, Insurance and to be linked with conveyance allowance and annual conveyance maintenance charges as per company rules.

Should be able to alert on expiry of documents related to vehicle.

General Requirements Provision for Corporate Performance Measurement- to go to group level & individual level in all the areas like Quality, production, IT, Manufacturing, etc Provision for ‘My Task’ in Welcome screen

PAYROLL MODULE

General System should have the capability to maintain a single central payroll repository and should be able to run and access payroll from any location within HAL in a centralized or decentralized manner(Federated payroll management)

Single –click (one command ) Payroll / Salary processing including income-tax processing and posting

System should have ability to process Payroll in addition to the regular payroll run (Bonus, Incentive, etc.) and also for an identified group of employees.

System should have ability to calculate arrears with retrospective effect with change in base pay, date of effective date etc.

System should have ability to configure round off amount and Pay/recover the amount accordingly.

System should have ability to calculate pro-rata salary and allowance payment based on employee hire or resignation or termination date

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System should have ability to calculate allowances based on self lease, company lease as per company rules

System should have ability to upload scanned copy of bills and other documents like reimbursement application, tax declaration etc.

System should be capable of interfacing with other hardware such as biometric reader, scanner to fetch the data as input and produce the information as an output.

System should have provision to define standard validation and verification rules to ensure functional integrity of the Payroll activity.

System should have ability to define all the attribute of payroll transaction code at creation time including whether code is taxable or not, linking with general Ledger etc.

Attendance System should have capability to compute attendance considering Leave, Gate Passes, Movement Passes, Regular Shifts, Split Shifts, OSP etc

system should be able to integrate with biometric attendance clocks

System should have capability to compute supplementary attendance.

Income Tax

Should have ability to calculate and distribute Income Tax after calculating arrears or retrospective payroll run (like section 89 relief).

Should have ability to calculate tax considering advances/loan perquisites loan as per Income tax rules.

PF Ability to integrate with PF management software of different PF trusts managed by HAL.

Overtime System should have the capability to calculate overtime hours based on OT calculation rule and posting to payroll to merge with attendance roll for salary.

Salary/ VL Deduction/VL Encashment

System should have capability to voluntary Salary/ VL deduction for monetary contributions to authorized purpose, by an employee for one or more days

System should have capability to stop encashment of VL more than once in a year and other parameters which can set from time to time.

Final Settlement

System should have capability to compute the employer contribution on provident fund, VL amount computation etc. during final settlement as per rules considering taxes as applicable.

System should have ability to configure and calculate retirement benefits as per company rules.

Leave Workflow System should be configurable for crediting predefined no of VLs on completion of predefined no of Months/ Years of service

System should have the ability to manage Holidays and unauthorized absence during Strike periods, if any, to maintain correct leave balance

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Annexure-S5

Technical Requirement Specifications

Architecture The proposed solution should support upgrades/patches with minimum downtime

Applications, systems and infrastructure should be service-oriented, component-based and reusable

Solution should be based on multi-tiered architecture

Solution should support collaboration with business partners

Solution should support browser based interface for client access

Solution architecture should be horizontally and vertically scalable

The solution architecture should have Production, Test/Development and DR setup

The solution shall be Unicode compliant

The solution should be IPv6 compliant

Ability to connect to ERP database through ODBC, OLEDB, JDBC and through native drivers

The application should be accessible from Web-interfaces enabling the user to operate the system with the help of standard web browsers.

The Backup and Recovery solution should have the ability to restore single file or block in case of any corruptions

Integration Solution shall provide application architecture which can be integrated with third party/ legacy applications using middleware technologies

Solution should be capable of integration with Novell GroupWise, HAL internet mail and other standard / open /cloud based mail messaging solutions as applicable.

Ability to integrate/ interface with industry standard software for PLM,CRM, SRM etc.

Ability to integrate with the LDAP system

Ability to interface with Bar Code, SMS Gateway, Payment gateway, DSC.

ERP Solution Ability to support multi currency and multi time-zone operations

The solution should be capable of handling multiple Divisions /business units with seamless data transfer across them.

Ability to design different data rendering in the application for different users or group of users according to their data access authorization.

Ability to provide XML based web-services which can be used by other applications

Should be possible to evaluate the ERP software with third party load and stress testing tools

Ability to set up business rules like threshold limits and notify exceptions / alert / reminders to Users

Solution should provide Context Sensitive Help for ERP software including customized features

Mobility The solution should support mobile application development and deployment for enterprise mobility

Should support central administration, management of mobile applications and users.

Ability to integrate with mobile OS (like Android/Windows/iOS etc) .

Data Migration The solution should support import/export data from formats like txt,xls, csv, XML etc

The solution should provide Import /Export Data Wizard to import /export Master/Transactional Data and Control Settings in selected file formats.

Business Intelligence

Should have capability to extract, transform and load data from disparate source systems and perform the necessary transformations to establish a common format with user friendly GUI.

Should support Interactive Dashboards with provision for end user to configure on the fly.

Should support Rich Graphical interface

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Should be able to integrate with multiple data sources (ERP and Non-ERP data bases,multiple file formats etc.)

Should support organizational reporting and Performance monitoring through KPIs

Should generate process efficiency scorecards for applicable Business processes

Should have provision to assign tasks to responsible persons from within the dashboard along with Mail/ message alert to the concerned persons.

Should have provision to integrate with Mail and SMS solutions.

Should have provision to export data to MS Excel and MS Powerpoint

Document Management

Solution should provide secure storage and retrieval of documents like Spreadsheets, Word documents, AutoCAD, PDF files, Audio-video files etc.based on authorizations

Solution should allow documents sharing by document owner

Solution should have provision to define Document’s effective dates (From-To)

Solution should provide facility for different type of workflow for approval of documents

Solution should provide facility for indexing and tagging of documents

Solution should have in-built viewer for common file formats (like pdf, doc, docx, xls,ppt,dwg, tiff, 3D etc.)

Ability to control access and print authorizations at user level.

Reporting Capabilities

Ability to generate report output directly in xls, pdf, text, XML and mail to specific mailing lists

The user should be able to customize reports for repeated use.

Ability to schedule reports to run at periodic intervals

Provision for end users to create their own views or reports (and save for ease of reusability) with features including: Selection of columns, Apply filters and sort orders, Summation, Averaging, User defined periods, On-line preview / view, Variable width, User defined columns, User defined rows, Variable print format (e.g. A3/A4), schedule reports to run at periodic intervals with automatic mailing to users mailbox.

The solution should have a GUI tool to build and deploy formatted reports.

Solution should have conditional formatting , based on thresholds or data ranges for any cell in the Report

User Access and Security

Should have provision for user access control based on designation and job roles.

Should have provision for Complete / Customized audit trail for all types of transactions on application level

Ability to enforce and comply with HAL password policy

Ability to configure the number of permissible unsuccessful log-in attempts and idle / session time out.

Ability to handle data updating/deletion/creation only through application layer by restricting users to access the database directly.

Ability to provide access level security for Entry forms at Field level - allow, read only, Hide and at Transaction level - allow / deny.

Ability to provide authorization by transaction type

Solution should support HTTP, HTTPS protocols.

Ability to support 2 Level authentication using Soft Tokens for Internet facing applications

Should have provision to define Segregation Of Duties (SOD) and report conflicts in SOD.

Should have provision to display pending tasks for the user on user login.

Disaster Recovery

Solution should support Disaster Recovery with synchronous replication of data.

Ability to support high availability architecture / infrastructure to ensure solution availability in case of hardware failure

Operational Solution should have Provision for version control mechanism of Source Code.

Solution should have Provision for Centralized and decentralized (Division wise) user/role management and administration for the solution.

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System should have provision to archive data pertaining to specific business process. The Archival policies can be different for different business processes

Solution should have centralized monitoring features including Database/server health check, memory management, transaction load analysis etc.

Solution should have Provision for automated deployment of support patches/packages considering current patch levels and DB, OS versions.

ERP Database features

Should support clustering solution for parallel performance/scalability/failover/ high availability on all platforms including Unix / Linux/Windows

Should have provision for Archived redo logs to be automatically propagated by the server to multiple disaster recovery/failover sites

Should have High Availability(HA) solution support load balancing and horizontal scalability

Should provide management tool for HA integrated with the overall database administration

Should be able to "archive" data for auditing and regulatory compliance

Diagnostic and TuningPacks Administration

Should provide for a visual console to perform database platform administrative tasks.

Should provide for services being started/stopped from the administrative console

Should provide the ability to View Users Data and Metadata Queries

Should include tools for enterprise class high availability solution like monitoring performance, diagnose and alert for problems, tuning bottlenecks, resource monitoring and automatic resource allocation capabilities.

Management tools should provide single system management view for database/ database-cluster. Should be possible to manage and monitor hardware, operating system and database resources using a web based interface over network. Thus it should have built-in provision to administer database / database clusters, monitor performance, maintain database, and perform backup and recovery, recovery and disaster recovery management.

The management tool should support proactive diagnosis of the database – providing the root cause analysis, active sessions’ history, top queries, performance issues and advisories. The management tool should also provide advisory-based performance tuning tool which help to tune the queries or objects, SQL analysis, SQL access.

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Annexure-S6

Specialist Training – Solution Technology

Slno Topics to be covered

1 Solution Architecture and Components

2 OS Administration of Database Server, Application Server , Web Server and

other servers

3 Administration of Storage components

4 Backup Solution Configuration and Administration

5 Disaster Recovery Configuration and Administration

6 High Availability and Load balancing Configuration and Administration

7 Virtualization Configuration and Administration

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Annexure-S7

Experience Criteria for Subject Matter Experts for BPT

Sl. No

Domain Minimum No of Experts

Experience

1 Integrated Planning

1

Must have experience of working

with Top Aerospace Manufacturing Company:

As Planning Department Expert

or As Management Consultant for

Planning / Manufacturing or

As Management Professor from Top B School with expertise in

Planning / Manufacturing

Experience of Consulting in the area of Integrated Manufacturing

Planning / Vendor Collaboration driven by Information Technology

2 Manufacturing/ Assembly Shop Floor

Management

3 External Sourcing/ Vendor Collaboration

4 Integrated Material

Management

1

Must have experience of working

with a Maharatna PSU in India :

As Management Consultant from Top Business Consulting firm for

ERP implementation in the area

of MM, HR, FINANCE or

As Management Professor from Top B School with expertise in

ERP implementation in the area of MM, HR, FINANCE

Experience of consulting in the

area of MM/HR/Finance driven by Information Technology

5 Human Resources

6 Finance

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Annexure-S8

Integration with Other Applications

System to be

Integrated

Software Broad Objectives

Product Life

Cycle

Management

1. WindChill 2. Siemens

Team Center

1. Flow of part, BOM and Process data from PLM to ERP. 2. Alert mechanism to Manufacturing/ Procurement/ Outsourcing agencies for Engineering Change management. 3. Visualization of Drawings in ERP without Native Software installation in Client Machine. 4. Near Real-time flow of Mod Applicability and design change information to Manufacturing/ MRO units.

E-

procurement

System

3rd party

Application by

M/s Anteras Ltd.

1. Bidirectional flow of Tender/ Tender Bid information between ERP and e-procurement system. 2. Pro-active mail alerts to vendors for overdue/ soon to be overdue deliveries, POs placed and payments made. 3. On-line Availability of PO, deliveries, inspection and payments information to vendors. 4. On-line Vendors’ Bill tracking.

HAL Single

Sign On

In-house Oracle

and .NET based

web application

Should be able to login from HAL’s Single Sign On to IFS

File Tracking

System/ e-file

System

In-house Oracle

and .NET based

web application

Tight Integration of File Tracking System with Approval Workflows in ERP - Able to see status of Physical File through a Hyper Link from ERP Screen - Linking of e-file and F-tracker

Windows

Active

Directory

Sign On to various applications such as ERP, BI and ESS etc. using Windows Credentials.

Biometric

Attendance

System

Oracle/ SQL

Server based

Application

(Multiple 3rd

party

Applications in

different

business units)

1. Facilitation of Attendance Computation by ERP(for Payroll computation) using Biometric Attendance Data 2. Integration with Time Docket Booking, Incentive calculation and Overtime Approvals and Booking.

MAT

(Mutually

Agreed Task)

PAR

(Performance

Appraisal

Report)

In-house Oracle

and .NET based

web

applications

1. HR Masters (Related to Employee) information should be available to MAT, PAR and APR applications on a near real-time basis.

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APR (Annual

Property

Returns)

Digital

Signature

Certificate

(DSC)

Integration

Self Signed/

Third party

signed DSC

User Login Authentication using HAL signed DSC/ Third party DSC in a Dongle

Transaction

Trail using the

DSC

PF Trusts

Management

System

Integration with Payroll module for Loan Deduction, Statutory PF deduction

Bank

Payment

Gateway

Integration with

the Bank API

System should be able to send the payments through online Bank Gateway for Vendor and Employee Payment etc

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Annexure-S9A

Bill of Materials for Production Setup

(Minimum expected specifications for components)

Sl. No Type Qty Purpose SOW Ref

S9A.1 Data Base Server 2 Production database in HA 1.10.4

S9A.2

High End Application Servers 8

2--ERP Application servers in HA mode using Application server (Software clustering capabilities like session failover) 2--BI Application/DB server in HA 2–Document Management Server in HA 2-- ESS in HA 1.10.4

S9A.3 Low End Application Servers 5

1-- SRM/CRM Server 1—SRM/CRM Database Server 1-- Backup server 1-- Training Server 1—Intermediate (IM) Server(Data transfer from intranet to internet and vice versa)

1.7.7 1.10.4

S9A.4 Storage 1 Storage for all applications 1.10.4

S9A.5 UTM 2 To transfer data between ERP and SRM/CRM applications 1.10.4

S9A.6 Core Switch 2 To connect all servers 1.10.4

S9A.7 Load Balancer 2 To manage the load at application level 1.10.4

S9A.8 Antivirus Software 70 For Servers(Production, Test& Development and DR) and PMO Systems

1.10.4 1.7.7

S9A.1 Specifications for Database Servers

The proposed hardware platform for Database Server should support Oracle 12c database or above in

clustering mode using ORAC (Oracle Real Application Cluster).The specifications given are minimum required.

(Ref Hardware and Infrastructure Sizing Section 1.10.4)

CPU/Processor EPIC or RISC processors with minimum 64 cores

Server Scalability The server should have scalability of twice the capacity without any change in the server sprawl

Memory Minimum of 8 GB per core(RAM Type: DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 1 TB RAM

Clustering Should have cluster support for High Availability using ORAC (Oracle Real Application Cluster).

Boot Minimum of 500 GB per partition to be provisioned from Storage for OS and application installation

Connectivity to storage Should be able to connect with storage over Fiber channel with aggregate BW of 32 Gbps or better

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Networking Features Minimum of 2*1GbEthernet ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth

Minimum number of HBA/HCA Cards 2

OS Support The servers should support 64 bit enterprise class UNIX Non Open source operating system

Power Supply Hot swap redundant power supplies

Operating System Enterprise Latest UNIX(Non Open Source)

Maintenance support and SLA As included in the clause 1.14.2.

S9A.2 Specifications for High End Application servers

The specifications given are minimum required. (Ref Hardware and Infrastructure Sizing Section 1.10.4)

CPU Minimum of 4*Intel® Xeon® E7-8891 v2 or equivalent or better

Memory 4 GB per core with total of 128 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) and expandable upto minimum 500GB RAM

Hard Disk Drive Minimum 3 TB storage with Solid State Disks

Clustering Should be configured for High Availability at the OS Level

Networking Features Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth


Connectivity to Storage

Should be able to connect with storage over minimum aggregate bandwidth of 32 Gbps over Fiber channel

Minimum number of HBA/HCA Cards

2

Operating Systems and Virtualization Software Support

Microsoft Windows Server, Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES)

All Virtualization software supported by IFS Application

Operating System Windows Server 2012 Standard Edition or Latest

Maintenance

support and SLA

As included in the clause 1.14.2.

S9A.3 Specifications for Low End Application servers


Memory 4 GB per core with total of 64 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 200 GB RAM

182



Networking Features Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ 45) or better bandwidth



Should be able to connect with storage over minimum aggregate bandwidth of 32 Gbps over Fiber channel


2


Microsoft Windows Server,Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES)


Operating System Windows Server 2012 Standard Edition or Latest

Maintenance

support and SLA


S9A.4 Specifications for Storage

The specifications given are minimum required. (Ref Hardware and Infrastructure Sizing Section 1.10.4)

Disk types The Production Storage should support SSD/FLASH

Capacity & Scalability

The Production Storage should have a minimum useable space of 30 TB scalable to 80 TB using SSD/Flash after RAID/ Mirroring

The minimum capacity of the storage should be 30TB, which should be divided into two Physically or logically separated storage of 20 TB and 10 TB to cater to the requirement of database and file system (e.g for document management) respectively. The storage offered should be with no single point of failure including Power, Controller, Cache memory and Switch connectivity.

Storage Requirement It must have dual redundant controllers/microcontrollers/CPUs in active-active or active-passive mode with automatic fail over to each other in case of failure.

IOPS

The Write IOPS from the SSD/FLASH should be more than 250,000 IOPS based on 8K Block Sizes The Read IOPS from the SSD/FLASH should be more than 250,000 IOPS based on 8K block sizes

CACHE/Memory for controller/Microcontroller/CPU

The storage array should have a minimum of 160GB Cache across two controllers/CPU for Data and control operations. Cache/Memory for controller/Microcontroller/CPU shall be used for only for Data and control operation and shall not be loaded with the overhead of operating system.

Raid Support or equivalent Offered Storage Subsystem shall support Raid 1,1+0 or equivalent

No single point of Failure

Offered Storage Array shall be configurable in a No Single Point of failure configuration including Array Controller card/CPU,Cachememory,FAN,Power supply etc.It should have Redundant power supplies, batteries and cooling fans and data path and storage controller/CPU.

Hot Spare Hot spare is required for storage subsystem that are not capable of sustaining functions and performance even in the event of failure of maximum of 2 disks

183

Maintenance Offered Storage shall support on-line non-disruptive firmware upgrade for both controllers and disk drives

Performance Management Performance management software for storage array.

Auto Tiering

Frequently accessed data/ hot data should be made available in Flash and cold data should be made available in HDD in order to make sure that storage is utilized efficiently. This movement of data should be automatic i.e. without manual intervention

Management Necessary software to be provided , to manage and monitor entire storage system

Additional components All interconnecting cables and connectors

Replication The storage array should support hardware/software based data replication or any other efficient mechanism supported by the hardware OEM with DR storage

Maintenance support

and SLA


Specification of SAN Switch

Capacity SAN switch shall be configured with minimum 48 ports

Scalability To be scalable upto 96 ports

Throughput Should deliver 16Gbit/Sec Non blocking Architecture with 1:1 performance upto 96 ports

Autosensing Should protect existing device investments with auto sensing 4,8 and 16 Gbit/Sec

Configuration The Switch shall support different port types such as FL_Port,F_Port,M_Port(Mirror port) and E_Port; self-discovery based on switch type(U_Port)

Form Factor The switch should be rack mountable

Bandwidth The switch shall provide Aggregate bandwidth of 1.5Tbit/Sec: 96 ports x 16 Gbit/sec (data rate) end to end

Management Switch shall have support for web based management and should also have support CLI

Interface The switch should have USB port for firmware download, support save and configuration upload/download

Upgrade Non-disruptive Microcode/firmware Upgrades

S9A.5 Specifications for UTM

1. The UTMs have to be installed between ERP and SRM/CRM applications for transferring data.

2. Providing SSL VPN connectivity to vendors(Minimum of 500) for accessing SRM/CRM application on

Internet zone.

Firewall & VPN Features

Firewall: Appliance based firewall, rack mountable and should be ICSA and EAL4+ certified for firewall and IPSEC.

Appliance should have provision for redundant power supply

Licensing: should be per device license for Firewall / VPN (IPSec & SSL) and other features. There should not be any user/IP/host based licenses

The firewall should be able to support high availability and dynamic load balancing for data going through the firewall (active-active or Active - Passive)

Number of NIC interfaces to be mentioned exactly as supported by the device. Must have minimum 8nos of 10/100/1000 Base-T (RJ45 Interface).

The platform should support VLAN tagging (IEEE 802.1q).

The appliance must support stateful failover for both Firewall and VPN sessions.

The appliance should support throughputs of minimum 3.5 Gbps firewall throughput and 1 Gbps of VPN

184

throughput.

The VPN should be integrated with firewall and should be ICSA Labs certified for both IPSec and SSL-TLS. Should support the following protocols a. DES & 3DES b. MD5, SHA-1 & the more secure SHA-256 authentication c. Diffie-Hellman Group 1, Group 2, Group 5 d. Advanced Encryption Standard AES 128, 192 & 256

Should have integrated SSL VPN with no user license restriction.

Should have minimum of 600 mobile SSL VPN Licenses

Routing Features

Support for Policy based routing, Static routing and Dynamic routing (RIP, OSPF, BGP & IS-IS )

Network Intrusion Prevention System (IPS)

Should provide minimum of 1 Gbps throughput.

Gateway Level Antivirus

Gateway AV should be supported for real-time detection of viruses and malicious code for HTTP, HTTPS, FTP, SMTP, SMTPS, POP3 and IMAP, NNTP and IM

Application Control

Provide options for Layer 7 application control & provide options to block unwanted applications based on applications behavior.

Data Leakage Prevention

Should support Gateway Data Loss Prevention (DLP) feature for popular protocols like HTTP, HTTPS, FTP, POP3, IMAP, SMTP, POP3S, IMAPS, SMTPS

The DLP feature should support popular file types like MS-Word, PDF etc.

Spam filtering

should be able to detect spam mails in SMTP, POP3 as well as IMAP protocols

S9A.6 Specifications for Core Switch

General/Hardware:

Should be 19" rack mountable and have redundant power supplies and fans

The switch should be loaded with following interfaces

48 nos of 10GBASE-T (RJ45 interface)

24 nos of 10 G fiber ports loaded with SR transceivers

Shall have minimum 1 Tbps of Switching capacity

Shall have up to min 600 Mbps of switching throughput

Shall have FCoE, Trill & openflow

Performance and Scaling

All Ports should have local switching with non blocking performance.

The switch should be provided with minimum 512MB Flash memory

High Availability Requirements

185

Redundant Power supply and fan to be provided.

Layer 2 and Layer 3 Requirements.

Should be able to provide unicast and Multicast routing protocols including OSPF,BGP, IS-IS, and PIM

Security and Management:

Should provided security ACLs, standard and extended IP security router ACLs and Port-based ACLs

Support for local span and Remote port Mirroring (RSPAN),

Additional Network Components :

CAT6A UTP Patch Cords (3 Mtrs) = 50 Nos

SC-LC SMF Fibre patch cards( 10mtrs) – 20

SC-SC SMF Fibre patch cards( 10mtrs) – 20

SC-LC MMF Fibre patch cards( 10mtrs) – 20

SC-SC MMF Fibre patch cards( 10mtrs) – 20

S9A.7 Specifications for Load balancer at application level

Should distribute the user requests by redirecting into different servers for all the applications in the proposed system

Appliances should work in active-active or active-passive mode

It should be capable to handle/distribute the load for the all the applications in the proposed system

Should have minimum of 8 1G UTP interfaces

Should support load balancing at layer 4 and Layer 7

Should have redundant power supplies

Minimum of 4 Gbps balancer throughput

S9A.8 Specifications for Antivirus

1) Antivirus - Specification of Endpoint Security

The Endpoint Security should have following features

a) Anti-virus, Anti-spyware, Anti-Spam, Heuristic scanning, Auto-run Protection, Advanced System Explorer

2) Antivirus - Specification of Centralized Management Console

Should have Centralized management of antivirus, Group and Policy management, Centralized Firewall,

Active Directory Support , Provision to update the AV definitions manually ,Device Control ,Application

Control

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Annexure-S9B

Suggested Bill of Materials for Test and Development Setup


S9B.1 Data Base Server 2 Test Database + Development 1 each 1.8.5

S9B.2

Low End Application Servers 2

1 Application server Test VM + 1 Application server Development VM 1--server with 2 VMs (1 VM for BI Database server for test setup, 1 VM for BI application server for test setup) 1.8.5

S9B.3 Storage 1

Storage for Test and Development environments 1.8.5

S9B.4 Virtualization Software 4

For high availability of applications, Better utilization of hardware and Load Balancing at Physical level. 1.8.5

S9B.1 Specifications for Data Base Server








2





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S9B.2 Specifications for Low End Application servers


Memory 4 GB per core with total of 64 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) expandable upto 200 GB RAM



Networking Features Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ 45) or better bandwidth



Should be able to connect with storage over minimum aggregate bandwidth of 32Gbps over Fiber channel


2


Microsoft Windows Server, Red Hat Enterprise Linux (RHEL) & SUSE Linux Enterprise Server (SLES)


Operating System 2 numbers of Windows Server 2012 Standard Edition or Latest

Maintenance

support and SLA


S9B.3 Specifications for Storage (Test & Development Setups)

Storage should have usable space of 30 TB with RAID 5/6 OR equivalent configuration.

Operating System & Clustering Support

The storage array should support industry-leading Operating System platforms and also support clustering on all platforms


Storage Array should have minimum usable space of 30 TB Storage with 900GB 10K SAS or Higher )storage after RAID 5 or 6 implementation with Hotspares

Storage shall be scalable upto 80TB usable space after RAID implementation without replacing existing controller.

Processing Power Offered Controllers shall be based on latest PCI-e technology to ensure that there is no bottleneck for IO communication

CACHE/Memory The storage array should have a minimum of 64GB Cache for Data and control operations.

Raid Support Offered Storage Subsystem shall support Raid 0,1,1+0,4/5 and 6 or equivalent


Offered Storage Array shall be configurable in a No Single Point of configuration including Cache memory,FAN,Power supply etc.It should have Redundant power supplies, batteries and cooling fans and data path and storage controller.

Ports Bandwidth Storage shall be end to end 16 Gbps where each drive and drive shelf shall be connected through dual active-active paths

188

Global Hot Spare Offered Storage shall support distributed Global hot spare for offered Disk drives in case of storage subsystems that are not capable of sustaining function and performance in the event of failure of a maximum of 2 disks

Compatibility/Support Storage Subsystem should support SSD/FLASH, SAS/FC disks.

Response Time IO response time for any IO should not exceed 2 milliseconds for any read request and 3 milliseconds for any write request at any point in time.


Performance Management

Performance management software for storage array.

Movement of Data The storage subsystem should be able to do dynamic migration of Volume from one Raid set to another set while keeping the application online.

Management necessary software to be provided , to manage and monitor entire storage system


Support The storage must be configured with FCP, iSCSI, NFS and CIFS protocols for use with different applications. The backend must be based on FC or SAS-2 Connectivity

LUN Creation Ability to create/delete the LUNs

Replication The storage array should support hardware based data replication at the array controller level across all models of the offered family or any efficient mechanism provided by Hardware OEM


SAN switch







Bandwidth The switch shall provide Aggregate bandwidth of 512 Gbit/Sec: 32 ports x 16 Gbit/sec (data rate) end to end


Interface The switch should have USB port for firmware download,support save and configuration upload/download

Upgrade Non disruptive Microcode/firmware Upgrades

189

S9B.4 Specifications for Virtualization

If the architecture proposed by the bidder requires any virtualization of the servers, the virtualization software proposed by the bidder should be of enterprise edition or the highest edition of the software with all the features like High Availability, Fault Tolerance, Load balancing etc. to be enabled.

The Virtualization software should provide for unlimited number of Virtual guests that can be created on the hardware.

The servers / technology should exist to allow the migration of VMs while running a production workload

Software to manage all the VMs

190

Annexure-S9C

Suggested Bill of Materials for Backup Solution


S9C.1 Backup Software with storage 1 1.10.4

S9C.2 LTO tape Library 1 1.10.4

S9C.1 Specifications for Backup Software with storage

Supply and Installation of D2D2T Based Automatic Backup Solution including, Backup Software, Backup Storage, LTO6 Tape Library and associated accessories

The backup solution shall be a comprehensive online backup and restore solution for Cenralized ERP setup. It must support heterogeneous environments.

The solution should support both LAN based and LAN-Free(SAN Based) Backup with data de-duplication. All the applicable licenses required should be provided and configured on installation

The solution shall provide online backup facility for popular databases like Oracle, MS SQL server, MySQL on Windows/ Linux /Unix platforms.

The solution must provide full, differential, Incremental and cumulative incremental backup while data/system is online

The software should be able to do restoration of complete databases, individual table spaces or individual data files.

The solution must be easy to configure with graphical interfaces.

Dedicated disk based backup destination to be provided and this backup destination should be separate from Backup Server

Vendor should also quote, for hardware and software components required for secondary level backup to tape using automated tape device with LTO6 or higher generation tapes

Should be available on various OS platforms such as Windows, Linux and UNIX platforms and be capable of supporting backup / restores from various platforms including windows, HP-UX, IBM AIX, Linux, NetWare simultaneously. Both Server and Client software should be capable of running on all these platforms.

The backup software should be able to encrypt the backed up data

Should have in-built scheduling system and should support the resumption of failed backups from the point of failure for both file and block volumes

Software should index and provide visibility to the backup images at both the primary and the DR sites.

Must support dissimilar system hardware restore on multiple platforms like Windows, Solaris, Linux, HP-UX, AIX etc

Software should support Multiplexing ( Backup multiple clients’ data on the media simultaneously),

Multithreading / Multistreaming (Backup of more than one streams of data from client to the backup server)

The software should support backup and restore on virtual platform like VMWare, Citrix Xen Server and Hyper V, licensing of such environments should be based on physical hosts not on the number of virtual instances.

Should support clustered configurations of the backup application in a cluster. I.e. backup application should failover as a highly available resource in a cluster, should not have additional licensing cost implication for clustered hosts.

191

Pricing of the software should not to be dependent on the number of CPUs of the client machines. Upgrading the client machines and increasing CPU should not have any commercial implications in terms of renewing licenses or buying additional licenses.

Should have the ability of staging the backup data on a disk and then de-stage to a tape based on the policy for faster backups.

Should support advanced backup to disk backups where backups and restores from the backup media can be done simultaneously.

Should have the ability to configure retries for backups of a client in case the client is not available on the network due to reboot or network failures.

Must support Inline data deduplication technology at block level using variable block length technology

Must support both D2D backup and D2T backup at the same time

Must support single management pane for multiple storage arrays for ease of management

Must support for deduplicated and encrypted Replication of data over Local or Wide Area Networks

Should support different retentions for primary and DR backup storage

Must protect against loss of data in power fail and software crashes

Must support Data compression using lz/ gz/ gzfast or similar algorithms

Must support simultaneous replication process while backup is running

Replication Should support bi-directional, many-to-one, one-to-many, and one-to-one replication

Should support recovery from replica.

Must support ACL for CIFS/NFS/telnet/http/https/ftp/ssh

Should have SNMP and command line support.

Should have initial usable capacity of at least 20 TB with Hot Swap drive and should support further scalability to at least double the initial capacity. Licenses required , if any, should be quoted separately for initial capacity and future scalability

Should support retention lock feature which ensures that no data is deleted accidently.

Must support RAID5 or 6 technologies / Equivalent

The backup software should support data movement directly from the backup client to the disk target without passing through the backup server.

Should have built-in Alert support. This feature should support e-mail, SNMP broadcast messages etc.

Must support wizard-driven configuration and modifications for backups and devices

The backup software should support industry standard Common Device Interface for advanced device reporting and handling.

Should have cross platform Domain Architecture for User management and should also have role based User management.

Quoted Backup software must support more than 1 worker/storage/media server which works as worker to receive backup data from clients and write data to tape.

D2D2T based Automated Backup Solution as stated above inclusive of Storage,LTO 6 Tape Library and Backup Software should be treated as a single package and all licenses required to make the system operational should be quoted as base price.

Maintenance support and SLA: As included in the clause 1.14.2.

192

S9C.2 Specifications for LTO 6 Tape Library

Tape Library shall be with minimum Four Tape Drives and minimum 96 Tape Slots.

Tape Library shall be supplied with power cables, FC Cables (10 meters) / SCSI Cable.

Tape Library shall be Rack Mountable.

Speeds and Capacity for the Drives shall be as under.

LTO 6 SAS Drive (i) Native Capacity - 2.5 TB (ii) Native Speed - 160 MB/s (iii) Compressed Capacity –6.25 TB (iv) Compressed Speed - 400 MB/s

Offered library shall be provided with a hardware device like USB key or in-built or separate appliance etc. to keep the encrypted keys in a redundant fashion.

Tape Library shall support Barcode reader and mail slot.

Tape Library shall support Redundant Power Supply.

Tape Library shall have GUI Panel for ease of navigation.

Should supply 100 LTO6 tapes


193

Annexure-S9D

Suggested Bill of Materials for DR Solution


S9D.1 Data Base Server 1 DR database 1.10.4

S9D.2

High End Application Servers 3

1--ERP application server 1--BI server (1 VM for BI Application server and 1 more VM for BI Database server) 1—1 VM for Document Management and 1 VM for ESS Server 1.10.4

S9D.3 Storage 1 Storage for all applications 1.10.4

S9D.4 Core Switch 1 To connect all servers 1.10.4

S9D.5 Virtualization Software 12

For high availability of applications, Better utilization of hardware and Load Balancing at Physical level. 1.10.4

S9D.6 Network Connectivity

1 lot Optical Fiber connectivity between Primary and DR 1.10.4

S9D.7 20 KVA UPS 1 UPS for DR Hardware 1.10.4

S9D.8 2 Ton AC 3 AC for DR 1.10.4

S9D.1 Specifications for Data Base Server




Clustering Should have cluster support for High Availability using ORAC (Oracle Real Application Cluster).








194


Server Rack 1 no of 42U Standard Server rack with 2 PDUs to host all servers for DR

S9D.2 Specifications for High End Application server


Memory 4 GB per core with total of 128 GB RAM (RAM Type:DDR3 RDIMM/LRDIMM or equivalent or better) and expandable upto minimum 500GB RAM



Networking Features Minimum of 2*1GbE ports and 2*10Gb Ethernet ports (RJ-45) or better bandwidth



Should be able to connect with storage over minimum aggregate bandwidth of 32Gbps over Fiber channel


Operating System 2 nos of Windows Server 2012 Standard Edition or Latest

Maintenance support and SLA


S9D.3 Specifications for Storage

Storage should have usable space of 30 TB with RAID 5/6 OR equivalent configuration.

Operating System & Clustering Support

The storage array should support industry-leading Operating System platforms and also support clustering on all platforms


Storage Array should have minimum usable space of 30 TB Storage with 900GB 10K SAS or Higher )storage after RAID 5 or 6 implementation with Hotspares

Storage shall be scalable upto 80TB usable space after RAID implementation without replacing existing controller.

Processing Power Offered Controllers shall be based on latest PCI-e technology to ensure that there is no bottleneck for IO communication

CACHE/Memory The storage array should have a minimum of 64GB Cache for Data and control operations.

Raid Support Offered Storage Subsystem shall support Raid 0,1,1+0,4/5 and 6 or equivalent


Offered Storage Array shall be configurable in a No Single Point of configuration including Cache memory,FAN,Power supply etc.It should have Redundant power

195

supplies, batteries and cooling fans and data path and storage controller.

Ports Bandwidth Storage shall be end to end 16Gbps where each drive and drive shelf shall be connected through dual active-active paths

Global Hot Spare Offered Storage shall support distributed Global hot spare for offered Disk drives in case of storage subsystems that are not capable of sustaining function and performance in the event of failure of a maximum of 2 disks

Compatibility/Support Storage Subsystem should support SSD/FLASH, SAS/FC disks.

Response Time IO response time for any IO should not exceed 2 milliseconds for any read request and 3 milliseconds for any write request at any point in time.


Performance Management

Performance management software for storage array.

Movement of Data The storage subsystem should be able to do dynamic migration of Volume from one Raid set to another set while keeping the application online.

Management necessary software to be provided , to manage and monitor entire storage system


Support The storage must be configured with FCP, iSCSI, NFS and CIFS protocols for use with different applications. The backend must be based on FC or SAS-2 Connectivity

LUN Creation Ability to create/delete the LUNs

Replication The storage array should support hardware based data replication at the array controller level across all models of the offered family or any efficient mechanism provided by Hardware OEM

Maintenance support and SLA


Specification of SAN Switch







Bandwidth The switch shall provide Aggregate bandwidth of 768Gbit/Sec: 48 ports x 16 Gbit/sec (data rate) end to end


Interface The switch should have USB port for firmware download,support save and configuration upload/download

Upgrade Non disruptive Microcode/firmware Upgrades

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S9D.4 Specifications for Core Switch

General/Hardware:

Should be 19" rack mountable and have redundant power supplies and fans

The switch should be loaded with following interfaces

48 nos of 10GBASE-T (RJ45 interface)

24 nos of 10 G fiber ports loaded with SR transcievers

Shall have minimum 1 Tbps of Switching capacity

Shall have up to min 600 Mbps of switching throughput

Shall have FCoE, Trill & openflow

Performance and Scaling

All Ports should have local switching with non blocking performance.

The switch should be provided with minimum 512MB Flash memory

High Availability Requirements

Redundant Power supply and fan to be provided.

Layer 2 and Layer 3 Requirements.

Should be able to provide unicast and Multicast routing protocols including OSPF,BGP, IS-IS, and PIM

Security and Management:

Should provided security ACLs, standard and extended IP security router ACLs and Port-based ACLs

Support for local span and Remote port Mirroring (RSPAN),

Additional Network Components :

CAT6A UTP Patch Cords (3 Mtrs) = 50 Nos

SC-LC SMF Fibre patch cards( 10mtrs) – 20

SC-SC SMF Fibre patch cards(10 mtrs) – 20

SC-LC MMF Fibre patch cards( 10mtrs) – 20

SC-SC MMF Fibre patch cards( 10mtrs) – 20

S9D.5 Specifications for Virtualization

If the architecture proposed by the bidder requires any virtualization of the servers, the virtualization software proposed by the bidder should be of enterprise edition or the highest edition of the software with

197

all the features like High Availability, Fault Tolerance, Load balancing etc. to be enabled.

The Virtualization software should provide for unlimited number of Virtual guests that can be created on the hardware.

The servers / technology should exist to allow the migration of VMs while running a production workload

Software to manage all the VMs

S9D.6 Specifications for Network connectivity between Production and DR

Optical Fibre(12 Core SMF Outside Plant Cable) connectivity: a) Supply and laying of optical fibre(12 Core SMF Outside Plant Cable, Type OS2) for approximately 300 mtrs b) Supply and install all components like LIU(for both ends), fibre patch cords, pigtails, digging of 3 feet

depth for laying cable as per industrial standard

c) Supply and install of all accessories like PVC Pipe, GI Pipe, Flexible pipe etc.

Commissioning of the above infrastructure : a) The above commissioning of the setup should be inclusive of all labour and material charges b) The bidder should consider all the items which are required to make the system work if not mentioned

explicitly

S9D.7 Specifications for UPS for DR Hardware

Input Frequency 50 +/- 1.5 Hz (auto sensing)

Input voltage range for main operations 300-450V

Battery Type Maintenance-free sealed Lead-Acid battery with

suspended electrolyte : leakproof

Backup time Minimum 1 hour with Full load

Interface Port(s) RS-232, RJ-45 10/100 Base-T

Output Power Capacity 20 kVA

Output Voltage 400V

Output Frequency (sync to mains) 50 +/- 0.5 Hz

Bypass Internal Bypass (Automatic and Manual)

Topology Double Conversion Online

Waveform Type Sine wave

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Crest Factor 3:1

S9D.8 Specifications for 2 Ton AC

Cooling Capacity Nominal (Kcal/hr) 5800

Cooling Cap (min)Guaranteed (Kcal/hr) 5500

Min.Room Discharge AIR flow (Cub.m/hr) 8100

Star Rating 4 Star & Above

Power V/Hx/Ph 220-240V / 50Hz 1Ph

Ton 2

Capacity (BTU/hr) 24000

Operation Current 10.8 A

Capacity 24000 BTU

Noise Level (Indoor) should be better than

High

48 dB (A)

Mid

45 dB (A)

Low

42 dB (A)

Outdoor

59 dB (A)

Compressor High quality famous brand rotary type

compressor

Stabilizer 5 KVA STABILIZER

Elegant panel design, with LED/LCD central Display

More than 10 meters remote control distance

Vendor has to install Airconditioners


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Annexure-S9E

Suggested Bill of Materials for Oracle Software

a) The following are the suggested quantity of the Cores/CPUs. Required Oracle/ASFU

(Application specific Full User) Licenses along with the type of Licenses proposed to be

confirmed by IFS

b) This is based on the minimum hardware specified in earlier sections. An appropriate core

factor conversion and deduction of existing licenses mentioned below has to be done to

arrive at the final licenses.

c) For production setup if the specification proposed by SI/IFS are higher, then the Licensing

quantity may be considered accordingly


S9E.1

Oracle Database Application Specific Full User License (ASFU) for Enterprise for IFS Applications (Production + DR)

167 Cores

(Production) 128 Cores+ (DR setup) 39 Cores Note: 1) For DR Setup Hardware 64 Cores have been specified. However, the Operation will start with 39 cores initially and will be upgraded based on requirement. 2) Data Guard which is a part of Oracle Enterprise License will be used for Data Replication from Production to DR Setup 3) HAL has existing 51 Oracle ASFU Licenses . The same can be subtracted from Final Quantity for quoting the commercials 1.10.4

Oracle Database Standard One edition Licenses for Test and Development Database Servers

4 Licenses (Test Server) 2 Licenses + (Development Server)

2 Licenses

1.10.4

Oracle Database Standard One edition Licenses for SRM/CRM application

4 Licenses (Intermediate Server) 2 Licenses + (SRM/CRM Database) 2 Licenses

1.10.4

S9E.2 Oracle Diagnostics& Tuning pack 128

(Production) 128 Cores Note: HAL has existing 13 Oracle Diagnostic & Tuning Pack Licenses. The same can be subtracted from Final Quantity 1.10.4

S9E.3 Oracle RAC licenses 128 (Production) 128 Cores 1.10.4

200

Existing Licenses

The following is the list of commercial licenses that is currently available with HAL. The final number of

licenses must be arrived after deducting these licenses.

Sl. No Type Licenses Purpose SOW Ref

1

Oracle Database Application Specific Full User License (ASFU) for Enterprise for IFS Applications 51 Existing licenses with HAL

2

Oracle Diagnostics& Tuning pack 13 Existing licenses with HAL

201

Annexure-S10A

Performance Requirements

(To be tested at pre-dispatch inspection and stress testing before pilot go-live)

Sl.

No

Process Name No of

Active

Users

Max. Permitted

Time

Average CPU

utilization

Average

Memory

utilization

1 Payroll Processing for 30000

Employees including

Preliminary Processing, Tax

Processing and Final Posting

5

<=50% <=60% a) Payroll Processing 5 minutes

b) Income Tax Processing 1 minute

c) Final Payroll 5 minutes

2 Executing Project Based

Planning Engine for 65000

BOM lines for 30 aircrafts

5 64 minutes <=50% <=60%

3 Running MRP for 65000 parts

for 30 aircraft 5 23 minutes <=50% <=60%

4 Executing Project scheduling

for 15000 shop orders each

including posting to existing

shop orders

5 24 minutes <=50% <=60%

202

Annexure-S10B

Test for Performance Requirements

(To be tested before go-live of the pilot and each roll-out groups)

Sl

No

Process No of active

users

Transaction

Load / hour

Points to be checked

1 Total Users to be logged into the

System concurrently

4000 NA Whether 4000 users

have logged in

2 Creation of P.O.(Purchase Order) with

10 part lines

300 150 Whether time taken

for creation of PO is

< 3 secs

3 Creation of S.O.(Shop Order) with 10

material lines and 10 operation lines


for creation of SO is

< 2 secs

4 Execution of Project MRP & General

MRP for an Aircraft with 65000 parts

for 3 sets of 10 Aircrafts each

15 10 aircrafts Whether time taken

for execution of MRP

is < 90 minutes

5 Running Advance Planning Board

Scheduler


for scheduling of SO

is < 25 minutes

6 Payroll processing & Income Tax @

2000 per user for 3 sets of 10000

employees each

15 10000

employees

Whether time taken

for execution of

Payroll is < 15

minutes

7 Creation of Supplier Invoice (matching

with receipt details)


for creation of Invoice

is < 2 secs

9 Voucher creation (manual Journal

Voucher)


for creation of

Voucher is < 2 secs

10 Issue of materials (Material lines from

Shop Order MR)


for each inventory

transaction is < 2

secs

11 RR Generation with 1 line item 250 80 Whether time taken

for creation of RR is

< 2 sec

203

12 Receipt of Shop Order (Store Credit) 450 550 Whether time taken

for each inventory

transaction is < 2

secs

13 Charges modification/Updation in P.O.

containing minimum 1000 lines


for changes /

modification of each

PO is < 10 sec

14 Creation of Sale Order(Customer

Order) with 50 part lines


for creation of Sale

Order(Customer

Order) is < 3 sec

15 Creation of Work Order with 10

materials


for creation of Work

Order is < 10 sec

204

Annexure-S10C

Test for Performance Requirements

(To be tested after go-live of the pilot and each roll-out groups)

Note: For the purposes of this test, the result (for WAN) is to be achieved in the WAN having a maximum

bandwidth of 40 Kbps per client for logged in user.

User Activity Response Time for

LAN

Users

Internet/ WAN

Users

Menu Navigation – Displaying the appropriate menu as per defined

user role and profile

< 1 sec < 2 sec

Screen Opening – Display of the selected data entry screen from the menu/

RMB opening ( for eg opening of inventory part)

< 4 sec < 5 sec

Field Navigation – Navigation between different data entry fields in the Screen ( for

eg Navigation in Inventory Part screen)

< 1 sec < 3 sec

Look up response – To display items from table <5 sec < 15 sec

Screen Navigation – Navigation between different data entry screens

(from one to another) (for eg Navigating Tab Pages of inventory Part screen)

< 3 sec < 13 sec

Transaction Commit – Transaction saving after completing the data entry – (for eg

saving data in inventory part screen)

< 5 sec < 20 sec

Query retrieval – Online query entered by the user

Simple query (data from single table) to display 100 Records – (for eg querying

product code screen)

< 5 sec < 12 sec

Medium Complexity query (data from two tables) to display 100 Records- purchase

part (for eg querying material requisition screen)

< 8 sec < 15 sec

High Complexity query (data from more than two tables) to display 100 Records –

(for eg querying purchase order screen)

< 15 sec < 20 sec

Reports response – Formatted Reports requirement by the user

Simple Report (report spooled from single table) ‘(for eg Transport task for 1 part) < 10 sec < 20 sec

Medium Complexity report (report spooled from two tables) – (for eg Pick List

report with 10 Lines)

< 30 sec < 45 sec

High Complexity report (report spooled from more than two tables) (for eg

Purchase Order 2 Tables & 10 Lines)

< 45 sec < 3 min

205

Annexure-S11

Team Profiles – CVs

S. No

Item Details

1. Name

2. Specify role to be played in the project

3. Current job title

4. Under minimum resource compliance requirement (YES / NO)

5. Experience in yrs. (Provide details regarding name of organizations worked for, Designation,

responsibilities, tenure etc.)

6. Name of

Organization

From To Designation/

Responsibilities

7. Number of years with the Current Organization

8. Current job responsibilities

9. Skill sets

10. Educational Background, Training / Certification including institutions, % of marks, specialization area s

etc.

Degree (including subjects) / Training /

Certifications

Year of Award of

Degree

University % of marks

Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly

describe me, my qualifications, and my experience.

Day/Month/Year:

[Name and Signature of staff member]

206

Annexure -S12

ERP Functional Audit Remediation

Sl No

Module Issue Description

1 IMM

No defined workflow for

purchase approval

An approval workflow has not been configured in IFS for documents such as purchase requisition (PR), purchase order (PO) and purchase contract (approval levels configured in the system are not as per the defined delegation of power). Approval limits for the same are also not captured in IFS. There are multiple instances in IFS where purchase order has been created and approved by the same person. Moreover, in certain cases, material purchase requisition (MPR) Indent, Tendering and PO are not created in the IFS system and are created manually. The purchase orders are entered into the IFS system only at the time of receiving the goods.

2 IMM

3-way match not

appropriately configured

3-way matching control for purchase order, record receipt and invoice booking is not configured appropriately. Following observations were noted: 1. Invoice and purchase order price matching is not configured appropriately in IFS. An invoice can be booked exceeding the purchase order price in the following cases. A user can change the gross invoice value and post the invoice. System does not prevent invoice posting even if the gross amount is greater than purchase order price. A user can add an account in the invoice recording screen and any difference between the purchase order price and invoice value can be manually posted to this user selected account. 2. IFS matches the invoice amount with the purchase order price. In the event that changes are made to the unit price of purchase order in a partially received state, the price updated by the system while raising the invoice is the revised price for the entire PO quantity instead of the received quantity. This results in incorrect matching of PO and invoice. 3. Quantity tolerance level is defined in the system at the time of purchase order creation against individual purchase order line item. However, there is no validation in the system for setting the tolerance limit and it can go up to 99%.

3 IMM

Absence of controls to prevent duplication of vendors

Controls to prevent duplicate vendor creation do not exist. Currently multiple vendors can be created in the system with the same name, address and bank account numbers. Moreover, vendor master audit logs are not enabled. On analysis of vendor master data, an average of 5% (up to 10% for some of the Divisions) of vendor master records were found to be duplicate. Further, multiple instances exist where vendor names were not present in the master due to lack of input validation controls.

4 IMM

Inaccurate quantity on hand information

Inventory quantity on hand information captured in the inventory basic data screen in IFS includes parts that are expired. Therefore the actual number of usable parts cannot be established directly and the user would have to generate reports to get the accurate quantity on hand information. Further, there are no alerts available for the parts nearing their expiry period.

5 IMM Lack of automation

Material purchase requests are raised based on the annual production tasks which are currently performed manually. IFS is not configured to

207

for material planning and purchase

automatically generate material purchase requests based on the production schedule. This is not applicable for foreign parts for which the MPR is driven by the foreign vendors.

6 IMM Absence of reorder level notifications

IFS has a provision to record the reorder level for parts, however the system does not have a provision to notify the users when the stock quantity goes below the reorder level. The functionality to record reorder levels for a part is not being used by all the Divisions.

7 IMM

Manual processing of liquidated damages

Liquidated damages are charged to vendors those deliver parts after the promised delivery date. Currently the process to calculate liquidated damages is performed manually. IFS is not configured to calculate liquidated damages and does not provide a user notification in case the vendor delivery is beyond the promised delivery date.

8 IMM

Purchase request not configured as mandatory for a purchase order

As per HAL processes, purchase requisition is mandatory prior to raising purchase orders. However, there is no control in IFS to enforce the creation of a purchase requisition prior to raising purchase orders.

9 IMM

Inaccurate inventory valuation for parts maintained at multiple stores

Bought out items are valued as per weighted average valuation method. Weighted average is computed by the system for a particular part across all the stores within a site. In the event that a part is procured at different prices and maintained at different stores within the same site, the project cost may be greater or lesser than the actual cost. This also results in a particular store value to be negative or positive even when no parts are present in the store.

10 IMM

Incorrect reversal of materials issued to production

There are instances where the materials issued for production are returned back to stores. When a part/component (bought out) is unissued from a work order, the part is store credited back to the inventory at the prevailing weighted average value, rather than the original weighted average value at which it was issued.

11 IMM

Delay in updating material issue on IFS

Due to delay in updating the issue of materials or directly using a particular component/ raw material without it being received into the stores, information relating to the inventory quantity may not be accurate.

12 IMM

Incorrect handling of returned customer order parts

Dispatched parts returned by the customer (e.g. due to damage in transit) cannot be reversed correctly in IFS. A Return Material Authorization (RMA) is created to record the return of a delivered part. To re-dispatch the customer order part, a new line has to be added to the customer order with the same details as the existing line item (the existing line order status is still represented as ‘dispatched’ and cannot be updated). This results in incorrect information being captured on the customer order.

13 IMM

Outsourcing functionality not used completely

IFS is not configured to handle the following outsourcing operations appropriately: 1. Tracking of material being sent to the vendor including location of the material, vendor-wise material information, material sent back to vendor for repairs. 2. Shop orders which involve multiple outsourcing operations are currently handled outside IFS. In the event that a part is sent to a vendor for intermediate operations and is brought back, every time a dispatch advice is created, the number of parts being sent out is subtracted from the total quantity agreed with the vendor defined in

208

the long term purchase contract. 3. Tools provided to the vendors during outsourcing are not tracked on IFS.

14 IMM

No validation to restrict dispatch quantity more than reserved

When an item/ part has to be delivered to a customer against a particular line item in the customer order, the item/ part is reserved on IFS (status ‘reserved’), a pick list generated (status ‘picked’) and shipped to customer (status ‘dispatched’). System is configured to prevent reservation of more parts than as mentioned in the customer order line item. However, system does not prevent a user from picking more parts than reserved

15 IMM

Inadequate validation to restrict blacklisted vendors

IFS has a provision to blacklist or expire a particular vendor. IFS does not permit a purchase order from being raised against a blacklisted/ expired vendor. However, this check is not performed at the time of creation a purchase requisition or at the time of tendering. Therefore, a tender can be accepted from a blacklisted/ expired vendor as well.

16 IMM

Inconsistent process followed for defining part master

Due to the following reasons, part master may contain duplicate or inaccurate data. Lack of standardized process for creating inventory part number (inconsistencies noted in naming convention followed between departments within the same Division)Multiple teams having access to create inventory part number

17 IMM

No provision to capture the preservation date of the parts

There is a requirement to capture the preservation date of parts in order to perform timely preservation activities on parts. However, IFS is not configured to record the preservation date of a part. Currently the preservation date of a part is entered along with the expiry date due to which the users are not able to distinguish between the expiry date and preservation date of a part.

18 IMM

No provision to track revision-wise inventory quantity

In IFS system, inventory is maintained at part number level. However, where different revisions exist for a particular part, then revision-wise quantity information for the part is not available from IFS.

19 IMM

Manual processing of sales quotation

IFS has a provision to generate sales quotation for a received customer inquiry. Sales quotations are typically of two types: 1. Sales quotation provided for bought out or fixed price parts 2. Sales quotation provided for cost plus or manufactured parts. For the above two sales quotation types, the system is not configured to automatically update the price quote based on the parts for which a quote is required by the customer. As a result, generation of sales quotation is performed manually outside the system and takes a longer time (up to 2 to 3 months in certain cases) than expected.

20 Finance

No control to prevent manual JV postings to control accounts

Manual journal voucher (JV) postings to control accounts should be restricted. However, we noted that system allows user to post journal voucher entries directly to control accounts such as sundry debtors, sundry creditors, fixed assets etc.

21 Finance

Absence of approval workflows for finance transactions

Approval workflows (maker-checker principle) have not been defined in the system for the following transactions consistently across Divisions: 1. Advance Payments to Vendors 2. Manual JV Approval workflows have been defined in the system for the following transactions in some of the Divisions. However, it is not in line with the delegation of power in those Divisions: a) Invoice Voucher Creation b) Payment Voucher Creation

209

22 Finance

Absence of system validation to adjust vendor advances

There are instances where advances paid to the vendors for procurement of material/ services are adjusted at the time of making the final payment. Currently all details related to advances paid out to the vendors are tracked manually by the finance team. IFS does not automatically offset or provide any alert or warning where advances exists against a vendor while making the payment.

23 Finance Incomplete project cost information

Labor cost is currently not booked at the time of work order completion. It is uploaded monthly onto IFS as a batch process. As a result, when the part is store credited, it does not include the labor cost. The labor cost is determined outside IFS and a labor cost journal voucher is passed manually. Moreover, man hour rate, used to calculate labor cost is calculated and maintained outside IFS. As a result, complete project cost is not available from IFS.

24 Finance

Inadequate functionality to support bank guarantee/ EMD/ security deposit

IFS has a provision to record bank guarantee details. However, this provision is not being used as IFS is not configured to notify user before expiry of the bank guarantee. Moreover, process for EMD/ security deposit recovery and refund is not configured in IFS.

25 Finance

No provision to maintain multiple vendor bank accounts

IFS is currently configured to maintain only one bank account number per vendor ID and system automatically updates this account number in payment advice. In the event where the payment has to be made to a different account number, it currently requires the user to modify the existing account.

26 Finance No validation for exchange rate modification

When a foreign currency supplier invoice is created, the default exchange rate is updated from the exchange rate master. The exchange rate can be modified by the user while submitting the supplier invoice. However, there are no validation controls for such modification.

27 Finance

Bills Receivables does not meet the business requirements

Bills receivable module in IFS for manufacturing and delivery of HAL products (aircraft/engine/helicopters) is not being used by most of the Divisions. Following issues were noted with respect to the bills receivables module: 1. Sales invoice is generated manually by the bills receivables team for manufacturing and repair and overhaul activities. These are not linked with the customer orders in the system. Calculation of cost of goods sold and booking is performed manually. 2. The current configuration of bills receivable module does not support invoicing for cost plus contracts. 3. Advance paid by the customer cannot be proportionately offset against the individual line items in the order.

28 Finance

Budget provisioning not configured appropriately

Budget provisioning and utilization can be tracked in IFS based on the cost centers defined in the system. This functionality is not used by most of the Divisions. Further, system is configured to update the utilization of budget based on material request and not based on purchase order. As a result, purchase orders raised without a material request is not considered by the system for updating the budget utilization.

29 Finance

Manual preparation and consolidation of financial

Balance sheet and profit & loss account as per revised schedule VI is prepared manually by the finance team of the respective Divisions. IFS is not currently configured to generated the financial statements as per HAL's requirements. Further, consolidation of financial statements for corporate reporting is also carried out manually.

210

statements

30 Finance

Automated bank reconciliation not supported

Bank reconciliation is currently performed manually by the finance team outside the system. IFS is not configured to auto match the transactions with bank statements and preparation of reconciliation statements.

31 Finance

Incorrect treatment when a manufactured part is purchased externally

In part master, each part is assigned a part type (either ‘manufactured’ or ‘bought out’). Manufactured parts when store credited or issued are configured to hit the ‘Consumption/ WIP’ account whereas bought out parts are configured to hit the ‘Inventory’ account. When a part that is usually manufactured internally is purchased externally without any change in the part type, the accounting entry passed may be incorrect since the consumption/ WIP account is impacted instead of the inventory account. Changing the part type and the associated account to handle a situation where a part which is generally manufactured is purchased may impact the inventory/ material ledger value.

32 Finance

Inadequate functionality to support service tax returns/ letter of credit

IFS is not configured appropriately to perform the following activities: 1. Calculation of service tax return 2. TCS Form 27D 3. Transaction related to Letter of Credit (LC)- report for LC which can be closed, amendment etc.

33 Finance

Incorrect treatment of inter Division transfers

In case any material or a part is required to be transferred between Divisions, the receiving Division raises an inter Divisional transfer order (IDTO) on the supplying Division. However, IDTO materials are received at zero value in case of participation sales. This impacts the weighted average cost of the parts and inventory valuation. Such IDTO parts should be treated similar to customer owned parts.

34 Manufacturing

Incomplete/ inconsistent recording of machine break down data

Multiple instances of incomplete and inconsistent machine break down data was captured . This was due to the following reasons: 1. Plant maintenance functionality is not used by some of the Divisions. 2. Report to determine the time duration for which the machine was under breakdown does not take into account information such as number of shifts for which the machine was operational

35 Manufacturing

Absence of controls to prevent changes to buildable process sheets

A process sheet contains the list of operations and the standard man hours for the operations required to manufacture a part which is updated by methods department and Management Services Department (MSD) respectively. The sheet is initially in the plannable state which is updated to the buildable state on completion by the respective departments. However, changes can be made to a buildable process sheet and there is no validation in the system to restrict the same

36 Manufacturing

No validation to prevent store crediting of parts prior to receiving an acceptance tag

On completion of part inspection, quality department assigns an acceptance tag before a part is store credited. However, the system does not enforce that all materials receive an acceptance tag prior to being store credited. Moreover, as part of final inspection, more items can be tagged than that as per the part lot batch quantity. We also noted multiple instances where store credit was done without tagging in IFS.

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37 Manufacturing

Automatic generation of production schedule not configured

Generation of production schedule based on the annual production tasks is performed manually outside IFS. Dynamic Order Processing (DOP) module is not used for planning purpose by the Divisions. The current DOP functionality does not meet the Division requirements due to the following reasons: 1. The DOP takes considerably longer time to prepare a production plan and generate the complete list of shop orders. 2. Due to constant changes in orders and specifications by the customers, the production plan at HAL undergoes frequent revisions. However, the DOP module is not configured to effectively handle these changes or revisions to the production schedule. 3. The DOP considers limitless capacity while generating the production schedule. 4. The DOP does not generate the production schedule unless all the process sheets are in the buildable state.

38 Manufacturing

Inability to track production status against customer orders

Currently in IFS, work orders are not linked to customer orders. Further, timely information on progress against a work order is not available in IFS system, as online reporting of operations is not performed by the shop floor users on a real time basis. Moreover, customer order details such as allocated and utilized budget are also not tracked through IFS system.

39 Manufacturing

Inadequate validation to prevent incorrect SMH being allotted

While creating the routing sheet for a particular part, we the existing operations are copied which results in standard man hours (SMH) being duplicated. This could lead to inaccurate SMH being defined for that operation.

40 Manufacturing

Inability to track work centre wise capacity

Machine and work centre wise capacity analysis is not performed in IFS. Further, at the time of accepting a project, there is no information available in IFS to determine whether a project can be executed with the available capacity. The current DOP module in IFS assumes limitless work centre capacity as part of production planning.

41 Manufacturing

Absence of integration between PLM and IFS

There is no interface between product lifecycle management (PLM) and IFS for some of the projects. Further, part number details entered by the design team do not automatically flow into IFS. Parts defined by the design team in the PLM have to be manually reentered in IFS system by the methods department.Currently PLM and IFS have been integrated for 2 out of the 3 projects running at ARDC.

42 Manufacturing

Inability to track excess material and labor effort due to rejection

Part Disposition Orders (PDOs) for rejecting a manufactured part are recorded outside IFS. In such a scenario, system updates the value of manufactured parts incorrectly at the time of store crediting as the valuation is based on the lot batch quantity instead of net quantity (after rejection). Further, tracking of material and time spent on rejected parts may not be available in the event of manual PDOs being utilized.

43 Manufacturing

Tooling functionality not used appropriately

The following tool related information is not available in IFS: 1. Calibration of tools 2. Tool life - Number of instances for which a particular tool can be used 3. Tool version history - In case a work order is issued which requires an earlier version of the tool for manufacturing that part/ component, the related tool information is not available in IFS. 4. Issue of tools

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44 Manufacturing

Absence of controls to prevent excessive issue of materials

Currently there is no validation in the system to restrict users from issuing (without reservation) more material than that defined as per the work order. This could result in excess issue of materials to production

45 Manufacturing

Absence of controls to prevent changes being made to the QPA

The quantity per assembly (QPA) is defined in the product structure of a part. However, currently there is no validation to restrict changes to QPA at the shop order level.

46 MRO

Absence of control to prevent parts being issued without a PDO

As part of MRO operations, maintenance level (intermediate or full overhaul) are defined for received parts. Based on the maintenance level assigned to a part, IFS automatically generates the corresponding disassembly and assembly shop order for the part. A PDO is raised in the disassembly shop order if any of the parts are to be rejected or reworked. However, we noted that a new item (referred to as ‘Category A’) can be issued to the corresponding assembly shop order even if a PDO does not exist in the system in the corresponding disassembly shop order.

47 MRO

Inability to capture modifications carried out during MRO

Design changes made to a part during its life are referred to as Modifications. However there is no provision in IFS to accurately record the modifications and are tracked manually.

48 MRO

Inability to track historical data of serialized parts of a vehicle instance

Work order and serial structure information (SSI) is maintained against a particular engine/ aircraft/ helicopter/ rotable serial number. In case of any changes in the serial number of components of a particular SSI, the change is updated in SSI as well which replaces the existing available information. HAL requires historical information on serialized parts along with their serial numbers which were inducted into the Division as part of MRO operations. However, this information is not directly available from IFS.

49 MRO

Cannibalization of parts not recorded in the system

Cannibalization is the process of transfer of parts/ rotables / components between aircrafts/ engines/ helicopters belonging to the same customer. Currently, cannibalization is recorded manually and not available through IFS.

50 MRO

Absence of controls to prevent cannibalization between customers

Cannibalization is the process of transfer of parts/ rotables / components between aircrafts/ engines/ helicopters belonging to the same customer . However, the system does not prevent the user from cannibalizing parts belonging to different customers.

51 MRO

Absence of provision to capture defect investigation on IFS

Currently defect investigation activities are performed manually and not recorded in IFS. The cost incurred as part of defect investigation is calculated manually and charged to the customer.

52 MRO

Absence of a provision to capture the serial numbers in

IFS is not configured to capture serial number of the parts as part of the shop order in MRO operations (applicable to Divisions where simple MRO module is implemented). As a result when maintenance level (IOH) is set for individual instance (serial number) of a given part as part of work scope definition, the

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shop orders disassembly shop order is created for the part with the default lot batch quantity

53 MRO

Inability to monitor work progress during the MRO cycle

IFS does not provide adequate information to monitor the following stages in MRO cycle. 1. Received into store 2. Pre-strip survey 3. reportStrip 4. View 5. Re-work 6. Assembly 7. Test 8. Under dispatch 9. Dispatched 10. Accepted 11. Invoiced Current status available for a shop order are restricted to Received, Dispatched and Invoiced.

54 MRO

Customer acceptance not recorded in the system

As part of repair and maintenance sale orders (RMSO), an invoice is raised only after the dispatched items have been accepted by the customer. However, IFS does not have a provision to record acceptance of the delivered quantity which is required for raising the sales invoice.

55 HR &

Payroll

No segregation between employee master maintenance and payroll processing

There is no segregation between employee master maintenance and payroll processing. Currently the payroll team has access to employee master and can make changes/ revisions to fields such as base pay. Further audit logs are not enabled for critical fields such as base pay.

56 HR &

Payroll

Absence of leave and overtime workflow on IFS

Leave approval workflow & overtime (OT) approval workflow are not configured in IFS. Moreover, the leave and attendance systems are not integrated with the IFS.

57 HR &

Payroll

Inadequate functionality to calculate arrears/ retirement benefits/ travel expenses

IFS is not configured to perform the following functions: 1. Calculation of arrears 2. Calculation of retirement benefits, gratuity amount to be paid, penalty for loan defaults 3. Settlement of travel expenses including advance paid to an employee

58 HR &

Payroll

No validation to restrict modifications to basic pay amount

The maximum basic pay amount payable per grade is defined in IFS. However the system permits the user to modify the employee salary above the maximum permissible basic pay amount.

59 HR &

Payroll

No integration between the HR and Payroll database

Due to the absence of integration between HR and payroll database, the following issues were noted: 1. The system permits creation of new employee ID in payroll master without validating the existence of ID in the HR employee database. Employee IDs (Personnel badge numbers ) were present in payroll database and not in the HR database. 2. Deletion/deactivation of employee record in HR module is not

214

reflected in the payroll module. 3. Activation of hold salary option in HR module is not reflected in the payroll module.

60 HR &

Payroll

Absence of a standardized process for loan payouts

Loan details are updated in employee wise loan information screen in IFS when the mixed payment screen is used to payout loans. However, we were informed that as a practice the salary adjustment screen is used to payout loans. In this scenario the loan details are not automatically updated in the employee wise loan information screen and need to be recorded manually.

215

Annexure-S13

SLA matrix for Software Maintenance support and Additional Support Manpower

Support

Category

Criteria Ceiling on

Penalty

Penalty for non-Compliance

System Uptime

Maintenance

Minimum uptime of

99% per quarter to

be maintained for

the production setup

excluding hardware

components. 10% of

Software

Maintenance support

Cost for the period

(1.14.1)

System

Uptime %

(on quarterly

basis)

Penalty Applicable (

% of Software

Maintenance

Support value for

the period)

>= 99% No penalty

>= 98%and <

99%

3%

>= 97% and

<- 98%

7.5%

< 97% Condition of

Default. To be

reported to Steering

Committee

Fixing of Bugs

Bug fixing patches to

ensure un-hindered

business operations.

10% of

Software

Maintenance support

Cost for the period

(1.14.1)

0.05 % of value for “Software

maintenance price” for the period will

be deducted as penalty per issue per

day of delay if issue is not resolved in

production environment as per SLA

resolution time for High/Medium/Low

priority issues mentioned in scope of

work, subject to a maximum of the

amount payable for “Software

maintenance price” for the period. All

issues, unresolved as on the end of

the period, will be considered for this

calculation, irrespective of whether

they were reported in the current

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period or previous periods.

Performance

Checking and

Tuning

Performance Checking

and Tuning to be

conducted as per

scope of work

10% of

Software

Maintenance support

Cost for the period

(1.14.1)

a) 100% of value for “Performance

Checking and Tuning” for the period

will be deducted if on-site health

checkup and tuning (including GRC

audit) is not carried out in the period,

as certified by HAL.

b) 1% of value for Software

Maintenance Support for the period

will be deducted per process/item

mentioned in Annexure-S10C, has

response time more than the

expected time mentioned there.

More than 3 deviations in

items/processes or >100% deviation in

any line item will be considered as a

condition of default

User Trainings Functional and

Technical Training as

per scope of work

10% of

Software

Maintenance support

Cost for the period

(1.14.1)

2.5 Lakhs per Batch of Training Not

conducted as per Scope of Work

Operations

Support

(Functional)

To perform

Operations Support as

per scope of work 10% of

Software

Maintenance support

Cost for the period

(1.14.1)

0.05 % of value for Software

Maintenance support Cost for the

period will be deducted as penalty per

day of delay if reported issue is not

resolved in production environment

as per SLA resolution time for

High/Medium/Low priority issues

mentioned in scope of work.. All

issues, unresolved as on the end of

the period, will be considered for this

calculation, irrespective of whether

they were reporte5d in the current

period or previous periods If the

penalty amount for the quarter will

exceed from the ceiling value (10%),

then it will be considered as the event

217

of default under which SI/IFS has to

explain the reasoning to Steering

Committee. In the event of default,

HAL will reserve the right to withdraw

the LCS if this happens consecutively

for 2 quarters.

Additional Support Manpower

Manpower for

Software

Development

Provide additional

manpower support as

per scope of work

Per day cost per person for each day

of absence of personnel.( Half-

day/Part time attendance will be

considered as absence)

Manpower for IFS

Functional

Support

Provide additional

manpower support as

per scope of work





Manpower for

DBA, Report

Development

Provide additional

manpower support as

per scope of work





SLA Exclusions:

The time lost due to any of the following causes shall not be included in calculating “Resolution Time”:

Time lost due to power or environmental failures.

Time taken for scheduled maintenance/troubleshooting (including backup and restore times) either

for preventive purposes or improvement in function or other purposes.

Time taken for reconfiguration or other planned downtime situations.

Scheduled shutdowns as required by HAL.

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Annexure-S14

Detailed Scope of Work for BI Implementation

The scope of this RFQ includes procurement, design, implementation and support for the Business

Intelligence solution for HAL. Scope of this engagement will cover:

• KPI framework definition

• Design and implementation of BI solution

• Training to business users and identified support staff

• Post go-live support

1.1. Divisions under Scope

All the Divisions / offices covered under the scope of this RFQ.

1.2. Applications and Functions under Scope

1. All the IFS ERP modules in the scope of this RFQ.

2. E-Procurement application hosted at Corporate Office

1.3 KPI Dictionary

1.3.1. Identify and standardize : KPIs/ metrics definitions for in-scope Divisions, complexes and

corporate office across following business cycles:

Integrated Planning consisting of definition of firm and forecast tasks , generation of Production

Plan using appropriate planning techniques, scheduling of work centre wise operations

considering capacity constraints, automatic generation of procurement / manufacturing requests

and micro-level scheduling adjustments.

Manufacturing & Assembly including preparation of Bill of Materials, Process Sheet, release of

shop orders, material and labour booking, stage & final inspections and generation of acceptance

tag.

Maintenance Repair and Overhaul comprising of induction of repairables, pre-survey, dis-

assembly of items, inspection and disposition, replacement/repair, assembly of items and

acceptance. Business process encompasses adherence to MOD compliance requirements and

management of components on loan.

Tool Management comprising of Tool Request, Procurement/Manufacturing of Tool, Tool

Calibration /Repair, Tool issue to shop, Tool Disposition etc.

Indent to Order including Purchase Request, Budget linking, Tenders, Bid Entry, Comparative

Statement Generation and Purchase Order Release.

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Procure to Pay consisting of Consignment tracking, Insurance Claim and declaration, Goods

Receipt and Inspection, Receipt Finalization and Bill Payment.

Order to Cash comprising of Enquiry from Customer, Preparation of Sales Quote, Recording of

Customer Order, Reserving, Issuing and Dispatching of items against Customer Order, Customer

Acknowledgement, Receipt of Payment and related process.

Outsourcing Planning Cycle including identification of outsourcing items, Subcontract request, Tenders, Bid Entry, Comparative Statement Generation and Purchase Order Release Outsourcing Execution Cycle consisting of generation of shop orders for outsourcing

items/operations, Sending material and tools to vendors, Goods Receipt and Inspection, Receipt

of tools, Receipt Finalization and Bill Payment.

Account Finalization comprising of updation of General Ledger, Generation of Material Ledger,

Cost Ledger, Cost of sales, Schedules etc., Generation of Trial Balance ,Integration of Divisional

Accounts , Generation of Balance Sheet, Notes and Profit and Loss Account.

Recruit to Retire dealing with Human Resources Management including recruitment, Learning

and Development, Skill competency mapping, Employee Self Services, Performance Appraisals,

Disciplinary Proceedings etc.

Compensation Management comprising of Entitlements and Eligibilities, Earnings and Deductions, Salary Processing and Payment.

1.3.2. Approximately 50 KPIs are expected to be defined for each ERP module. A KPI definition will

include properties such as name, type, owner, definition, unique id, acronym, alias, threshold, status

(e.g. active, deprecated, candidate/ proposed) etc. SI is expected to define derivation/ calculation of

the identified KPIs which are clearly defined and agreed to by HAL stakeholders

1.3.3. SI is required to map the identified KPIs to respective source systems and also advise on

frequency and form of reporting (daily, weekly, dashboards, reports)

1.4. Data Architecture

1.4.1. For each KPI and the respective source system identified, the SI is expected to identify

specific database tables and columns required for generating KPI data including information such as

table name/ file name, location, access method, timing limitations, access limitations, size: number of

columns, number of rows etc.

1.4.2. SI is expected to define the data architecture design. This shall include the following:

• Data integration architecture

• Extract, Transform and Load (ETL) Architecture

• Technical Architecture

• End to end solution design

• Document database or object design

• Access and delivery test plan, test cases and unit test plan

1.5. Reporting and Dashboard Requirements

1.5.1. For the identified KPIs, SI will define the reporting templates. This will include design of the

220

reports, frequency of generation, dashboards to be configured in the BI system

1.5.2. KPIs and reports are expected to have a many-to-many relationship i.e. one KPI can exist in

multiple reports and vice versa

1.5.3. Dashboards are a combination of specific set of reports/ KPIs. Dashboards and reports/ KPIs

are expected to have a many-to-many relationship i.e. one Dashboard can have multiple KPIs/

reports and the same KPI/ report can be a part of multiple dashboards

1.5.4. SI is expected to implement approximately 10 dashboards at Division, complex and corporate

office level each

1.6. Development guidelines

1.6.1. The SI must ensure that the development environment is separate from the actual production

environment.

1.6.2. The development and testing environment shall be setup under the guidelines of HAL security

policy.

1.7. Testing

1.7.1. SI should ensure a detailed testing strategy is in place for the implementation

1.7.2. Testing should include at a minimum functional testing, non-functional testing, system testing,

integration testing, load/stress testing and user acceptance testing

1.7.3. Entry criteria, exit criteria and acceptance criteria to be defined for every testing activity

1.8. Training

1.8.1. The SI must prepare a training program for business users, super users and IT teams. This

should include the following:

a. End User Training – Accessing the application, Dashboard navigation and report generation

b. IT Team Training – Detailed development training.

1.8.2. The training will be provided in parts to all the relevant users in HAL.

1.8.3. The SI should also provide necessary user documentation for end users

1.9. BI Solution Users

An illustrative list of BI solution users are given below:

Access Level

Type of Users

Corporate Chairman, Board Members, Directors and senior functionaries at corporate office.

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Note: The above given

list is indicative only.

Complex Chief Executive Officers of 5 complexes, and senior functionaries at each complex.

Division General Managers Heads of Departments and other senior functionaries/ Operational executives at each Division.

222

Annexure-S15

Minimum Specifications for PMO

Sl No Item Description Qty

S15.1 Personal Computers 40

S15.2 Laptops 5

S15.3 Projector 3

S15.4 Projector Screen 3

S15.5 Ups - 10 KVA 2

S15.6 Colour LaserJet Printer 1

S15.7 All in one Network Printers 2

S15.8 Edge Switches 3

S15.9 Networking and Power Connectivity 1 lot

S15.10 Almirah 2

S15.11 White Board 3

S15.12 NAS - 4 TB 1

S15.13 SMS Pack with 3 lakhs SMS along with integration with IFS SRM for sending OTP (2 factor authentication) – validity 3 years

1

S15.14 Cubicles 40

S15.15 Conference Table 3

S15.16 Chairs 80

Components Required for Undertaking BPT Note: These components should be supplied only after written request from HAL

S15.17 Barcode Scanners 800

S15.18 Barcode Printers/ Tag printers 250

S15.19 Heavy Duty Laser Printer 40

S15.20 4” *6” 180 GSM paper cards for Tags in rolls of appropriate sizes

3 lakhs

S15.21 Thermal Wax Resin Ribbon 1000

S15.22 3”*2” Self sticking Labels for Inspection Reporting etc. in rolls of appropriate sizes 3 lakhs

S15.23 100 GSM paper for Route Book in reams of appropriate sizes 1 lakh

S15.24 Cartridge for heavy duty printer at sl no S15.19 above 160

Others

S15.25 2 Ton Split Air Conditioner with Stabilizer 4

S15.26 Water Dispenser 1

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Sl No Item Specification

S15.1 PC

Intel Core i73.4 GHz, 8 GB RAM, 500 GB HDD, 18.5 inch LED Colour monitor, Windows 8 Professional preloaded, 100/1000 on board integrated Network Port with keyboard and optical mouse

S15.2 Laptop

Intel Core i7 2 GHz,4 GB RAM, 500 GB HDD, minimum of 14.5 inch screen, Genuine Windows 8 Professional preloaded with Minimum 4 hrs backup.

S15.3

Projector

Lamp Life (a) In normal mode :2000hrs, It should have minimum brightness of 3000 lumens. Contrast ratio : min 3000. Full Function remote control unit for projector, Terminal ports with HDMI/DVI and VGA ,VGA cable of 30m(for connecting PC),technology LCD/DLP

S15.4 Projector Screen

Wall mounted Projector screen with minimum

size of 10x8 feet or as per the layout .Should

have motorized lift. Should be White Matt

fabric. Should able to control the Motor using

Wireless remote

S15.5 UPS

10 KVA UPS with minimum 1 hr backup on

full load, Double conversion Topology,

Internal Bypass, Maintenance-free sealed

Lead-Acid batteries

S15.6

Colour LaserJet Printer

Laser jet color, Paper Size : A3 or higher

,Min. 16 ppm for black A4 & 4 ppm for color

A4,resolution : Min. 600x600 dpi, 100/1000

MB Ethernet Port, pre-installed all color &

black Toner Cartridges

Note : 3 sets of cartridges to be supplied

along with printer

S15.7

All in one Network Printers

Laser jet (Black & white),support Print, scan

&Copy, Min. 22 ppm for A4 & 11 ppm for

A3,resolution : Min. 600x600 dpi,two no’s

250-sheet input tray,Scan:Duplex Automatic

Document Feeder ,Scan Type: Flatbed &

ADF(automatic document feeder),Scan

Resolution Optical/Hardware/Enhanced: Min.

300x300 dpi, 100/1000 MB Ethernet Port

Note : 3 sets of Toner to be supplied along

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with printer

S15.8 Edge Switches

44 or 48 * 10/100/1000 autosensing UTP

Ports,4 * SFP ports with 1Gb fiber modules

,2 * 10 Gb stacking ports with one stacking

cable,Min 100Gbps of switching capacity, Min

70 Mbps Switching throughput,VLAN support

= min. 1k,Compliance: RoHS

S15.9

Networking and Power

Connectivity

LAN connection for cubicle and conference rooms: a) Each cubicle to be provided with minimum two I/O outlets to provide network connectivity. b) Should supply and install all network

passive components like I/Os, patch panel,

network rack, face plate& back plate, casing

caping, UTP cable , patch cords and all other

required components not mentioned explicitly

Power Connectivity: Should supply and install all items required

to provide power for all the components at

various locations

Optical Fibre connectivity:(12 Core SMF Outside Plant Cable) connectivity: a) Supply and laying of optical fibre(12 Core SMF Outside Plant Cable, Type OS2) for approximately 500 mtrs b) Supply and install all components like LIU(for both

ends), fibre patch cords, pigtails, digging of 3 feet

depth for laying cable as per industrial standard

c) Supply and install of all accessories like PVC Pipe, GI Pipe, Flexible pipe etc.

Commissioning of the above infrastructure : a) The above commissioning of the setup should be inclusive of all labour and material charges b) The bidder should consider all the items

which are required to make the system work if

not mentioned explicitly

S15.10

Almirah

The overall size of the storage shall be

916mm (W) x 486mm (D) x 1980mm (H). The

locking and handle of the storage shall be

handle with three way locking mechanism.

The shelving shall be height adjustable.

225

S15.11

White Board

Supplying & Fixing Ceramic white board of

required size, with wooden beading and with

ledge to hold writing & cleaning material etc.

S15.12

NAS

4 TB Usable capacity after RAID 5

implementation, 2 USB 2.0 host ports , 2

RJ45 Ethernet (Gigabit),support File sharing

protocols like CIFS, NFS, HTTPS, FTP over

SSL/TLS,Support RAID 0,1 and 5 or

equivalent

S15.13

SMS Pack

3 lakhs SMS along with integration with IFS SRM for sending OTP (2 factor authentication) – validity 3 years. The SMS service provider should have facility

to send messages to phones registered under

Do not Disturb using pre fixed computer

generated templates like Debit/Credit

information from banks.

S15.14 Cubicles

40 no of Cubicles (average approximate size of 25 sq ft each) with aggregate Table area of approximately 640 square feet depending upon the layout and Height 4 ft (including partition height) . Partition should be made in accordance with actual space provided. One pin up board and one glossy white board marker (High wear resistant) to be provided in each cubicle. Concealed raceway for electrical and data cable management should be provided in the bottom of the table. Size of the race way should accommodate 20 cables of size Dia. 10 mm. Cubicles should be assembled. The pedestal units are to be mobile with the use of castors. It shall be of 2 box drawer and 1 filling drawer with centralized locking facility. All Drawers to have double extension precision ball slide. CPU Trolley shall be made of 0.8 mm thick CRCA with powder coated having 4 wheels with casters to move around. Vendor has to install and assemble the cubicles as per the Layout

S15.15 Conference Room Table

Providing and fixing conference table to accommodate minimum of 12 personnel.

S15.16 Chairs

Size: 650mm H X 470mm W (Approx.). The seat should be made up of 1.2 cm thick hot pressed plywood up holstered with fabric and moulded polyurethane foam. Seat Size : 450mm Width X 450mm Depth

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(Approx) . The back cover should be

perforated strip fabricated from 0.08 cm thick

CR steel and powder coated.The armrests

top should be injection moulded from black

polypropylene and mounted on to a fixed type

MS tubular armrest support. Low Tilt

Mechanism:360 degree revolving type,

Upright position locking Tilt Tension

Adjustment. Should have Pneumatic Height

Adjustment. The pedestal should be made

from MS ERW tube and fitted with 5 twin-

wheel castors. The pedestal should be 65

cm pitch centre dia. (75 cm with castors)

S15.17 Barcode Scanners

Scan Rate : 100 Scan Lines per second or more, System: Laser, Print Contrast Ratio : 25% or better, symbologies : It should support all symbology types which will be compatible with the proposed ERP solution .Resolution : 5 mil or better, Bar Code Density/ Depth of field : 13 mil:1 to 15 inch (typical), Interface : USB or Key Board Wedge, Quality : Capable to read damaged and poor printed bar code

S15.18 Barcode Printers/ Tag

printers

Printing type : Thermal Transfer, Print Speed : Up to 10 ips, Print Width : 4.09 inches, Resolution : 203 dpi, symbologies : It should support all symbology types which will be compatible with the proposed ERP solution , Interfaces : USB,Parallel and Serial with cables, Memory : 2 MB Flash, 8 MB SDRAM, Media Types: Continuous, Die-Cut

S15.19 Heavy Duty Laser Printer A4 heavy duty mono LJ printer duty cycle : 1 lakh pages per month

S15.20

4” *6” 180 GSM paper

cards for Tags in Rolls of

Appropriate size 4 inch X 6 inch 180 GSM card in a roll of 500 cards per roll

S15.21 Thermal Wax Resin

Ribbon Thermal wax Resin ribbon 300 mtr

S15.22

3”*2” Self sticking Labels

for Inspection Reporting

etc in Rolls of appropriate

sizes 2” width and 3 inch height self sticking labels in a roll of 1000 labels

S15.23 100 GSM paper for Route

Book A4 cream white 100 gsm paper (in reams of 500 Sheets or equivalent)

S15.24 Cartridge Cartridge for heavy duty laser printer(For sl no 19)

227

S15.25 2 Ton Split Air Conditioner

with Stabilizer

Ton : 2,Cooling Capacity:5800W or more, Rotary Compressor, Wireless Remote Control,5 KVA Stabilizer

S15.26

Water Dispenser

Bottle support collar Ready-To-Dispense indicator lights: Insta-HOT feature activation button Childproof safety lock Hot water dispensing tap Cold water dispensing tap Removable drip tray Adjustable COLD water thermostat Drain valve (rear of dispenser) Condenser coils (rear of dispenser) Power switch

228

Annexure-S16

SLA matrix for Hardware Maintenance support

Support

Category

Criteria Penalty for non-Compliance

System Uptime Minimum uptime of 99% per quarter to

be maintained for the hardware

components of production setup

System

Uptime %

(on quarterly

basis)

Penalty Applicable ( % of

Hardware Maintenance

Support value for the

period)

>= 99% No penalty

>= 98%and <

99%

10%

>= 97% and

<- 98%

25%

< 97% Condition of Default. To

be reported to Steering

Committee

Fault rectification

for Test &

Development

Setup,Backup and

DR Setup

Identification and rectification of faults

including replacement of faulty

hardware components to be completed

within 24 hours of logging the

complaint.

0.1 % of Hardware Maintenance Cost for

for Test & Development Setup, Backup and

DR Setup for the period will be deducted as

penalty per day of delay subject to a

maximum of the 10% amount payable for

the period.

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Annexure-S17

Deliverables of the Audit of Implementation

The Audit agency is expected to submit reports, covering a minimum of the following.

a. Executive Summary b. Audit Report Findings c. Analysis of Gaps / improvement areas wrt handling of similar situations in

contemporary industry verticals d. Recommendations e. Report on disaster management policy with proper documentation and guidelines. f. Recommendations for improving the daily system health check report and procedure

to implement the same. g. Report on system performance with emphasis on single point failures, ensuring

availability of critical systems, vulnerability points and recommendations for improving the same.

h. Report on results of the penetration testing detailing the vulnerabilities identified and preventive measures to be implemented to eliminate the vulnerabilities.

i. Report on audit trails and security audit log and recommendations for improvement

j. Final Report after re-audit

230

Annexure-S18

Pre Qualification Criteria for Auditor

The selected auditor by the bidder should be complying to the following criteria and an approval to be taken

from HAL with supporting documents

1. The auditor should have carried out at least one SAP/ Oracle/ IFS Audit in Indian PSU for

organization, involving review of multiple ERP modules including auditing of Finance

2. The auditor should be CERT-in empanelled for Information Security Auditing. For this auditor’s name

should exist in the current list of CERT-in empanelled organizations/auditors, on CERT-IN website for

IS Auditing.

231

Annexure-S19

Scope of Audit

The scope of audit should cover detail study in the Functional and Technical perspective on the

Centralized ERP instance.

1 SECTION A: FUNCTIONAL AUDIT

Scope of work for Functional Audit

1.1 Review of configuration control settings in respect of Manufacturing, MRO,

IMM, Finance, Asset management, HR and Payroll modules. of IFS ERP:

Automated controls within the IFS system (inherent or configurable) influencing

critical functions viz. financial accounting, costing, procurement, sales and HR are

fully used to provide effective controls and minimize the need for manual procedures.

The Contractor/Consultant shall review the effective implementation considering the

business processes and the available functionalities in IFS system. The configuration

of Manufacturing, MRO, IMM, Finance, Asset management, HR and Payroll modules,

CRM, SRM of IFS ERP shall be reviewed for effective controls and the

recommendation to be given for patching of the same.

1.2 ERP Process Audit


Integration of Business Processes

Input Validations considering System Constraints

2 SECTION B: TECHNICAL AUDIT

2.1 IFS Infrastructure

Following needs to be carried out during IFS System Audit and bidder to provide

Recommendation solution also:

1. Various Security aspects of Database w.r.t. to respective IFS Components

and Best Practice in IFS environment

2. Review accessibility of various IFS System by end users, customers,

Vendors from within HAL Network and outside HAL Network.

3. Password policy at IFS and Database Level

4. Audit trail at IFS and Database Level.

5. Role and Authorization

6. Security Parameters at IFS, Database, operating System and Hardware

232

level

7. Change Management for taking the changes to Production environment

from development Environment.

8. IFS and Database User management

9. Review on IFS Client

10. Review Resource hungry and Expensive SQL Statements

11. Penetration testing of various production Instances within HAL Network

14. Patch management

15. Review of OS level commands at IFS level

16. Review of table logging of critical tables

17. Review of groups in IFS user profiles

18. Review of User Creation, Modification, Deletion and Deactivation Process

19. Review of Super user and Administration user IDs.

20. Identification and review of Critical Transactions and Authorization objects.

21. Review of security guides, notes and security parameters

22. Reviews of various logs in the systems

3 SECTION C: RE-AUDIT AFTER MUTUALLY DECIDED TIME PERIOD TO CONFIRM

THAT ALL THE OBSERVATIONS GIVEN AS PART OF SCOPE OF WORK IN SECTION A AND

B ABOVE ARE ADDRESSED AND RISKS ARE MITIGATED AND SUBMIT A FINAL REPORT